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Do you have simple and repetitive tasks to get done every year, every week, or even every day like sending emails to clients, answering the phone, or making edits to the website? You should be making procedures for those tasks and here’s why! If there is a switch in your role or someone else comes onboard, having a simple procedure for them to start off with will give them a jump start into learning their new role . This also means less training on your end. You know more than you think you do, so be sure to include all the little details that get you from one step to the next. You might only do these tasks every so often, like mailing out a Christmas card, which means forgetting and wasting time re-learning when you go to complete the task in the middle of the holiday busy season . Instead, you can refer to your procedure waiting for you in your “Admin Procedures” folder. There, you will be pleasantly greeted with step-by-step instructions to jog your memory and get that task done more efficiently. Procedures can be as simple as a bulleted, typed out document explaining a single task. You can also make them more detailed by including screenshots/pictures of the step or adding links to websites involved in the task. You can make them however it fits your business best, using a variety of software from Microsoft to Google Drive. Just as long as you and your team know where to easily find them.

Did you know that when you hire a new employee that you must report him/her to the state? You have 20 days from the hire date to report the new employee’s information. All the information you will need is on the I-9 form that must be filled out by the new employee. The easiest and fastest way to report new hires is the PA Career Link website. We include this service in our payroll services; however, we will gladly help you with reporting new hires if you do your own payroll.

When you went into QuickBooks® Online this week, you may have noticed a difference. You may have thought you went to the wrong link, because it did not look at all like it looked before. Don’t worry, you were on the correct site! Intuit (the company which produces QuickBooks) initiated a new User Interface (aka view) in preparation of enhancements and additional features they will be adding, including increased usage of Artificial Intelligence (AI) to streamline tasks and increase efficiency. Helpful Tip: In the new view, along the left-hand vertical menu, the “Create” icon takes you to the same menu that the “New” icon in the upper left-hand corner of the old view took you. A majority of routine tasks can be completed from this menu. If you prefer the prior view, you can opt out of the new view until 10/1/25 , when it will be the only option. To opt out, simply go to the “Gear” icon in the upper right corner and at the bottom of the screen that appears, there is a boxed section opt to use the old version. Simply click on the Green “Switch” button.

Your QuickBooks bank account should be reconciled as soon as the bank statement is received. This provides you with the details of checks that may not have been cleared. This way, you are aware that there may be an issue with a specific payment, and this enables you to inquire before a lost payment becomes an issue with a vendor or a fraudulent issue.