Accounting - Steve Kaizen

This is ongoing list of kaizen items for Accounting with Steve
Version: 11/27/16

Action Items for Steve


Accounting - Client MSR - Revenue - 11/27/2016
MSR Accurate
  • QBooks: Recurring Template - compare against PayPal receipt emails
  • QB - compare Client MSR against Recurring Template
  • Identify changes for Gretchen
  • Client DB: Separate Accounting fields for security for changes
  • Create a 2nd audit accountingaudit@lifebushido.com account for quickbase. Tannu
  • Credit hours
    • Smart Bonus extra hours
    • Credit hours add to system
  • Acct PayPal - review and sort out. Accounting Box - who is it and lead. Provide access to Qbooks for read only
  • Qbooks: Pull total revenue
  • Consolidate Goal Actions for client codes
  • Add field for Last PayPal Date.


Lifetime Value of Client - LTV - 12/15/14
  • Spreadsheet: Lifebushido/Accounting/Lifebushido Lifetime Value
  • Database
    • Qbooks: Totals by year, grand total, update 800 in QB with date and verify Steve.
    • Monthly update $ YTD
    • Monthly review of codes
    • Level Started, Current, Highest, Revive
    • Starting date - crosstab by year at top.
    • Exclude Yonas Loretta. start stop 0 .
  • Basics
    • All - $6,269
    • Close Sale: $1,500 - $1,700
    • Month 4 = $4,000 - $5,400
    • Testimonial 5-13: $8,000 extra - $13,400
    • Upgrade 13-25: $10,000 extra - $25,000
    • Length of Service - Day 1-100, Day 100-180, Day 180-365, Day 365+
  • Ideas
    • Upgrades: Business, MBA, Mature, CC/RR.
    • Exclude = who and why - very big ones. very small, cancel before starting - $0 revenue
    • Points: Month 4, Testimonial, Upgrade

  • Prepaid Legal Example
    • 700 emp, 400m, 500k/emp. 500,000 associates $1,000 each revenue
    • 180,000 new = 30% churn. 50,000 sold 1 - or 10% of MLM made a sale
    • 8,000 sold 10+ or only 1-2%. - sold around 20 or 160,000.
    • Top 1% sold 60%?
    • Find those 8,000 people. Leadership summit 10,000.
    • REG VP is 115 = 31?
    • Sales 30%, Profit 20%, Services 30%. LTV ARPU is $303. CPA new is $230.
    • Terms: Client life, age, lost rate, expected life 3 yrs, expected remaining life as of Day 1, Day 100, Day 365. Year 1 is 50% liost. Year 2 is 32% then YEar 3 is 23% lost, Year 10 is 10% lost.
      • Persistence rate 72% - 1 year. Start + New = Total - Ending, Persistence is end / start + new.
      • value of getting a client to Day 100 testimonial?

Now-2011:
  • Create Paypal Subscription link for $1495, 2,995, 3,995, 4,995 and 9,995 Service Level
  • Contact PayPal and get them to properly email us Refund copies which they used to do and have stopped.
  • Send Gretchen all Citicard statements sine open of account to present.
  • When and how to consolidate multiple subscriptions
  • Figure out paypal recon for stuff like bounce back payroll
  • Security Levels for Client DB- Steve Only, Accounting Only
  • Write off credit hours; add a field to balance out the hours that can be locked.
  • Create one-page agreement for $99 service level.
  • Figure out how to track days of service for a client.
  • Rebecca requests to have the clients name automatically added to Schedule DB just like in Goal Actions
  • Add checkbox to Client DB for Client Agreements & create report to track.
  • Payroll – PayPal – send monthly export of transactions to identify special adjustment credits
  • Create security on Accounting fields in Client DB to lock fields & restrict access.
  • Slow Hours Tracking & action.
  • Give access to magazine database so Gretchen can update with the magazines you subscribe to and cost from Quickbooks
Older:
  • Send Gretchen Amex 2 Statements for 1/08, 6/09, & 7/09
  • Amex 1 Statements for 4/1/07-6/19/07 (when you were sending downloads of charges) & statements from 4/08, 5/08, 8/08, 12/08, 8/09
  • Review Paypal Reconciliation Process & Approve Work to Continue for Team.
  • Need Copies of Bank of America check numbers: 991- 1000, 1015, 1030, 1032, 1033, 1046
  • PayPal Transaction Report for Sept-Dec 2008
  • Track down copies of Checks- $31,000- Misc expense category
  • Get rest of payments from Amazon/MTurk to reconcile
  • Find out interest on shareholder loan and pay.
  • Double check that 3/31/09 deposit for $10,000 was to pay off shareholder loan



Steve's Notes
  • Gretchen: Client Work Hours, Payroll, Accounting Monthly, Accounting Overall, verify, echeck, pauyse clients pklan, babwiki for poolicy, expense policy, paypal tricks for cc revives, lost client tracking add to list - in Client DB.
  • Refunds: Compare, tell gechern, paypal support, export qv summary - pro-rata from date of month to 8/1/2009. bill incremental, pro-rata column
  • Recurring template
  • Work hour - add calcs, add columns, decice on last 3 months, prinart table
  • SAHM - gross magin work hour
  • Client Monthly Work Hour reports:
    • Spreadshdeet: lost, big 200, usage level, wrong codes, dupes, LB/REB as a new client, font color light yellow to read, Net Adjust $$ adj credit and debit. pivot table by status and level.clwean summary at bottom.aa
  • Magazines Melissa
  • Domain names
  • websites
  • att messaging $20
  • Marty Cummins
  • Save the Children
  • Consolidate Clients with multiple subscriptions- See Clients With Multiple Subscriptions


Steve
  • One page business model
  • Split G&A by Sales, Marketing, Other: Marketing is monthly subs, mon thly direct PPC,. labor regular, labor special.
  • How to track Steve time and value
  • Why $20 now and $25 later and when and how?
  • MLC Global
  • Target sales/marketing 10% - define that budget.
  • Retention analysis of Lifetime Value by quarter to show it increases
  • Anticipate 2011 changes
  • Share MLC Model
  • Why weekly? UT profit, sans emotion, clear questions, read financials, know Steve bias
  • Goals: get clean month financials by 01th, get profit model for $1m revenue
  • Identify and close gaps in Accounting by 11/30/10 fully
  • Request from M
    • Send one page business model showing net profit estimate of 5-25%
    • Research from trade assn standard net profit
    • Send 2009 financials and 2010 YTD
    • Cashflow: run report for 2010 so far and model of how it works
    • Unsold inventory: Strategy to sell $50,000 by 12/31/10 and strategy of what to do with remaining (suggest creative wider marketing)
    • Retail consumers: How many retail customers with email contacts do you have from all sources? Holiday options to leverage unsold inventory as marketing premimum. Buy 1 (retail website), get 1 free?


Cash is King - 4/13/2009
Revenue
  • Retain Clients
  • Upgrade Clients
  • Kim/Mike books
  • New Clients
    • $995
    • Revive Clients
    • $99
Expenses
  • Increase Controls
    • Email alerts on hours
    • Payroll Audit - open view to all and analytic reports and GA memos
    • Reduce low productivity Ishidos
    • Increase high productivity Ishidos
  • Stop Non-Billable
    • Document adjustments and policy
    • Get TL to adjust March 2009
    • Get next 10 to adjust hours
    • Approve non-billable per month
  • Cut Sales Calling
    • Get Caller survey completed
    • Restart a few people at 1 hour per day Hot/Warm for $99, New Leads
    • Hire Amy, Jessica and others
  • Client Work Hours
    • Fix March non-billable
    • Fix Refunds
      • Compare, Tell Gretchen, Get revised report, PayPal support email why missin, PayPal Export, QB Summary
      • Pro-rata date of month to 8/1/2009 - bill incremental amount and pro-rata column
    • Get QB Sales report
    • Define proper Work Hour Summary report
  • Reduce MLC
    • Tasks: Sales Lead Box, Research, Weekly Lead Management, Mass Updates, Database BDS, Craigslist, Caller Cleanup, List Plan Audit/Large, Sales Emails. Acct work hour and payroll audit, Systems
    • Ishidos: Review G, Cleanup ABC rating, Get backlog work
    • Recruit: Triangles, Ask Creative Ideas, design Recruit G, relaunch to ones who did App to Mturk
    • Mturk: Monthly cost - billable hours to client of ratio, tasks delegated


Payroll Systems

Goals
  • Increase productivity of Ishidos
  • Increase consistency and openness of work hours
  • Budget work hours for clients
  • Document work hours for clients
  • Decrease non-client work hours
  • Decrease no benefit work hours
  • Increase client usage and service levels

Roles: Accounting, Gretchen, Mildred, Turkshido, KA, TL, Ishidos

Stats
  • > 6 hours is 40% of work hours. email mgt, another month it was 33%.


Data Review
  • Client: LB items. BAB not REB. No Points.
  • Learning, Training, Managing, Kaizen, Systems
  • Listings - backlog vs new
  • KA work diff from LA
  • Bloggin: daily, weekly, monthly item dependindale
  • Steve hours tracked
  • Calling: Daliy Log matches Work Hours, cpy and paste hours, dials, live, and enter weekly on sat or sun
  • Week is defined as Sat or Sun by QB?
  • Audit - GT 5 or 10 - goes to manager
  • Manager field - when done, access doc fild
  • Lead mgt and db mgt - separate clients/tasks time X total entries
  • Doxcs whent o arttac
  • delete?
  • rpoblem of too detailed ishido avg houtrs per entr
  • Standard items and standard entries
  • CS non billable, client count - hours. Ratio is Client Count, New Clients, CS hours - regular vs New
  • Mailings, closing mgt
  • names cleanup, Tannu, etc
  • Ishidos: Ishidos want more hours, steve wants more - bingo
  • team they are on
  • totals no client name in desc field detail is optional field
  • client codes, only active ones - review month
  • client lost - STOP - weekly email
  • totals, worktype, detauils, qty
  • project field optional
  • audit process
  • rules
  • ishidos, entries ard a problem open source the numbers
  • future, acecpted, wron codes, clenup

Payroll Action Items
  • Reconcile Payroll with QB accounting
  • new hire paypal email
  • michelle f adjustments
  • business LB or REB
  • global totals
*

Steve Notes to Steve
  • Payroll - Worktypes: replace old codes, delete old codes, goal actions. Update wiki with new codes.
    • Give detailed examples
    • Do not accept work without hour budget - email trail
    • Allocate to clients for TL and non-client codes
    • blog posts
    • spreadsheet of action count, hours, above 10 hours market share, above 5 hours market share
    • ishidos with too detailed reports
    • what is grouped by weekly or monthly
  • Clients Revenue:
    • work hour spreadsheet, cum revenue, lifetime retettion months 1-3, 4-x, revive, reason
    • income by client summary, expenses, client codes, non bab stuff, books other
    • affiliate, bookmasters, revenue with expenses
    • paypal signup - jing screenshot please , lifebushido is okay, company name,.
    • QB - clients - custom fields, display name as , other, is it a subclient?
    • partial paypal - boucne 10th, revive on 15th, capture those 5 days extra as invoice
    • trade 495 for 995 switch
    • pause - do negative credits?
    • work hour report - do all mildred for december?
    • Recurring template
  • Work Hour summary
    • Adjustments percentage of 3-4%?
    • Average client of $790/30 hours is $28 per hour. Non usage premimum of 10% perhaps?
    • LB/REB analysis by worktype ishido and disc
  • Expenses
    • mailing other, frequencty, count, env, ink, postage, paper, printing,. insert
  • recuriing report - next date, sorted y template name
  • P/L - audit Pennie Packard maybe
  • QB DOC
    • doclib, record credit cards, monthly recurring add/drop, weekly reports, monthkly reports
    • recurring monthly tasks
  • Paypal
    • history, payment fees, reconcile acct, mass pay, fees, refunds, revenue, other, xfers
    • monthly reports, run backlog to PDF, graph monthly google docs?
    • details, export, pivot table, credit debit, balances, reconcile spreadsheet
    • exceptions
    • paypal sum of gross, type, db list of things
    • multi user access, backup email for lbnm, reports, view balance.
    • echeck cheaper perhaps 2.2% versus?
    • MSR weekly graph please
  • Other
    • advanta, move it off
    • amex
    • air line miles
    • bank statemtn6s, missing checkcs
    • bank statement - email receive, steve sends, reconcil.e, questions, done by 5th,
    • lb gross margin uitilization rates.
    • export all - columns, alert coors for work hour reports.