Startup                      BackOffice                      101                         Mark MacLeod                     ...
Agenda      What is “Back Office”? &      why does it matter?      Your Back Office Toolkit      Measuring Your Business  ...
What is “Back Office”?© Mark MacLeod 2011
Startup Back office                      Accounting                      Payroll, HR, Benefits                      Legal ...
Why it Matters...© Mark MacLeod 2011
Trust                      Accounting: Accurate, reliable, timely, cash                      control                      ...
Startup                      Back office                        Toolkit© Mark MacLeod 2011
Startup Accounting...            Do this...       Also good (but your accountant won’t like them...)      Don’t do this......
Startup Payroll & Benefits...      The default...        Bonus tool: It’s free...                 Don’t do it in house© Ma...
Startup legals...           Standard Agreements...                                         Your VCs              Everythin...
Startup Cash Accounting Tips...© Mark MacLeod 2011
Startup Accounting Tips...         Vendor Payments: 15th & end of month         Credit card for everything         Outsour...
Startup Legal / Governance Tips...         Scan & archive everything         NDA list         Use lawyer only for template...
Measuring Your Business          The basic financial reporting package          Balance Sheet: Assets, liabilities, equity ...
Sample Financials...                                                                                  ACME STARTUP        ...
Startup Accounting Tips...                                                                  WATERFALL                     ...
Tips for Good Reporting              Summary format: Don’t send your whole GL              Round up: $000s of $           ...
Non-Financial Measurement..           All web businesses should be data-driven!           Know your            Waterfall &...
Hiring a CFO                      This...   Not this...© Mark MacLeod 2011
Role of the CFO       Financier: Keep the bank flush       Technician: Controls, reporting       Closer: Help bring in the ...
When you need one...          Advisor: From day 1 (opportunity assessment)          Part time: Early (help with 1st fundin...
Investor Expectations          Accurate, consistent & timely info          You understand key metrics          You know wh...
q&a                      Questions?© Mark MacLeod 2011
thank you                            mark macleod                      twitter: @startupcfo                           blog...
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Founderfuel backoffice talk oct 4 2011

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A talk I gave on Startup Back Office best practices to the teams at the Founderfuel accele

Published in: Economy & Finance, Business
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Founderfuel backoffice talk oct 4 2011

  1. 1. Startup BackOffice 101 Mark MacLeod @startupcfo Real Ventures© Mark MacLeod 2011
  2. 2. Agenda What is “Back Office”? & why does it matter? Your Back Office Toolkit Measuring Your Business Hiring a CFO What Investors Expect...© Mark MacLeod 2011
  3. 3. What is “Back Office”?© Mark MacLeod 2011
  4. 4. Startup Back office Accounting Payroll, HR, Benefits Legal stuff Investor Relations Board & Governance© Mark MacLeod 2011
  5. 5. Why it Matters...© Mark MacLeod 2011
  6. 6. Trust Accounting: Accurate, reliable, timely, cash control Payroll, HR, Benefits: Reliable, tax, etc Legal stuff: Accessible, documented Investor Relations: Lots of info Board & Governance: Documented decisions© Mark MacLeod 2011
  7. 7. Startup Back office Toolkit© Mark MacLeod 2011
  8. 8. Startup Accounting... Do this... Also good (but your accountant won’t like them...) Don’t do this...© Mark MacLeod 2011
  9. 9. Startup Payroll & Benefits... The default... Bonus tool: It’s free... Don’t do it in house© Mark MacLeod 2011
  10. 10. Startup legals... Standard Agreements... Your VCs Everything else Don’t do this...© Mark MacLeod 2011
  11. 11. Startup Cash Accounting Tips...© Mark MacLeod 2011
  12. 12. Startup Accounting Tips... Vendor Payments: 15th & end of month Credit card for everything Outsource & batch (no more than 2x/ month)© Mark MacLeod 2011
  13. 13. Startup Legal / Governance Tips... Scan & archive everything NDA list Use lawyer only for templates & key docs Must: IP assignment, confidentiality,Work for hire© Mark MacLeod 2011
  14. 14. Measuring Your Business The basic financial reporting package Balance Sheet: Assets, liabilities, equity Operating Statement: Revenues, expenses Cashflow: Sources and uses of cash Dashboard: Key financial and non- financial metrics© Mark MacLeod 2011
  15. 15. Sample Financials... ACME STARTUP STATEMENT OF OPERATIONS ACME STARTUP For the year ended Jan. 31, 2009 BALANCE SHEET (All amounts in 000s CAD$) January 31, 2000 (All amounts in 000s CAD$) REVENUES COST OF DELIVERY ASSETS Hosting Customer Acquisition (partners) Current GROSS MARGIN Cash & equivalents Accounts receivable OPERATING EXPENSES Other receivables Sales & Marketing Prepaid expenses Personnel Customer Acquisition Marketing programs Travel & other Long-Term Capital assets, net Research & Development + QA Intellectual property Personnel Equipment, Licensing & Other TOTAL ASSETS Operations Personnel Equipment, Licensing & Other LIABILITIES & DEFICIT Current Corporate Accounts payable & accrued liabilities Personnel Bank loan Recruiting Facilities, Insurance & Office Deferred revenue Travel & other TOTAL LIABILITIES Communications & IT Professional fees SHAREHOLDERS EQUITY Total Expenses Common Shares Preferred A Shares EBITDA Preferred B Shares Amortization Accumulated deficit SRED, Grants Share issuance costs Foreign exchange Financial Contributed surplus NET LOSS© Mark MacLeod 2011
  16. 16. Startup Accounting Tips... WATERFALL Acquisition ACME STARTUP For every 100 visitors (not including usage) STATEMENT OF CASHFLOW For the year ended Jan. 31, 2009 Registration (All amounts in $ 000s CAD) Activation CASHFLOWS FROM OPERATING ACTIVITIES Retention Income (Loss) for the period USERS Other non-cash items New Total Change in non-cash operating working capital items USAGE Stat 1 CASHFLOWS FROM FINANCING ACTIVITIES Stat 2 Issuance of Shares (net of issuance costs) Stat 3 Loans EMPLOYEES CASHFLOWS FROM INVESTING ACTIVITIES Additions to property, plant and equipment Net change Increase in intangible assets S&M R&D Ops DECREASE IN CASH AND EQUIVALENTS G&A CASH AND EQUIVALENTS - BEGINNING OF PERIOD Budgeted hires Actual hires CASH AND EQUIVALENTS - END OF PERIOD LIQUIDITY Cash & Equivalents Working Capital Number of months pure burn on hand© Mark MacLeod 2011
  17. 17. Tips for Good Reporting Summary format: Don’t send your whole GL Round up: $000s of $ Narrative: Tell your stakeholders what’s going on Dashboard: Give people a quick pulse of your Operating metrics User and revenue trends Hiring Cash burn & runway Don’t spend a lot of time on this early on© Mark MacLeod 2011
  18. 18. Non-Financial Measurement.. All web businesses should be data-driven! Know your Waterfall & conversion rates – visitors to register to active to paid Sources of best users Usage patterns Virality drivers Customer acquisition cost by source Churn Advance screening for low usage users who may churn and high usage folks who might pay© Mark MacLeod 2011
  19. 19. Hiring a CFO This... Not this...© Mark MacLeod 2011
  20. 20. Role of the CFO Financier: Keep the bank flush Technician: Controls, reporting Closer: Help bring in the big deals Operator: Process, metrics, discipline Lawyer: Check everything with words & a signature Sys Admin: Systems, information, data dude Cheapskate: Say “NO” a lot Consigliere: Any Godfather fans out there know what I’m talking about…© Mark MacLeod 2011
  21. 21. When you need one... Advisor: From day 1 (opportunity assessment) Part time: Early (help with 1st funding, etc.) Full time: “B” round© Mark MacLeod 2011
  22. 22. Investor Expectations Accurate, consistent & timely info You understand key metrics You know where $ are being spent Package: - Monthly financials & dashboard - Regular blurb from the CEO (incubator - weekly; seed - bi-weekly; series A on - monthly) - One on one call before board meetings or if you have major issues - Full transparency (good, bad, ugly...)© Mark MacLeod 2011
  23. 23. q&a Questions?© Mark MacLeod 2011
  24. 24. thank you mark macleod twitter: @startupcfo blog: startupcfo.ca web: realventures.com about.me/markmacleod© Mark MacLeod 2011
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