PART I: GENERAL WORKFLOW ADD-ONS

1.     Full-Service Accounts Payable (A/P) & Bill Pay

Workflow Standard: Focus Bookkeeping utilized QuickBooks Online Bill Pay (native to QBO) digital receipt/invoice submissions (via designated client forwarding email or portal upload) to enter, code, track and schedule vendor payments. You retain 100% approval control and payout authority – no direct bank logins required

STRICT W9 POLICY: No 1099-eligible vendor bill or payout will be processed without a full completed W-9 form on file in QuickBooks. Focus Bookkeeping LLC will request W-9’s during vendor setup, but final bill release is held until documentation is received.

What is included in Full-Service A/P:

• Custom vendor setup in your accounting software (attaching W-9’s and payment terms).

• Entering vendor bills via digital forwarding or portal upload, matching receipts/invoices and coding to the correct Chart of Accounts.

• Staging bills in your payment portal (e.g., QBO Bill Pay or approved bank queue) for your one-click final payout release, as applicable.

• Reconciling vendor statements against open bill records to prevent duplicate billing.

Note:Any third-party software transaction fees (such as per-check mailing fees or expedited ACH fees charged by Intuit or banks) are pass-through expenses billed directly to the client.

2. Full-Service Accounts Receivable (A/R) & Invoicing

Workflow Standard (Native QBO & Integrated Apps Only): Focus Bookkeeping configures and uses QuickBooks Online Branded Invoice Templates (incorporating your logo, brand colors, payment terms, and direct payment links via QBO Payments) or fully integrated software platforms that sync directly with QBO. All invoices are created and delivered 100% electronically via email.

Note: Focus Bookkeeping LLC does not offer manual double-entry invoicing or support for non-integrated third-party platforms

What is included in Full-Service A/R:

• Initial setup & alignment of your professional QBO invoice template (logo, colors, payment terms & online card/ACH payment setup).

• Generating and delivering custom invoices and statements electronically to your customers via QBO.

• Matching incoming payments (ACH, card or check stubs/remittance provided by client) to open invoices in QBO to ensure accurate customer balances.

• Automated friendly reminders for past-due invoices and written collection follow-ups per client standards (phone collection calls are strictly out of scope).

• Complete documentation and tracking of all invoice reminders, statements and written notices directly inside QBO/communication logs to ensure a full audit trail if an account must be turned over to a third-party collection agency or attorney.

• A/R Aging reports for monthly balance tracking to maintain visibility over outstanding revenues.

 3. Standalone One-Time Add-Ons

PART II: QUICKBOOKS-EXCLUSIVE MANAGEMENT & YEAR-END ADD-ONS

4. Full-Service QuickBooks Payroll Management & Software Bundles

Workflow Standard (QuickBooks Online Payroll Exclusive): Managed exclusively through QuickBooks Online Payroll. To maximize accuracy and safeguard sensitive information, employee onboarding is facilitated via QuickBooks Workforce direct invites. Employees enter their own personal details, tax allowances, and banking information directly into the secure Intuit portal. Focus Bookkeeping executes scheduled payroll runs, inputs approved hours/salaries and reconciles general ledger clearing accounts.

AUTOMATED TAX FILING & LIABILITY DISCLAIMER: All federal, state, and local payroll tax deposits, quarterly filings, and annual returns are calculated, filed, and disbursed automatically by QuickBooks Online Payroll. Focus Bookkeeping LLC acts solely as a workflow manager and is not a licensed tax filing agent, holding zero liability for automated filing errors, insufficient bank funds, or delayed state tax account registrations.

What QuickBooks Payroll Version do you need?

• QBO Payroll Core: Best for small businesses with basic payroll needs. Includes automatic federal and sate tax filings and next-day direct deposit.  

• QBO Payroll Premium: Best for growing teams needing time tracking and basic HR tools. Includes everything in Core, plus same-day direct deposit, built-in time tracking via QuickBooks Time, an HR support center and Pay-as-you-go workers’ compensation administration (in states where applicable).

• QBO Payroll Elite: Best for Businesses with complex compliance needs or those tracking billable hours. Includes everything in Premium, plus Tax Penalty Protection (Intuit covers fees for tax setup errors), an Intuit provided dedicated personal HR advisor and advanced project/shift tracking.

What Is Included in Full-Service Payroll Administration: 

• Employee Self-Onboarding Setup: Issuing secure QuickBooks Workforce portal invitations so employees enter their own direct deposit and tax withholding details directly into the software

• Routine Payroll Execution: Processing scheduled hourly/salaried pay runs based on client-approved time logs or salary amounts.

• Employer Tax & Rate Adjustments: Updating employer tax rates inside QBO (including federal FUTA, state unemployment rates/ SUTA, and state agency or worker's compensation rates such as BWC (where supported) upon receipt of official tax notices provided by the client.

• General Ledger Reconciliation: Reconciling monthly payroll bank drafts, net pay clearing accounts, and wage/tax expense categories against your financial statements.

• Year-End W-2 / W-3 Oversight: Verifying annual wage totals inside QBO Payroll and facilitating automated electronic W-2 generation and distribution to employees via QB Workforce or Intuit automated print-and-mail.

5. Year-End Specialized Services (QuickBooks Clients Only)

YEAR-END POSTAGE & MAILING POLICY: Physical year-end tax form postage and delivery fees are calculated based on active vendor/employee counts on December 31st and billed as a prepaid pass-through expense on the January 1st invoice prior to filing execution.

Address Verification & Re-Mailing Guardrail: Clients are strictly responsible for confirming that all employee and vendor mailing addresses in QuickBooks are accurate and up to date prior to December 31st. Any forms returned by the USPS due to invalid/ outdated addresses will incur a $15 per-form re-processing and re-mailing fee plus actual postage. 

6. Contract Pricng Policy

CONTRACT TERM & PRICING POLICY: Add-on services are billed as a monthly recurring retainer alongside your core monthly bookkeeping package and automatically inherit the term structure, notice period and exit rules of your primary client agreement. Add-on rates are fixed flat fees and do not receive additional promotional or annual term discounts beyond the published preferred rates.