Ibn f&a service case study [us cpa firm] 2015

© 2015 IBN Technologies Limited. All rights reserved.www.ibntech.com
This Case Study is to……………….
Explain the Services that IBN Technologies is rendering to CPA Firm in USA
IBN Technologies Limited

 Overview: Active F&A Engagement
 Transition Phases
 Activities Phase Wise & Deliverables
 Technical Setup
 Data Management Process
 Process Flow
 Book-keeping Work Process
 Scan Documents & Processing
 Challenges & Difficulties
 Accounts Preparation Services
 IBN Value Proposition
 IBN Service Charges
Index

Overview: Active F&A Engagement
Introduction
 The Client is Mid Size CPA Firm in USA with
more than 200 Clients
 The Client was finding very difficult to handle its
operations as it require daily contact with clients,
along with focusing on rendering services and other
important strategic aspects of his business i.e.
retaining Human Resource.
 The Client was looking at a BPO service provider
with a full scale service offerings and capability to
transition the process with aggressive timelines
while ensuring stringent SLA’s
Outsourcing Processes
 Process are being outsourced in 2 phases. The
first phase covers the following processes: - Live
March 2008
• Book-keeping Services
• Payroll Processing Services
 The Second Phase includes transition of following
processes – Live October 2008
• Final Accounts Preparation including all schedules
Proposed Technology
 QuickBooks 2008 &2009 as Accounting Software
 QuickBooks Software is installed at Client Server
 Bank Statements, Credit Card Statements, Check
Register or Check Stubs and other necessary
supporting documents will be scanned and kept at
client server
 IBN Team uses VPN Connection to excess client
server, also two user logins are provided to work on
dual monitor.
IBN’s Value Proposition
 IBN CRM for effective communication and project
management
Aggressive Transition timelines
 Transparent SLA Management and improvement
 Improve technology and process automation
 Experienced Team
 Top Management Commitment

Overview of Transition Phases
Initiation
Client
IBN Offshore Team
* Onsite IBN Coordinator
(If Required)
Knowledge
Transfer
Transition Steady Phase
Client * Onsite IBN Coordinator
(If Required)
Client * Onsite IBN Coordinator
(If Required)
Client
* Onsite IBN Coordinator can be provided to ensure smooth Transition & Knowledge Transfer. All
discussions will be done in person between Client and Onsite IBN Coordinator and in turn between
Onsite IBN Coordinator and IBN Offshore Team.
Including 10 Days / 40hrs Free Trial
IBN Offshore Team IBN Offshore Team IBN Offshore Team
Ongoing10-15 Days2-3 Days1-2 Days

Activities in Transition Phases
Initiation Phase
Knowledge Transfer Phase
Transition Phase
Steady Phase
- Scope & Service requirement Document
- Scanning Service Requirement (If required)
- Testing offshore connectivity to client server
- Access to Software and Scan Documents
- Current workflow study & Transition Plan
- Client Overview and Knowledge transfer
- Client Manual Document preparation
- Service Level Agreement (SLA) Document
- Data for Trial Process
- Analysis of data of the past
- Processing Data provided under Trial Process
- Acceptance prior to moving to Steady State
-Deliverables as per Communication

Technical Setup
VPN Setup (Windows Server)
 Windows Server 2003 and Above
 Configuration – Domain Controllers Rights
 Static IP
 512 KBPS Bandwidth & Above
Remote Desktop Connection Setup
 PC with OS Windows 2000 and Above
 Static IP
Online Remote Desktop Connection
 Logme In Setup Installation (www.logmein.com)
 Right based access to IBN Back-office Team
 Two User logins to effectively use Dual Monitor at IBN Center
 Independent usage to IBN Team at any point of time
 If Windows Server Setup not available then License Cost
Benefits & Limitation
 NO New Investment
For access PC need to be ON & connected to Internet
 No other User can work when IBN Team is working
 Gives Full Access to all folders & file on PC
 NO New Investment. Logmein setup is Free
For access PC need to be ON & connected to Internet
 No other User can work when IBN Team is working
 Gives Full Access to all folders & file on PC
Scanner (In house Scanning)
 Scanner which Scan files as PDF and Image file
 Paperless Office
 Indexing of Documents for later reference
 If no Scanner then New Scanner Cost

Data Management Process
 Data and Software resides at Client’s server only and IBN Team access the System through VPN
connectivity to view and process the data at client side only
Receive Data Info
Documents are
Scanned
Server at Client Office with Software &
Scan Images of Document on domain
Process at Client Office
Indian Processing Facility with Dual
Monitors
IBN Team use Diskless PC
with Dual Monitors so that
Scan Documents and software
can be opened on separate
screens for easy and quick
processing
VPN Setup (Windows Server)
Executive 1 Executive 2

Process Flow
At IBN, Work is the three step process and is closely monitored to ensure quality service
delivery to clients

Book-keeping Process Flow

Scan Documents & Processing
Client Scan the following documents for the processing:
Check Stubs/ Check Register prepared by the Client
Bank Statement
Credit Card Statement
Loan Amortization/ Depreciation Schedule (If Any)
Invoice Copies
Deposit Slips
Payroll Register / Attendance Sheet
Based on the Scan Documents IBN Team process following entries
Check Payments Entries
Bank Withdrawals & Debits Entries
Credit Card Transaction Processing
Loan Payment Entry and Depreciation Entry
Purchase & Sales Bill Invoicing
Bank Deposits
Bank Reconciliation
 Payroll Processing & Payslip Preparations

Challenges & Difficulties
IBN Staff working for specific client leaving organization
IBN ensures that the Process Manual are prepared for each client with all necessary details and it is
updated on day to day basis. FAQs specific to each client are also prepared for quick reference.
Scanning of Check Stubs
If the Check Counterfoils cannot be scanned properly then the details are provided in Check Register
which is excel file prepared by client.
Getting familiar with Client Chart of Accounts
To start IBN Team take a step backward and review the book-keeping work for previous months which
are already processed by client and based on same clarify there queries.
New Information (Debit/Withdrawals or any other transaction)
If there is any new or unusual transaction than it is clarified with Client first before it is processed.
Any Missing Information
If there is any information which IBN Team think is required than they sent requisition for missing info
to client.
Unreadable Checks
If the text on the Check Counterfoils is unreadable then IBN Team process the check to “Ask my
Accountant” account. Client review all entries posted in this particular Account.

Accounts Preparation Services
IBN prepares the Final Accounts as per required Accounting regulation. It includes preparation of all schedules
along with working papers. Based on work papers the adjustment accounting entries are passed in Pro System FX
TB.
Process Steps

Complete Service cycle Off shoring
Consulting-led Approach to Deliver Business Services
Low Cost of Ownership
Dedicated Team of Qualified and Certified Professionals
State-of-the-art Facilities and Infrastructure
Minimized Business Risk
Uninterrupted Operations
Data Security
Dedicated 24/7 Support Staff
IBN Value Proposition

IBN Strength
Accounting Outsourcing is core business of IBN. We are independent third party service
provider that is not allied to any firm, thus mitigating potential conflict of interest.
Our client management structure is designed to ensure that each client has it own dedicated
staff. Small firms receive the same service as the medium/big size firms.
Our staffs understand service level responsibilities and are committed to meeting client
expectations and deadlines. We focus on building and maintain the integrity of our
relationships.
All of our work is subject to a combination of 100% quality check and senior review.
Controls have been developed specifically to meet the industry requirements and are subject
to compliance and internal audit protocols.
Our facility has the entire necessary infrastructure to support 24*7. At all time we ensure
confidentiality of client information by having paper less office and systems with no internal
and external storage device.
We train our staff to provide specialist accounting support, corporate services and day to
day management. We employ professionals who are ambitious and accurate, able to manage
deadlines and responds to clients’ needs. Senior staff is qualified accountant and technical
specialists.

For More Information
Head Office
IBN Technologies Limited, CyberNex, 4th Floor
Shankar Sheth Road, Swargate, Pune, Maharashtra 411037. INDIA
T: +91 20 2426 4182 / 83 F: +91 20 2426 4184 E: info@ibntech.com
London Office:
Mirabelle House, 26, Barclay Road, Croydon, Surrey CRO 1JN, London. UK
T: +44 20 3026 1884; F: +44 20 7022 1713; E: info@ibntech.co.uk

Ibn f&a service case study [us cpa firm] 2015

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