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Financial & Accounting Outsourcing in USA An Opportunity for SMEs & Accounting Firms Kshitij Jain, FCA Director I MindSpace Outsourcing Services Pvt. Ltd.

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Presentation on theme: "Financial & Accounting Outsourcing in USA An Opportunity for SMEs & Accounting Firms Kshitij Jain, FCA Director I MindSpace Outsourcing Services Pvt. Ltd."— Presentation transcript:

1 Financial & Accounting Outsourcing in USA An Opportunity for SMEs & Accounting Firms Kshitij Jain, FCA Director I MindSpace Outsourcing Services Pvt. Ltd.

2 MindSpace - Introduction Founded in year 2005 with an aim to provide Value Added Financial Outsourcing Solutions to Accounting Firms in the US. We have domain expertise in US Bookkeeping, US GAAPs and US Payroll. We act as Bookkeeping & Accounting Process Owners in the Engagement. We are a client centric organization and our Value proposition is Knowledge Based Approach, Quality Deliverables leading to a effective Value Based Outsourcing.

3 Management Team Kshitij Jain, FCA Kshitij is cofounder of company. He is the Director & QB ProAdvisor 2010 and a Fellow Member of Institute of Chartered Accountants of India. He has had vast exposure with US GAAP and relevant tax laws. He is closely involved with the Business Process Outsourcing industry and is associated with TIE Worldwide. He maintains the high standards of the firm by training new recruits and overseeing company best practices. Manish Jindal, FCA,DISA Manish is cofounder of company. He is the Director Operations and undertakes client deliveries functions and a Fellow Member of Institute of Chartered Accountants of India. He has also done a Diploma in Information Systems Audit. Manish has more than 5 years exposure with US accounting and relevant tax laws. Manish plays a key role in successful migration of processes and controls. Team Our team comprises CAs, MBAs, Software Engineer, Graduates who have adequate experience in processing various tasks including Management reports, Bookkeeping, AP & AR and Payroll. At the top is a collaboration of CAs and Managers at delivery center.

4 Services Portfolio Bookkeeping & Payroll Services : Maintenance of Nominal Ledgers to Trial Balance Maintenance of Purchase Ledgers & Reconciliations - AP Maintenance of Sales Ledgers & Reconciliations - AR Payroll Process on Weekly or Monthly Basis and support in preparing W-2, 940, 941 etc. Processing Sales and Use Tax Returns and Form1099. Management Reporting : Monthly Management Accounts Preparations Financial Plan Preparations & Data Modeling Cash Flow Preparations

5 Process Flows The manner in which Outsourcing can take place at Clients end : - Offline Access Model -Online Access Model Process Standardization and Document Management There is major Emphasis on Standard Operating Processes before a activity gets migrated. In case of Accounting Firms, Client Review Note etc are inbuilt processes.

6 Offline Process

7 Remote Access

8 Online Process

9 Work Flow at Delivery Centre Back End Work Flow at Delivery Centre : Clients scans the documents and intimates the Team Leader. Team Leader reviews the data and confirms to the clients of no. of documents received and a Client Review Note. Team Leader assigns the tasks to the Bookkeepers. Bookkeeper starts processing the documents, updates the status on a Day end. Team Leader updates the clients on Status of work done and Clients queries are also sent. Once work completed, Team Leader randomly selects data and do QA /QC. Client gets complete work. Internal Management Levels : Director Operations Team Leader - Taking Care of Communications & Quality Checks Bookkeepers - Responsible for Data inputting & Query preparation

10 MindSpace Advantages Domain Expertise - The Team working on client projects are well versed with US GAAPs and US Payroll and Sales & Use Tax Laws. Standard Processes - End to End Process gets migrated only after approved SoPs, prepared by MindSpace and approved by Client Firm. We adhere to SLAs and deviations are reported to the Client. Confidentiality - Work is done under secured environment and SLAs are adhered. Physical, Network Security and Employee Security standards are followed. We work under NDAs. Good Communication Skills - The Team Leaders & Director Operations are responsible for voice communication with clients. Clients can directly contact them and discuss issues. Control of Process - The Clients keep control on the whole Outsource Accounting Processes. Flexibility to clients - MindSpace Keeps adequate bench strength to address issues to Staff Turnover and Skewed works at the time of Month End. Cost Savings more than 50%. Improved Document Management and Retrieval

11 Infrastructure at MindSpace 2500 sq ft working space (Can be expanded to the extent of another 1500 sq ft ) Two Lease line connections having 2 Mbps online connectivity. Secured FTP for Data Transfers, Biometric Access, CCTVs 24/7 Power Back up mechanism. Different means of communication are available - Skype, Vonage Provision for 100% data redundancies.

12 Security at MindSpace WORK STATION & NETWORK SECURITY Access to workstations is restricted through Network, windows login, PC locking. Dual-Monitor workstations for a paperless environment, restricted access printers are available to any staff. No access is available for fixing any external drive (CD Drives, Floppy Drives, and USB Ports) to the workstation. Workstations secured individually by Anti-Virus and Untangle Firewall Protection. Limited internet access on need-basis – Need Based ( client specific) s access only Individual domain accounts for each processor ensures that the access to source documents is restricted to authorized employees only. Segmented LAN with firewall protection. Trackers installed on each workstation to keep a close tab on each employee. Screenshot of Employee PC are Taken in every 15 minutes. Static IP Based Data Transfer Facility via SSL Protected FTP Servers based in the US. Own a Dedicated VPS server for secured Data Transfer. Data Backups taken on a every Day End. PHYSICAL SECURITY Entry to the premises is restricted through secure access cards. The Facility surveillance is done by CCTV. Facility also manned with Security Staff. EMPLOYEE CREDIBILITY Employee recruitment after thorough background checks. Employee sign non disclosure agreement with MindSpace before being inducted into the company. Core information shared only within a limited group of people. Constant monitoring through the trackers installed on the workstations.

13 Case Study - Bookkeeping Process of a Retail Company Challenges faced : Delayed Bookkeeping due to voluminous supplier invoices and remittances received weekly by the client Poor Data Retrieval of accounting vouchers Higher Costs for Bookkeeping Department due to staff turnover Delayed Bank Reconciliations and AR reconciliations Month Ends used to take place 2 to 3 months

14 Case Study - Bookkeeping Process of a Retail Company Solutions : MindSpace Team has domain expertise in US Bookkeeping. We initially studied the process of Bookkeeping and prepared a process flow The client thereafter used to scan everything as a shoebox on FTP server MindSpace Team first organizes the scanned data into respective folders as per SoPs Team connects remotely to the clients server and do the bookkeeping on QuickBooks Benefits : Month Ends completes with in 30 days Bank reconciliations with 7 days of Month End The clients has outsourced AR & AP reconciliations process to Mindspace as well The F & A team concentrates more on Management reporting and regulatory Compliance Issues Cost Reduction of Accounting Department by %

15 Case Study - Payroll Function for a Staffing Company The client had to pay Fortnightly to Employees The client was facing issues of -Delayed Payments to Employees - Staff Turnover -Delays in Sending Regulatory returns -Accounting Reconciliations pendency of payroll was for more than 4 payroll cycle

16 Case Study - Payroll Function for a Staffing Company Benefits : - Timely Payments to Staff -Cost Cutting to the extent of 60% -Client has a dedicated team to work on general issues raised by staff which get replied from offshore centre. - Client Staff onshore can spend time on regulatory and compliance issues more productively. - Reconciliation of payroll was made upto date with accounting records.

17 Engagement Models FTE Based Activity Based Transaction Based

18 Contact us MindSpace Outsourcing Services Private Limited. 247, Manish Mansion, Second Floor, Frontier Colony Adarsh Nagar, Jaipur , Rajasthan, India Telephone (India): US Tel. : (01) Visit us at : Skype: kshitij1010

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