Welcome
to Numbers In Boxes.
WHAT YOU CAN EXPECT FROM US.
We’re excited to partner with you and help make your business more efficient and effective.
This guide outlines how we work, what you can expect from us, and the key policies that
ensure a smooth, successful relationship.
Consistency.
We follow a regular cadence
and clear processes.
Clarity.
You’ll always know
what’s happening.
Security.
Your data is fully protected.
Transparency.
We communicate openly about progress and next steps.
Accountability.
Every task & recommendation has a clear owner & follow-up plan.
How We Work
We provide strategic recommendations based on your goals, data, and operational needs. You’ll receive insights and next steps in writing — via report, presentation, or email — and we’ll review them together during your scheduled meeting.
Our goal is to streamline operations, strengthen your systems, and drive meaningful results for your business.
Dates We Commit To
Books Closed - We commit to having your books closed by the 15th of the month, ensuring timely, accurate financials.
Client meetings - Will take place during the 3rd or 4th week of the month, allowing us to review complete, up-to-date information.
Communication & Meetings
Admin Email - Use the admin email for all logins. Email your bookkeeper and copy your Account Manager.
Meetings - If a meeting is scheduled, we’ll wait up to 10 minutes before moving on with our day. If you miss the meeting, you’re welcome to reschedule at your convenience.
Monthly Meetings - If your recurring meeting (e.g., the 2nd Thursday) falls before the 15th, we may shift it back one week to ensure we have accurate, current financial information.
Responsiveness - When responses are delayed, our ability to complete work for you is limited. Prompt communication helps us deliver the best results each month.
Access & Issue Resolution
To resolve issues on your behalf — whether with payroll, banking, tax portals, or billing platforms — we must have full access to the account. Without access, we cannot troubleshoot or resolve the issue.
Examples that prevent us from helping:
MFA codes sent only to the client’s email or phone
Logins shared without updated MFA or recovery settings
Platforms not added to the password keeper
Incomplete or outdated login credentials
Bookkeepers can set up calls with clients to obtain MFA codes when absolutely necessary, but this is time-consuming and inefficient. Providing proper access upfront allows us to support you quickly and effectively.
Change & Process Improvement
We’re here to make your business more efficient — and that means change. Not every adjustment will feel comfortable or work perfectly right away.
Process improvement is iterative:
We implement
We test
We refine
We optimize
Your openness to trying new methods is key to long-term success.
Security
All client credentials and logins are stored securely in a password keeper (such as 1Password, Bitwarden, or LastPass).
We never share passwords via email or chat.
Only authorized team members have access to client systems.
When sharing new credentials, please use the secure password keeper — never unsecured messages.
Policies & Billing
Expedited Requests
Time-sensitive needs occasionally arise. While expedited requests are not guaranteed, we will accommodate them when possible. If we are able to take on an expedited request, it will be completed with an expedited (rush) fee, which we will confirm with you before proceeding.
Same-Day Requests
Same-day turnaround is not included in standard services. If you anticipate needing frequent same-day or real-time availability, we offer an optional add-on.
Reserved Priority Availability (Optional Add-On)
For clients who require immediate or same-day support, we can reserve dedicated, priority time each month. This includes:
Guaranteed availability for same-day or urgent requests
Priority placement in our workflow
Reserved monthly hours dedicated to your account
Because this level of access impacts our capacity and scheduling, it is billed at a premium monthly rate and will be included as a separate line item in your proposal.
Reissuing Checks
We will reissue a check once, but not a second time, unless ACH (direct deposit) details are provided. This ensures secure, reliable payment delivery and reduces administrative processing time.
Hold Time Policy
If we need to wait on hold with a bank, credit card company, or payroll provider on your behalf, that time will be billed hourly. This includes time spent navigating automated systems, speaking with representatives, or completing verification steps.
1099 Filing Policy
Most client SOWs include 1099 preparation and filing. To ensure timely and accurate submission, please review the following requirements:
All contractor W-9s must be received by December 31.
We will file 1099s by January 20 for clients who meet that deadline.
W-9s submitted after December 31 may result in delayed filing, and timely filing cannot be guaranteed.
Any 1099 work completed after the January 20 filing cycle will be billed at our hourly rate.