Get A Free, No-Obligation Legal Bookkeeping Estimate
This page is for law firms. If you are not a law firm please visit this page.
In order to give you an accurate estimate, we need to ask you some detailed questions about the volume of accounts, transactions, payroll staff etc.
Before you start, please make sure you get several months worth of trust account, bank account and credit card statements and statements for any other financial accounts like PayPal, Stripe, Shopify, Square etc that you might use.
To help you prepare, here is a list of the questions we need answers to:
- How many legal entities are involved? (How many tax returns do you file for your companies (it's generally one tax return per legal entity)
Which of these services do you want?
- Trust accounting
- General bookkeeping
- Accounts Payable
- Catchup or cleanup bookkeeping, accounting
- Training your internal staff on trust accounting
What level of service do you need?
- Monthly bookkeeping - Standard timing (30 days)
- Monthly bookkeeping - Fast turnaround (approx 10 days)
- Quarterly bookkeeping
- Semi-annual bookkeeping (every 6 months)
- Annual bookkeeping
Fast turnaround adds 25% to your total monthly cost and the delivery is dependent on when your monthly statements and key data are available to us or the agreements we make around how to handle a cut off date.
Are quarterly review meetings with your bookkeeper good, or do you want monthly?
- Do you pay HST quarterly, monthly or annually?
- Do you want us to calculate and file your HST returns?
- Is there payroll you want us to manage?
- Do you have an existing payroll system or do you need us to set one up for you? If we are setting one up we recommend using WagePoint or Knit.
- How many employees do you have on payroll?
- How many on salary vs variable pay (hourly, commissions, tips).
- How many pay days per month?
- Which of these do we need to source deduct and remit beyond CPP, EI: WSIB (workplace insurance), EHT, Union dues, RSP/Pension or other?
- Do your employees submit expenses that need to be reimbursed with payroll?
Bank & Credit Card Accounts & Transactions
- How many trust accounts do you have?
- How many transactions/mo across all your trust accounts do you have?
- How many bank accounts do you have?
- How many transactions/mo across all bank accounts separated into batchable and non-batchable. Batchable or recurring transactions are all from the same source or to the same destination and can be batch processed in less time. Examples include deposits from a payment processor like Stripe. If you get paid by etransfer, don't include them in batchable as we have to match them to invoices.
- How many credit card accounts do you have?
- # of transactions/mo across all credit card accounts
- Any other accounts to be reconciled, like Paypal, Stripe, Shopify etc? # of transactions/mo.
- Do you have manual journal entries you need made every month and how many?
- How many law society audits have you had in the past 7 years?
- When was your last law society audit?
- What is your current accounting software?
- Where do you currently store your client documents? (Harddrive, internal server, OneDrive, NetDocuments, Google Docs.)
- Where do you currently store your internal or accounting documents?
- Are you open to switching to one of our recommended cloud based legal software systems (Clio, LEAP or Soluno)?
- Do you want us to manage your Accounts Payable (to vendors who invoice you) using Plooto? It costs about $5/bill (our time) and Plooto costs $25/mo and gives you 10 domestic bill payments included. Additional payments are $0.50 each.
- How many bill payments do you expect each month?
Bill payments should include all the cheques you currently write (many of which we will try to switch to Plooto) and all the electronic payments you make that are not on a credit card or PayPal, so Interac email transfer, wire transfers etc.
- When is your fiscal year end?
- How many months of historical data do we need to import, categorize and reconcile?
- Do you have any billing commission payment or profit share agreements with any of the lawyers at your firm? (i.e, you take 20% of their billings as a commission.)
- Are you currently using the Profit First method of bookkeeping?
- Do you accept cash as payment for invoices or retainers?