Case Studies

Case #1 - Staff Augmentation

Annual Budget: $200,000

Scope: Reports, AR, bank recs, credit card transactions, employee reimbursement

Complexity: High; multiple restricted accounts; multiple programs; foundation and government grant income

Hours Per Month once in Steady State: 15-20

Approximate Annual Easy Office Bookkeeping Fees: $7,500 to $10,000

Easy Office took over for a client that had a volunteer bookkeeper putting in up to 50 hours per month. As the organization was growing, the volunteer was becoming more and more stressed as the requirements of the job – in both hours and expertise – were past her. When this client hired Easy Office she was freed up to focus on doing the type of volunteer work she enjoyed – working on programs – and Easy Office, as part of our Staff Augmentation program, was able to complete their accounting in under 20 hours per month. Our efficiency, focus on non-profits, and our experiences allowed us to perform the work much more quickly and more accurately.

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Case #2 - Staff Augmentation & Financial Restructuring

Annual Budget: $450,000

Scope: AR, bank recs, reporting, audit prep and grant tracking

Complexity: Medium to Low; minimal grant income; highly organized client; utilized Easy Office COA Financial Restructuring package which reduces data entry over extended periods of time

Hours Per Month once in Steady State: 8

Approximate Annual Easy Office Bookkeeping Fees: $5,000

Financial Restructuring Package: $1,250

Easy Office was hired by an Executive Director who remarked that she was unable to provide proper oversight of and give direction to their in-house bookkeeper.

Through Staff Augmentation, we freed this bookkeeper up to do more program work, focus on events, and focus on her true passions. She remains involved in the accounting process as part of our Staff Augmentation program, and we have trained her in some leading best practices. But they are both happy now to have the expertise and experience of Easy Office working side by side with them.

They also struggled to combine the need for management reports with the need for accurate GAAP financials. Through the Financial Restructuring package we were able to revamp their chart of accounts and Quickbooks class system to ensure that they can track restricted grants, track requirements for the 990, and produce reports useful to the finance wizards on their board, as well as reports useful to the day-to-day managers of the organization.

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Case #3 - Complete Accounting Department Solution

Annual Budget: $450,000

Scope: Everything

Complexity: Medium; multiple programs; mostly unrestricted income

Hours Per Month once in Steady State: 30

Approximate Annual Easy Office Bookkeeping Fees: $14,000 - $17,000

Easy Office is the Full Accounting Department Solution for this client. We receive their donations in the mail, we create their donor receipts, book all of their transactions, produce all their reports and more. This is a virtual organization with offices in 3 states and 2 countries. All of it is coordinated from the Easy Office shared service center. Prior to Easy Office, the volunteer Board Treasurer was spending 60 hours a month carrying out these tasks. By outsourcing payroll to a 3rd party and by utilizing Easy Office best practices, an average month is now around 30 hours.

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Case #4 - Complete Accounting Department Solution

Annual Budget: $2.2 Million

Scope: Everything

Complexity: High; multiple restricted accounts; multiple programs; all government grant income

Hours Per Month once in Steady State: 160 (40 hours per week)

Approximate Annual Easy Office Complete Accounting Department Solution Fees: $55,000 to $75,000

Easy Office is the Full Accounting Department Solution for this client. The client relies heavily on government funding. Easy Office works to insure the client is in compliance with all laws, regulations and accounting standards, which governs applicable contract compliance, financial reporting and auditing requirements. Easy Office is responsible for payroll coordination with 45 employees, fixed asset ledger maintenance, depreciation schedules, weekly transaction processing, preparation for annual audit, and more.

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Case #5 - Start-Up Nonprofit

Annual Budget: $50,000

Scope: Everything

Complexity: Low

Hours Per Month once in Steady State: 3-5

Approximate Annual Easy Office Bookkeeping Fees: $1,500-$2,500

Fees for Budgeting: $1,000-$2,500

Fees for Financial Implementation Package: $500

A nonprofit that was entering its first year of programs approached Easy Office to help them get setup properly from day one. From scratch Easy Office built a proper accounting structure and budget. Easy Office was able to work with them to build a financial structure around an idea and a group of creative artists. This gave them the confidence and ability to focus on their work without back-office stress. They were able to start their new venture off right - empowered to control spending, assess funding needs, and provide the necessary reports to raise donor dollars.