The orderly ledger / warm paper and forest

A fractional finance and bookkeeping proposal for a design agency whose books close weeks late. It covers where reporting stands, close times over six months, the monthly cycle, what is included and excluded, the first 90 days, the team, a similar client’s results and three monthly plans.

Fractional Finance and Bookkeeping Proposal

<h1 style="font-family:Bodoni Moda;font-weight:500;line-height:1;text-align:left;color:#24382F"><span style="font-size:clamp(42px,11cqw,116px)">Finance,<br>in order.</span></h1>
<p style="font-family:Inter;color:#24382F;text-align:left;font-size:18px;line-height:1.5">Proposal for {{CLIENT_COMPANY}}<br>by {{SELLER_COMPANY}}</p>

Overview

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Thank you for walking us through your books</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">You want reliable numbers by the tenth of each month and a clear view of cash for the next quarter.</p>

Introduction

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Where your finances stand</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">A 25-person agency with $3.8 million in yearly fees, on Xero.</p>

Working days to close the books after month end

<ul><li>Bank feeds for two of your four accounts stopped in July and are reconciled by hand.</li><li>Time is tracked in Harvest, but costs are never matched to clients, so nobody knows which accounts make money.</li><li>Invoices go out when someone remembers, on average eleven days after the work is finished.</li></ul>

Your situation

<h2 style="font-family:var(--proposal-font-accent);font-weight:500;line-height:1.14"><span style="font-size:clamp(30px,4.2cqw,52px)">We recommend one monthly cycle that ends with a report and a conversation, not just a closed ledger.</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">The same people do the work every month, so questions are answered by someone who knows your business.</p>

<p>Bank and card reconciliations, supplier bills entered and the cash forecast updated.</p>

Every week

<p>Invoices issued, accruals posted and payroll checked.</p>

Working days 1 to 5

<p>Books closed and the management report sent to the partners.</p>

Working day 8

<p>A one-hour review with the partners on results, cash and decisions.</p>

Working day 10

Our recommendation

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">What is included</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Everything in the recommended plan, Bookkeeping and reporting.</p>

<p>All four bank accounts and two cards reconciled weekly, and supplier bills entered from your shared inbox.</p>

Bookkeeping

<p>Accruals, prepayments, payroll journals and work in progress, closed by the eighth working day.</p>

Monthly close

<p>Profit and loss against budget, profit by client from Harvest time, unpaid invoices by age and a thirteen-week cash forecast.</p>

Reporting

<p>Client invoices raised within two days of each milestone, a weekly payment run for your approval, and a tidy year end file for your accountant.</p>

Invoices and year end

<p><strong>Not included:</strong> preparing or filing tax returns, audits, payroll processing and investment advice. We work with your accountant on tax.</p>

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">The first 90 days</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Starting on {{START_DATE}}.</p>

<p>Access to Xero, Harvest and your bank, the bank feeds fixed and the open months reconciled.</p>

Take over

<p>The first close on our cycle and the first report, reviewed with the partners.</p>

First close

<p>Project profitability added, and the close brought to working day eight.</p>

Full cycle

What is included

Who you will work with

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Results for a similar client</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">A coffee roaster with three cafés, six months after we took over.</p>

Results for a similar client

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Plans and fees</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Three monthly plans. We recommend Bookkeeping and reporting.</p>

Bookkeeping and reporting

Plus budgeting, pricing advice and help with your bank.

Part-time finance director

<p>Fees are in USD and exclude tax. Xero, Harvest and other software subscriptions stay in your name. This proposal is valid until {{VALID_UNTIL}}.</p>

Plans and fees

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Common questions</span></h2>

<p>They can hand over during the first month, or keep payroll if you prefer. We agree it with you before we start.</p>

What happens to our current bookkeeper?

<p>No. We work in your Xero and Harvest accounts, and everything stays in your name.</p>

Do we have to change software?

<p>Your senior bookkeeper for day-to-day questions, and {{SELLER_NAME}} for anything about the numbers or decisions.</p>

Who can we call with a question?

<p>We have read-only access to bank feeds. Payments are prepared by us and approved by a partner.</p>

How do you handle our bank access?

<p>Yes, from the next month, with two weeks’ notice.</p>

Can we change plan later?

Questions

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Next steps</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">How we start.</p>

<p>Pick a plan and any extras, then accept on this page.</p>

Choose a plan and accept

<p>You add us to Xero, Harvest and your bank feeds in the first week.</p>

Access

<p>An hour with your current bookkeeper to go through open items.</p>

Handover meeting

<p>Questions? Contact <strong>{{SELLER_NAME}}</strong> at {{SELLER_EMAIL}}</p>

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