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This form takes about 10 minutes to fill in. We do need all these details to give you an accurate quote. If all you want is a rough idea of our pricing, please click here to see some examples.

Name*

First Last

Email*

Daytime Phone*

Company Website

The website of the company above, if you have one, with http:// or https:// in front.

Business Description

Please briefly describe what your business does.

Why are you looking for a bookkeeping service?

New business, want to start out with good bookkeeping

Current bookkeeper is too busy, too slow to respond

Current bookkeeper is leaving or retiring

Current bookkeeper won't use newer cloud apps

We want to use cloud accounting apps and want help transitioning our systems

We have managed our books internally but need more expertise

We have managed our books internally but want to free up that person's time

Current service is expensive and we're hoping to reduce costs

Other

Please select all that apply.

Please explain why you are looking for a new bookkeeper?

How many legal entities are involved?*

Another way to ask this is how many tax returns do you file with the CRA? If you have one incorporated business then it's 1. If you have one incorporated business with several trade or operating names, it's still 1. If you have two businesses running under one sole proprietorship then it's 1. If you have two corporations and a trust then it's 3 legal entities.

IMPORTANT: If you will need a separate agreement and billing for each company, please complete this form separately for each incorporated entity.
Use the field "Multiple legal entity details" to detail the ownership that ties the related companies together if you used different names and email addresses at the start of this form. i.e Owned by (owner).
If you only want to complete this form once and combine the number of accounts and transactions volume across all your legal entities to get a combined cost estimate for all your entities combined, please indicate that below.

Separate or combined company data
My answers are for all my entities combined.
This data is for one entity. I will submit separate forms for each entity.

Company Name*
The principal operating name of your largest company by revenue.

Legal Entity Type*

Multiple legal entity details
On this first form only, please list the companies by name and clarify which are operating companies with many monthly transactions vs holding companies with few monthly transactions. Please complete this form separately for each incorporated entity as each company will have its own unique estimate and agreement based on the information you provide.

Province
Province of business or headquarters

What level of service do you need? How often and how fast do you need your reports?*

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?*

Quarterly review meetings

Monthly review meetings

Do you need us to help you get caught up on your bookkeeping or are you up to date? Please answer the following questions to let us know.
How many months of historical data do we need to import, categorize and reconcile? Enter 0 for none.*
If your books are up to date in your accounting software and we don't need to reconcile any historical data enter 0. If you have 9 months of bookkeeping data you need us to enter or import and reconcile then enter the number 9.
Are the number of bank and credit card transactions per month for the catch-up period similar to what you expect in the future or do you expect there to be a change?*

The past and the future are going to be pretty much the same

The future will be different from the past
If, in the past, you had 200 transactions per month, but you just added a new line of business and going forward you will have 300 then select that the past and future will be different.
The following questions pertain to the past, to the catch-up period. We will ask you about the future afterward.
How many bank accounts do you need us to reconcile?*
What is the average # of transactions/month across all bank accounts for the catch up period?*
How many of the above average transactions/month for the catch up period can be batch processed because the source or description is the same?
For example, if you have 100 transactions per month and 30 of them come from Stripe, then enter 30 here.
How many of the above average transactions/month for the catch up period need to be split across multiple accounts or categories?
For example, if you have 100 transactions per month and 10 of them require splitting, then enter 10 here. This is sometimes needed when a single deposit transaction contains several cheques that need to categorized differently, or when a single payment is made that needs to be split across several expense accounts.
How many credit card accounts do you need us to reconcile?*
What is the average # of transactions/month across all credit card accounts for the catch up period?*
Do you have other accounts to be reconciled like PayPal, Stripe? (in the past)*

None

Yes I have other accounts
Do you have any other transaction accounts other than your bank and credit cards? If you sell online this might include a payment provider like Paypal, Shopify or Stripe. It might include a payment app like Apple Pay or Google Wallet if those transactions don't automatically appear on your credit card.
How many additional accounts like PayPal, Stripe etc. do you want us to reconcile?
Please enter the names of other transaction accounts, separated by commas
PayPal, Stripe, Shopify etc
What is the average # of transactions/month across all of the above other accounts for the catch up period?
i.e. If Paypal is 50/mo and Stripe is 40/mo then enter 90 as it is the sum of 50 and 40.
Has any of your past transaction data been entered into a spreadsheet and categorized?

No

Yes
What percentage of your past transaction data been entered into a spreadsheet and categorized?
Please enter a number from 0 to 100.
In your past transaction data, will we have to sort personal and business transactions within the same account?

No

Yes
If you used your business accounts including credit cards to pay for personal items, then choose YES. If you used your personal accounts including credit cards to pay for business items, then choose YES.
What is the average # of transactions/month where business & personal were not correctly separated?
Please enter a number from 0 to 100.
What is the average # of transactions/month where you used business accounts to pay for personal items, or used personal accounts to pay for business items?
The following questions pertain to your expectations of the present and future.
How many bank accounts do you need us to reconcile?*
What is the average # of transactions/month across all bank accounts you expect looking forward?*
How many of the above average bank transactions/month can be batch processed because the source or description is the same?
For example, if you have 100 transactions per month and 30 of them come from Stripe, then enter 30 here.
How many of the above average bank transactions/month need to be split across multiple accounts or categories?
For example, if you have 100 transactions per month and 10 of them require splitting, then enter 10 here. This is sometimes needed when a single deposit transaction contains several cheques that need to categorized differently, or when a single payment is made that needs to be split across several expense accounts.
How many credit card accounts do you need us to reconcile?*
What is the average # of transactions/month across all credit card accounts you expect looking forward?*
Do you have other accounts to be reconciled like PayPal, Stripe?*

None

Yes I have other accounts
Do you have any other transaction accounts other than your bank and credit cards? If you sell online this might include a payment provider like Paypal, Shopify or Stripe. It might include a payment app like Apple Pay or Google Wallet if those transactions don't automatically appear on your credit card.
How many additional accounts like PayPal, Stripe etc. do you want us to reconcile?
Please enter the names of other transaction accounts, separated by commas
PayPal, Stripe, Shopify etc
What is the average # of transactions/month across all of the above other accounts you expect looking forward?
i.e. If Paypal is 50/mo and Stripe is 40/mo then enter 90 as it is the sum of 50 and 40.
Do you require any manual adjusting journal entries each month? How many?
This is typically required to split out revenue across accounts based on a report from a POS system, or to split out expenses based on a report (media spending for an agency).
Please describe the adjusting entries and how long it takes you to do them now if you do them?

What is your current accounting software?*

QuickBooks Online Essentials

QuickBooks Online Plus

QuickBooks Online Advanced

QuickBooks Desktop

Xero Starter

Xero Standard

Xero Premium

Wave

SAGE

FreshBooks

Spreadsheet

Other

I don't have one

I don't know
We use the top two cloud-based accounting systems, Xero and Quickbooks Online. Since you were previously not on one of those systems, we will need to get you set up on one of those.
Do you have a preference regarding which accounting software you use going forward?*

Quickbooks Online Essentials

Quickbooks Online Plus

Quickbooks Online Advanced

Xero Starter

Xero Standard

Xero Premium

I do not have a preference. Can you help me choose the best one for me?
We only use the top two cloud-based accounting systems, Xero and Quickbooks Online. We do not use Wave, Freshbooks or any other accounting packages. If you prefer Xero and have foreign currency bank accounts, you need to use Xero Premium. Xero Starter is for small firms that issue <20 invoices/mo and don't need to see an Accounts Payable list. Only 5 bills can be entered/mo. A bill is a manual payable. There is no limit on expenses (paid in the past).
Do you need any of these features only available on QuickBooks Online PLUS (+$26/mo)?

Purchase orders

Inventory tracking

Track sales and profitability for each of your locations

Create budgets to estimate future income and expenses

Track project profitability, including labor costs, payroll, and expenses with job costing.

5 users (vs only 3 with Essentials). Accountants and bookkeepers aren't included in the user count.

These features are only available in Quickbooks Online PLUS which costs $26/mo more than Quickbooks Online Essentials.
Do you need any of the above features only available on Quickbooks PLUS?*

Yes, I need at least one of these PLUS features

No, I do not need any of these features

I am not sure
Do you need multi currency support?*

I need multi-currency

I need CAD $ only
The Xero Premium accounting software plan that supports multi-currency costs C$19 more per month than Xero Standard. If you invoice to clients in another currency like USD or Euros or if you have any bank accounts or transaction accounts in another currency then you need multi-currency support. You do not need it if your only foreign currency transactions are made on a CAD$ credit card because the currency conversion is done by your credit card company.
Do you have payroll you want us to manage?*

Yes

No
Are you currently using a payroll system?

Yes

No
Are you currently using one of these payroll systems?

Wagepoint Solo (monthly payroll only)

Wagepoint Unlimited (other frequencies, more options)

QBO Payroll Core

QBO Payroll Premium (includes Time Tracking)

QBO Payroll Elite (includes Time Tracking, Geo-Fencing, Projects)

I am using another payroll system not listed above
Which payroll system are you currently using?
By currently using we mean you have staff setup in the payroll system and they have been paid at least once.
Would you be open to switching payroll systems?

Yes

No

Possibly
Having used many of the available payroll systems we really prefer Wagepoint or Quickbooks Payroll for their features and ease of use. If you don't use one of those, would you be open to discussing switching systems?
Do you need any of these advanced payroll related features?
As of April 1, 2024 QBO Payroll Core is $25/mo + $4/employee/mo; QBO Payroll Premium is $55/mo + $8/employee/mo and QBO Payroll Elite is $80/mo + $15/employee/mo.
Wagepoint Unlimited is $40/mo and $5/employee/mo.
Time tracking via mobile app (QBO Payroll Premium, Wagepoint Unlimited)

Yes

No
Job & shift scheduling (QBO Payroll Premium)

Yes

No
Project collaboration & time tracking with detailed reports (QBO Payroll Elite)

Yes

No
Geo-fenced time tracking (QBO Payroll Elite)

Yes

No
Re. the advanced payroll related features, I'm not sure.
I would like to discuss this with you and get your advice.
Check this box to indicate that you'd like to discuss this with us before deciding.
How many employees are on your payroll?
Don't include contractors who invoice you. We would recommend paying them using e-transfer, online banking or Plooto.
How many employees do you have on salary (with a fixed pay every month)?
How many employees have pay that varies every pay period?
This includes hourly employees and employees who receive commissions or tips.
How will you send the variable pay information to us?
A time tracking app like Quickbooks Time is the most efficient if you have many staff. Other options: spreadsheet by email, Google Sheet. The least preferred option is a photo of a paper hours tracking sheet (this is the most prone to errors).
How frequent is your payroll?
How many times per month do you pay your staff?
Do you need us to manage any of these payroll deductions?
WSIB / Workplace Injury Insurance
Union Dues
Employee Health Tax
RSP / Pension
Employee expense reimbursement
WSIB / Workers Compensation
If you need us to manage WSIB / Workers Compensation deductions, please enter the number of applicable employees in the field above. If none enter 0 or leave blank.
Unionized Employees
If you have unionized employees who need union dues deducted and managed, please enter the number of unionized employees in the field above. If none enter 0 or leave blank.
Employee Health Tax (EHT)
If you need us to manage EHT deductions, please enter the number of applicable employees in the field above. If none enter 0 or leave blank.
RSPs, Pension
If you need us to manage RSP or pension deductions, please enter the number of applicable employees in the field above. If none enter 0 or leave blank.
Employee expense reimbursement
How many employees regularly submit expenses? By regularly we mean for 6 or more months of the year.

Which of the following best describes how you issue revenue related documents?
We issue invoices manually through the accounting system
We issue invoices or receipts manually through another system
We issue invoices or receipts automatically through another system (like Stripe or a POS system)
We do not currently issue any invoices or receipts
You can select multiple options.
Please describe which systems you use for issuing invoices or receipts?
Do you want us to help with preparing invoices for you?

Yes

No
Some clients provide us the inputs to their invoicing, through a spreadsheet or via an app integration, and we create draft invoices that they can approve and send. Generally, for services firms doing manual invoicing for high value services, we recommend that clients do their own manual invoicing.
How many invoices do you need prepared per month?
On average, how many invoices do you need prepared per month?
How many line items per invoice?
On average, how many line items are on each invoice? A line item is generally composed of a description for a service or product and a cost. It might also include quantity and cost per unit, as well as taxable or not.
How often do you file and remit sales tax installments?*

Monthly

Quarterly

Annually

I do not have a sales tax account
Do you want us to calculate and file your sales tax returns?

Yes

No
You will need to pay the sales tax instalments but we can do the calculations and filing if you want us to.
Do you want us to manage your accounts payable (to vendors who invoice you) using Plooto?*

Yes

No

I am not sure. I would like more information.
Plooto is a powerful and secure payment app that allow us to import your payables (the ones that are not pre-authorized) and pay them electronically in batches which you can approve. It's a replacement for e-transfers but we set up the payment details to save you having to. It's faster and easier than cutting cheques, but for vendors who insist on being paid by cheque, Plooto will print and mail cheques for you. Plooto now has a Go plan with max 5 payments/mo, Grow plan for 5-54 payments/mo and a Grow Unlimited plan for >54 payments/mo. You can google "Plooto pricing" to see the current pricing for those plan. Only accountants and bookkeepers can offer you the lowest volume Go plan.
On average, how many bill payments do you expect to make per month for the coming year?
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.
How many cheques will you need cut per month?
We try to avoid cheques because they are an inefficient way to pay bills today. We will try to get all of your vendors set up in Plooto with ACH payments so they can be paid electronically. However, sometimes you might have vendors or people who require a cheque cut. Plooto can do this. If you know you will need to cut some cheques, please estimate how many of the above bill payments per month will need to be paid by cheque.
When is your fiscal year end?
MM slash DD slash YYYY

Enter the date of your upcoming fiscal year end.
You are almost done! Just 5 more questions on the next page.

Which of the following will you need us to setup in your accounting system?
Estimate template(s)
Purchase Order template(s)
Invoice template(s)
Email template(s)
Products or services
Importing vendors, customers, payables, receivables
Importing prior years data from your previous accounting system
Email templates are required for sending estimates, invoices, purchase orders and for automated invoice follow-ups.
If you are switching accounting systems to one of Xero or Quickbooks Online then you will need to decide if you want to import any historical data from your current accounting system.
If you want to be able pull reports like your Income Statement or Balance Sheet and compare the lines to prior years, you will need to have migrated in historical data in order for those columns to populate.
We generally recommend that we migrate in only the prior years opening and closing balances of accounts, not all the transactions in every account, for cost/benefit reasons. Having the opening and closing balances of accounts will allow you to compare report lines to prior years, but you won’t be able to drill down into the accounts, which most people are fine with.
You do need to decide if you are content with just comparing at an annual level or if you want quarterly or monthly comparisons to year ago as we have to import the right level of data. The cost increases with the frequency. If you only ask us to enter the prior year data at an annual level, you won't be able to reference any particular month in the prior year, only at year end for the full year. So if you want to be able to compare to prior years with every month's statements, then please ask us to import the prior year at a monthly level.
If you are changing your chart of accounts as part of the move to a new accounting system, then that will increase the migration time and cost.
If you want us to import prior years data, then in the section below 1) please add a row and put Number of Accounts in Column 1 and tell us how many accounts you have in your Chart of Accounts and 2) please add another row and put Level Of Detail in Column 1 and let us know whether you want the prior year data entered monthly, quarterly or annually.
Please tell us how many of each you need setup?
Setup item
Quantity

Please put the Setup item (i.e. Invoice templates) in Column 1 and the number you need setup in Column 2 (i.e. 3 if you need 3 different invoice templates setup). Please add rows using the plus sign at the end for each setup item. For the imports of vendors, customers etc, please break out each one in a separate row. If you want us to import prior years data, 1) please add a row and put Number of Accounts in Column 1 and tell us how many accounts you have in your Chart of Accounts and 2) please add another row and put Level Of Detail in Column 1 and let us know whether you want the prior year data entered monthly, quarterly or annually.
Upload your Chart Of Accounts to get a more accurate migration estimate

Drop files here or

Accepted file types: xls, xlsx, pdf, csv, Max. file size: 10 MB, Max. files: 5.

We can only give a firm estimate for migration costs after seeing your chart of accounts and understanding if you want any changes like consolidations or breakouts. If you would like the most accurate migration estimate please export your chart of account to PDF, Excel or CSV and upload it here. Anything you upload here will be kept in strict confidence and only be used to estimate migration complexity and time.
Do you want job costing or project costing?

Yes

No

I'm not sure, I'd like more information
This functionality allows you to create projects or jobs and assign both revenue and costs to them so you can track profitability for that project or job. Agencies, service companies, and home builders/renovators typically use this. There is an additional cost. For Quickbooks users, you will need the PLUS version which adds $24/mo. For Xero, there is an additional fee in the range of $7-9 per user per month. If you currently use time tracking and invoicing software like Harvest you can get the same functionality for a bit less within Xero Projects. More at https://www.xero.com/ca/accounting-software/track-projects/
How many people do you want to enable job or project costing for?
Which banking institution are your main operating bank accounts with?
Other bank
Which banking institution are your main operating bank accounts with?
Which institution are your credit card accounts with?
Other credit card provider
Which institution are your credit card accounts with?
Do you use document management software like Dext or Hubdoc?*

We don't use document management software

Dext

Hubdoc

Other

How important is reporting and analysis of your financials to you?*

Not hugely. I'll take a quick glance at my P/L and Balance Sheet, but that's about it.

I look at my financial statements but what I get from the accounting software is fine.

Very important. I study my financials. I'm interested in advanced reporting tools like a dashboard with KPIs and better analysis tools.
Thanks so much for persevering through all those questions! That's it - you have made it. Just click on Submit below and wait for the confirmation to appear. We'll get back to you with an estimate within 24 hours (unless it's Friday to Sunday or a stat holiday).
Is there anything else we would need to know to give you an accurate estimate?
Is there anything you want to add that has not been covered by our questions above?

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