How It Works
We begin with two conversations—not a hard sell. We learn about your business, protect the information you share, and determine whether BAR is a practical fit before either party makes a commitment.
If we both want to move forward, we review what the books require, explain the expected work and cost, and provide a proposal before onboarding begins.
Transparency before the first conversation
This Website Is Intentionally Detailed
Many service websites provide only a brief introduction and require you to contact the company before you can understand how the process works. BAR takes a more transparent approach.
That means parts of this website may read a little more like a book than a brochure. It is detailed and sometimes long because we would rather explain how we work, what you can expect, which responsibilities need to be assigned, and where the limits of our services are before asking you to make a decision.
If you already have—or have previously worked with—a bookkeeper, you may notice more planned touchpoints, documented responsibilities, and opportunities for discussion described on this website than you have experienced before. That does not automatically mean your current or former bookkeeper is doing something wrong; bookkeeping services and engagement scopes can differ considerably. It does give you a useful reason to consider what is actually being done for your business, how clearly responsibilities and progress are communicated, and whether the relationship provides the level of support and visibility you need.
You should not have to work through a series of pop-ups or provide your contact information simply to find basic answers. If you are seriously considering hiring BAR, the website is worth reading. Most questions about our approach and process should already be addressed—and if something is not clear, you are welcome to ask us directly.
Start by getting to know each other
The First Conversations Are About Fit
Bookkeeping is an ongoing relationship. Before you share detailed records or commit to a service, you should understand who you will be dealing with, how the process works, and whether you feel comfortable asking questions.
BAR also needs to understand how your business operates, what you expect from your bookkeeping, and whether we can provide the service and support you need.
The first phone call and discovery meeting are designed to give both sides enough information to decide whether it makes sense to continue. You do not need to arrive knowing which package, report, or accounting process you require.
No commitment before understanding the work.
We first determine whether we may be a good fit. If we both wish to continue, BAR assesses the likely work and provides a proposal before a written engagement begins.
Start With a CallThe process
Know What Happens Next
Each stage is intended to answer the next practical question without asking you to make a larger commitment than the information supports.
Start With a Brief Phone Call
The first step is a 15-minute introductory phone call. We ask what the company does, whether it is new or established, how the bookkeeping is being handled, whether the records are current, and what led you to contact us.
We each decide whether we may be a good fit and, if so, identify the best next step. You do not need to prepare or send records for this call.
Before the Discovery Meeting
If we both decide that we’re a good fit and would like to take the next steps, we send a short questionnaire about your current books, how the work is being handled, and what you would most like to improve.
Before confidential information or private records are reviewed, BAR also provides a one-way confidentiality undertaking signed by BAR. You do not sign it, and it does not obligate you to hire us.
Meet and Learn About the Business
For local businesses, we normally meet at your office or place of business. A home-based owner may instead choose a quiet coffee shop, library meeting space, or another mutually convenient neutral location. For businesses elsewhere in Ontario, discovery meetings and ongoing bookkeeping support can be provided virtually.
We learn what the company does, its size and activity, who handles financial responsibilities, what is working, what is frustrating, and what you want the relationship to improve.
Both Sides Take Time to Decide
After discovery, you consider whether BAR’s approach and communication feel right. We consider whether the work fits our services and whether we can provide a dependable result.
Deciding to continue means proceeding to assessment and proposal—not that you have already hired BAR.
We Review the Work and Prepare a Proposal
We assess the recurring bookkeeping, onboarding, setup, and likely cleanup requirements. Where the information supports it, we estimate the cleanup workload and hours and clarify the responsibilities of the business, BAR, and the accountant.
If direct verification is limited, we state the assumptions or provide an appropriate estimate range rather than false precision.
Review the Proposal Together
We explain what is included, what is separate, what information or approvals BAR requires, and the expected costs. We can review the proposal by telephone or online, with in-person meetings available locally by arrangement.
No full access or ongoing bookkeeping begins until the scope and fees are accepted and the written engagement is in place.
Onboarding and Cleanup Begin Together
We establish access, accounting structure, document handling, communications, and the responsibility checklist. When needed, onboarding includes a brief accountant coordination meeting by phone or online, with or without the owner when permission has been provided.
Historical cleanup normally proceeds while we establish a dependable process for current activity.
Move Into a Monthly Routine
As the initial work is completed, the relationship moves into its regular cycle: receiving information, completing the bookkeeping, reconciling accounts, following up on missing items, preparing reports, and communicating approaching responsibilities.
The process should become easier as we learn the business and everyone understands what is needed and when.
Optional records review
A Quick Look at QuickBooks Can Improve the Proposal
If you use QuickBooks Online and feel comfortable allowing a limited review, we can provide instructions for granting BAR temporary access. That access may be needed only for the scheduled review period—often a single day—and you can remove it as soon as the review is complete or at any earlier point you choose.
BAR treats pre-engagement access as inspection-only and does not change your books during the review.
A brief look can help us understand the number of accounts, reconciliation status, transaction volume, existing setup, and possible cleanup issues. This can make the proposal and cleanup estimate significantly more detailed.
Temporary access is optional
If you are not comfortable providing access at this stage, we can still prepare a reasonably complete proposal using the questionnaire, discovery discussion, representative records, and the information you choose to share.
Where something cannot be verified directly, we identify the assumption or provide an appropriate estimate range.
What onboarding may include
Build the Working Relationship and the Bookkeeping System
Depending on what the business already has, onboarding may include the following.
Systems and records
- Confirming QuickBooks ownership and user access
- Setting up or reviewing the chart of accounts
- Connecting bank and credit-card accounts
- Establishing receipt and document procedures
- Training the people who provide information or approve activity
Responsibilities and coordination
- Completing the Business / BAR / Accountant responsibility checklist
- Identifying the specific contact responsible for each part of the process
- Confirming payroll, HST, approval, and payment responsibilities
- Coordinating year-end requirements with the accountant
- Establishing communication expectations
For many businesses, the initial setup and cleanup process takes place over the first one to three months. Timing depends on the condition of the books, how far back the review or correction needs to go, access to the records, and how quickly outstanding questions can be answered.
A recently completed year-end may provide a reliable starting point. In other cases, it may still be useful to review the prior year so we can understand how recurring expenses, equipment, owner transactions, payroll, HST, and other items were previously handled and confirm questions with the accountant.
What you can expect
A Transparent Process With Clear Responsibilities
A relationship intended to last
BAR is looking to build long-term relationships with its clients. Our value is not limited to completing transactions each month; it grows as we understand the business, its patterns, its pressures, and what the owner is trying to accomplish.
We genuinely want to see our clients become as successful as they want to be—whether that means growth, improved profitability, greater stability, recovered personal time, or an eventual sale or transition.
Clear responsibilities
Bookkeeping, payroll, HST, payments, year-end work, and tax advice are connected, but they do not automatically belong to the same person. We identify who is responsible for each important action.
Careful information handling
The initial call does not require records, and the questionnaire is not used to collect confidential financial documents or passwords. Sensitive information is requested only when needed and through the appropriate process.
An explanation before commitment
Where the available records permit, the proposal explains the recurring service, expected onboarding, anticipated cleanup, responsibilities, assumptions, and pricing before the engagement begins.
Start with a conversation
The First Step Is Only a Brief Phone Call
You do not need to organize the books or diagnose the problem before contacting us. Tell us what the business does, how the bookkeeping is being handled now, and what you would like to make easier.
We can determine the most useful next step from there.
Personal bookkeeping with in-person service in Hamilton and surrounding communities and virtual bookkeeping across Ontario.