FAQs 2 — Bright Line CPA

Bright Line FAQ

How We Communicate With You

We will strive to get back to you within 48 hours during normal business hours. We may not have the answer to your question; however, we will give you a timeline for a complete response or discuss next steps. Should you need a quicker response time, please let us know when contacting us and we will do our best to prioritize your request.

Email Communication

You will receive different types of emails from Bright Line:
- Client Communication Portal (Karbon): Emails will primarily come through Karbon, our secure client communication portal. These communications will include document requests, task assignments, and important reminders.
- Bright Line Staff Updates: Direct emails from your assigned Bright Line staff members will provide updates on your accounts, requests for additional information, and other client-specific communications.
- Newsletters: Periodic newsletters will be sent, containing important updates, tax deadlines, and other essential information relevant to you and your business.
- Your Assigned Bright Line Staff Members: For specific questions or updates related to your account, you should reach out directly to your assigned staff member.
- General Inquiries: For any general questions or concerns, please email us at info@brightlinecpa.ca.
You will occasionally receive newsletters from us with any new operating procedures or important tax changes that might impact you and your business. We try to ensure these emails are not overly frequent and that they are relevant to you. You can always unsubscribe if you no longer wish to receive these communications; however, you may miss out on important information regarding tax deadlines and updates.
You can unsubscribe by hitting "Unsubscribe" at the bottom of any Bright Line newsletter. If you later decide you want to be re-added, you will need to contact us directly at info@brightlinecpa.ca.

Dialpad – Our Phone System

Dialpad is our business phone system and communication platform which allows us to communicate with you via video conferencing, calling, and messaging.
Yes! If you belong to either the Center Line or Bright Line service plans, SMS support is provided.
We ensure that calls and texts will be responded to within 48 hours. Our team will connect internally and have the best team member reach out to you within that time frame to answer your questions.
You can also reach out to us anytime at info@brightlinecpa.ca.

Feedback

You will be sent a survey after we have completed a project for you so that you can tell us how we did – where we did well and how we can do better on future projects. You can also send feedback via email at any time, and we will do our best to respond to it as soon as we can.
As each survey is tailored to the specifics of every project, internally, we maintain records of feedback sources and know who it comes from. Should we wish to feature your feedback as a reference on our website, we will seek your permission beforehand. Otherwise, all feedback is strictly utilized for internal purposes.
Your feedback plays a crucial role in enhancing our work quality, identifying areas for improvement, and enriching our collective experience. We may also request to use your feedback to publish on our website, which we will only do so with your permission.

Karbon - Our Client Portal

Karbon is our client portal that allows you to easily and safely send, receive and store all of your accounting and tax information online. It provides a secure and organized way for you to stay connected with us and keep track of your financial information.
When we begin to onboard you, you will receive a registration link via email to log into the portal. Note that you must complete the client portal registration through the device and browser that you first opened the magic link on. Meaning that if you open the link on a mobile device, the registration has to be completed on your mobile device, and if you open the link on your desktop, the registration has to be completed on your desktop. Read more about this process here.
You can access your Karbon account directly from our website under the Client Porta l section in our heading. Then, simply log in using the credentials you created when registering an account. You can visit the Client Portal page on our websites for more useful guides and find other useful information about Karbon.
You can access any tasking that we’ll have for you, as well as any updates on the state of your work.
Actionable tasks are deliverables that our team needs from you. You will be notified via email whenever an actionable task gets created. On that email, select manage checklist to be taken to Karbon where you can address each actionable task assigned to you. Important: Make sure to check each task off as you complete it. If you do not reminder emails will be delivered to you until the check is ticked.
After completing an actionable task select the checkbox next to the title of the task to mark it complete.

Proposals and Engagement Terms

Signing on with Bright Line

The first step for signing up is by completing our discovery form HERE.
1.     Scoping – We’ll make sure we’re a match for what your business needs
2.     Proposal – Once we have all the details, we will craft a proposal
3.     Kick-off Call – discuss your service package, connect on timelines, introduce you to our team, plan any software implementations that might be needed, and answer any questions you might have about the onboarding process.
4.     Onboarding - Once you give us the green light by signing our proposal, we kick off an onboarding period that typically takes between 1 to 3 months
5.     90 Day Review - After 90 days of collaboration, it's important for us to ensure we're perfectly in sync. That's why we set aside time with you to review the past few months.
Get more details on our process page on our website

Additional Services

Outside of our packaged services, we will provide you with proposals on a project-by-project basis. These proposals are for project work that is outside the scope of the originally agreed upon services and may require an upfront deposit depending on the type of work to be provided. Additional services can also be added on to an existing plan at the time of signup, or during our annual reengagement calls.
Some additional services that we offer include:
1.     Virtual CFO Services
At Bright Line, we act as your CFO for hire. We look at your finances, find the best ways to help you grow and save, and present detailed forecasting to help you make informed choices, all without the big price tag of hiring another top-level executive.
2.     Payroll Processing
Trying to navigate the complexities of payroll calculations & regulations can take much more time than expected and could result in errors that make your team unhappy. With our payroll processing service, you’ll never have to worry about making sure your team gets paid again. We can also ensure that your payroll remittances to CRA can be paid with the click of a button.
3.     Financial Forecasting
Whether you need a constantly changing & evolving forecast, or just a one-off financial forecast to help you win that bank financing you’ve been after, we’ve got you covered. We’ll work closely with you to get an understanding of what drives your business and prepare a financial forecast that isn’t just a set of numbers in a spreadsheet but enables you to move your business forward with confidence.
4.     Cloud Accounting Software Implementation
We work exclusively with cloud accounting software, you'll have access to your accounting data from anywhere in the world, at any time. As part of implementing your new cloud accounting system, we also try to learn as much as we can about how your business operates so that we can recommend other applications and software that can help automate tedious administrative tasks and feed data into your accounting system automatically.
Please email our team at info@brightlinecpa.ca to add onto your plan, and we'll schedule a call to ensure its properly scoped and planned before a new proposal is sent out.

Billing Services

You will be billed monthly or quarterly depending on your plan, through our proposal and billing app called Ignition.
We accept credit card, E-transfer, and direct debit transactions as our forms of payment.
Ignition will send an email auto reply to let you know that a payment was missed. Our team will also reach out to you to add a new payment method if necessary.
If we include a service in your proposal but it is determined later that the service is not required, you will not be billed for the service. This does not apply to services included in any packages you have subscribed for (such as email/phone support or regular financial reporting).
Yes! Automatic payments can be set up in Ignition.

Information Requests

HST Returns & Balance Owing/Paid

Bright Line will file your HST returns and/or payroll remittances by the CRA deadline. If you require a PDF confirmation, we can provide this to you via email. We will notify you of your refund or balance owing a few days before the payment due date.
There are 3 ways to pay: electronically, in person at your financial institute, or by mail. The CRA has a page dedicated to this issue, click this link for more information from the CRA.

Additional Transaction Documents

As we are working on your monthly bookkeeping, we may come across transactions that we need your input on. We use a program called Uncat to send you regular reminders of any transactions that we need additional information on.
Additional transaction documents help ensure that your books are accurate and up-to-date. By providing the necessary details, you help us categorize your transactions correctly, avoid errors, and make sure that everything is accounted for properly. This is especially important for tax filings and financial reporting, as accurate records can prevent issues down the road and give you a clear picture of your financial health. Timely responses to requests for these documents also help us complete your bookkeeping efficiently and on schedule.

Management Reports

Management reports include statement of profit & loss (“P&L”), Balance Sheet, aged listing of accounts receivable (“AR”) and accounts payable (“AP”) if applicable, and a Cash flow statement. We will also provide you with a Loom video providing commentary and highlights of what we might have noticed while preparing the reports.

Monthly Bookkeeping

Our monthly bookkeeping services include everything you need to keep your business finances organized and accurate. This includes processing and categorizing all transactions, reconciling your accounts, managing payroll, and filing HST returns. We also provide you with detailed monthly financial reports, including income statements, balance sheets, and cash flow reports. These services are supported by cloud-based software, ensuring that your data is always up to date and secure.
Absolutely! We understand that every business has unique needs, so we offer customizable bookkeeping services. Whether you need additional services like payroll processing, financial forecasting, or more in-depth strategy meetings, we can tailor our services to suit your specific business requirements. Please note that additional services may require an added cost to your plan with Bright Line.

Receiving Information Requests

Some of the more common requests are general banking details which can include monthly account statements and other account information. For example, with bookkeeping, we will send an information request to you by the first week of the month at the latest. We expect that you will respond to that request within a week of us sending it in order to finish up you’re accounting by the end of the month.
Our practice management application is called Karbon. We will regularly use this app to send you information requests, including automated reminders for outstanding information. There is a chat function that can be used within this app; however, it is for the specific tasks included in our information requests and does not replace email communications. There will be an option to upload documents in Karbon as requested. Karbon will email you a secure link to open your request panel. You can create a log-in to access the history of requests and documents in the client portal. Learn more about Karbon here.
If we don't receive information by our team’s requested deadline, it can delay work, and possibly effect CRA deadlines which can result in fines and penalties, read more about potential late fines and penalties from the CRA here.

How We Share Documents

Access Your Files

You can access your QBO file at any time and go to the reports section to view / download the data and print customized reports.
Your files will remain accessible in QuickBooks Online as long as your subscription is active. QBO securely stores your financial data, allowing you to retrieve past reports or records at any time. If you need further assistance or specific access to older files, we’re always available to help.

Additional Documents

Karbon, our client portal, is used to share final documents and financials with you that we have compiled.
The types of additional documents you might need can include financial reports, tax returns, payroll summaries, or receipts and invoices required for bookkeeping and tax purposes. These documents help keep your financial records up to date and provide valuable insights into your business’s financial health.
If you need specific documents that aren’t readily available in Karbon, you can request them by contacting your Bright Line CPA team member or emailing us at info@brightlinecpa.ca. We’ll respond to your request promptly and ensure the necessary documents are uploaded to the portal for you.

Client Portal (Karbon)

The client portal login is located on our website under the Client Portal section of our banner or click here to navigate to it.
In the client portal, you can find any documents we’ve uploaded for you, including financial reports, tax filings, payroll records, and other key documents.
Karbon operates with a security-first approach ensuring that your data is safe in Karbon. Policies, procedures, and practices are in place to meet established privacy regulations and protect every individual’s right to privacy, including self-assessment for GDPR compliance. Read more about Karbon’s security and privacy policies here.

Adobe Sign

We use Adobe Sign to securely collect signatures on important documents that need your approval. This saves time by eliminating the need for printing or scanning, while ensuring that your information stays protected throughout the process.

Services

Payroll Services

Depending on the service plan, payroll services can include:
- Running payroll for employees
- Payroll remittances to the CRA
- Filing payroll tax returns
We collaborate with your team to set up a payroll process and implement any new software we that we require.
If you have any questions about payroll, you can reach out to your assigned Bright Line team member through our secure portal, Karbon, or send us an email at info@brightlinecpa.ca. We're here to assist with payroll-related queries or adjustments.

Bookkeeping Services

Depending on the service plan, bookkeeping services can include:
1.     Quarterly / monthly data entry
2.     Online banking
3.     Receipt publishing
4.     Significant financial expenses
All of our services are tailored to our clients’ specific needs. If you are looking for additional services or bespoke services, we can schedule a meeting to discuss what that would look like. Please note that additional services incur an increase in cost.
This depends on your service plan:
- Starting Line Plan: Bookkeeping is performed quarterly.
- Centre Line and Bright Line Plans: Bookkeeping is done monthly. We aim to complete bookkeeping for a given month by the end of the following month (e.g., January’s bookkeeping is completed by February 28th).

Advisory Services

Depending on the service plan, advisory services can include:
1.     Recorded video reviews
2.     Semi-annual / quarterly financial strategy meetings
3.     Yearly review of company valuation
4.     Quarterly / monthly financial reports
Advisory services provide you with strategic insights into your business's financial health, helping you make informed decisions for growth, planning, and financial management. Regular strategy meetings allow us to align with your goals and adjust the financial approach as needed.
You can schedule a consultation for advisory services by contacting your assigned Bright Line team member, or by emailing us at info@brightlinecpa.ca. We’ll discuss your specific needs and tailor a plan to support your business.

Onboarding

Onboarding clients is crucial for a smooth transition and strong relationships. It involves collecting important financial information, understanding each client's needs, and outlining the services offered. The team establishes clear communication and sets expectations for timelines and deliverables. A thorough onboarding process builds client trust and satisfaction, allowing the firm to provide personalized support and effective solutions right from the beginning.

Getting Started

The length of the onboarding process depends on the plan you have chosen:
- Starting Line Plan: 30-60 days
- Centre Line and Bright Line Plans: 60-90 days
The onboarding process includes the following key milestones. Some may not be applicable depending on your chosen plan with Bright Line:
1. Client Kick-off
1. Client Request: Onboarding Checklist
1. Contact Previous Accountant, if Applicable
1. Kick-off Call Prep
1. Kick-off the Engagement
1. Post Kick-Off Call - Gentle Reminders
1. Financials Call
1. Post Kick-Off Call Timelines | Tasks
1. Clean Up
1. QuickBooks Online Integration
1. Dext Integration
1. Uncat Integration
1. Payroll Integration
1. Fathom Integration
1. Create Recurring Accounting Process
1. Hand-Off | Remaining Workflows
1. Final Training and Review
1. Review and Approval of Financials and Workflow Processes with Partner
During the kick-off meeting, we will:
- Review the onboarding process, current progress, what's needed, timing, systems access, training, and professional clearance from your prior accountant.
- Introduce your dedicated team.
- Confirm your primary contact (Champion).
- Confirm all necessary Cloud Accounting Software integrations and their timelines.
- Schedule the Financials meeting, if applicable.
- Take meeting notes and outline next steps for both you and Bright Line CPA.
You will need to provide:
- Details of your prior accounting professional (if applicable), including name, firm name, email, and phone number.
- Prior year's tax return and financial statements.
- Access to your "My Business Account" with CRA and add Bright Line as a representative.
- Completed Typeform onboarding form.
- Access to financial accounts, including banks, PayPal, Stripe, Square, and Clover.
- Access to your accounting system.
You will receive regular email updates at each milestone. These updates will inform you of the completed tasks and the next steps in the onboarding process.
If you do not have a prior accountant, we will skip the milestone related to contacting the previous accountant and move forward with the next steps in the onboarding process.
We ensure that your data is handled securely throughout the onboarding process. Our team will set up secure profiles in our internal systems, such as Karbon, Dialpad, and OneDrive, and ensure that all necessary documentation and information are collected and stored securely.
You will receive training on the Cloud Accounting Software that will be integrated into your system, such as QuickBooks Online, Dext, Uncat, Payroll Software, and Fathom. Our Cloud Accountant will schedule and conduct these training sessions to ensure you are comfortable using these tools.
You can contact your assigned onboarding specialist or Cloud Accountant at any time. Their contact information will be provided in the introductory email you receive at the start of the onboarding process.
After the onboarding process is complete, you will have a final review meeting with your onboarding specialist to ensure all systems and processes are functioning smoothly. You will also have a hand-off call with your Accounting Technician, who will be your primary contact moving forward.

Apps & Software We Use

Uncat

Uncat is used to get your input on transactions on a regular basis. Once a week, you’ll get an email and a text with a link taking you to a dashboard of all transactions we need your input on. You can make a note, upload supporting documents, or pick the QuickBooks category for the transaction yourself. We can then review and click a button to send the transaction back to QuickBooks.
Our clients love Uncat for its simplicity and the way it centralizes communication, reducing the need for endless emails and calls. This not only saves time but also enhances the accuracy of your financial records. Clients value the peace of mind that comes with knowing every transaction is accurately accounted for, thanks to the collaborative interface.
Bright Line CPA will create a smooth Uncat integration into your financial workflow. Our hands-on approach includes setting up your account, identifying which members of your team should receive notifications, and showing you & your team how to leverage its features to streamline your financial processes.

Fathom

Fathom takes your financial analytics, and with a powerful suite of tools, converts complex accounting data into easy-to-understand insights. At Bright Line CPA, we integrate Fathom into our services to provide you with a deeper understanding of your financial health, enabling strategic decision-making that drives growth.
Fathom makes it easy to distill intricate financial data into clear, actionable insights. The platform’s custom reporting and deep dive analytics not only signal paths to growth but also simplify the decision-making process.
Bright Line CPA ensures a seamless Fathom setup, integrating it with your QuickBooks account to provide a streamlined view of your business’s health. Our personalized onboarding process includes personalized meetings to review custom reports and actionable analytics.

Dext

We use Dext to simplify the process of managing receipts and expenses for businesses. It allows us to work together to easily capture, store, and organize receipts digitally, eliminating the need for endless back and forth communication and manual entry of expense data.
We tailor the Dext setup to fit your business's needs. Our onboarding process includes migrating your financial documents to Dext, integrating with QuickBooks Online, and training your team on best practices for document management. Our goal is to ensure you're getting the most out of Dext, with continuous support and advice from us to optimize your expense tracking.
Dext makes it easy to capture, store, and categorize financial documents. The ease of uploading receipts and invoices, paired with its integration with QuickBooks Online, makes tracking expenses simple and efficient. Clients appreciate the reduction in paperwork freeing up their capacity and giving more time back to run their business.

QuickBooks Online

QuickBooks Online is our chosen accounting software, it's a comprehensive tool designed to streamline financial management and integrate seamlessly with our other accounting platforms. We've chosen QuickBooks Online for its robust, user-friendly platform that offers real-time financial insights. It's our go-to solution for empowering businesses to manage their finances more effectively, from anywhere, at any time. QuickBooks Online supports our mission to provide transparent, efficient accounting services that grow with your business.
Yes, we are a QuickBooks only firm and use its software for all of our clients.
We pay for your subscription on your behalf unless otherwise stated and incorporate the fees into your monthly bill. Since some software costs fluctuate, we perform a reconciliation of your QuickBooks compared to what we pay for your QuickBooks at least once a year.
We would transfer your business’s account to our QuickBooks subscription to make accessing your account as easy as possible.
Our team of experts will onboard you as part of our onboarding services within the first 90 days of services.
Yes, we have carefully chosen QuickBooks as our accounting software of choice. Developed by Intuit, a reputable company with a long history of providing accounting and financial software solutions. Using virus safeguards, password-protected sign-ins, firewall-protected servers, and the same encryption technology used by the world's top banks, they invest heavily in security measures to protect users' data and comply with industry standards and regulations. Read more about QuickBooks’s privacy policy here.
Should you decide to discontinue our services, we will transfer primary admin privileges to you on your QuickBooks account. This way you will have full control to remove our access at your convenience.
We offer email, SMS, and phone support for all of your QuickBooks inquiries (note that SMS and phone support are only available if you belong to either the Center Line or Bright Line service plans). For more general questions, QuickBooks offers various support options, including online help articles, video tutorials, community forums, and live support from QuickBooks experts found here.
Yes, QuickBooks Online offers seamless integration with hundreds of third-party apps and services to extend its functionality and tailor it to your business's specific needs. We connect QuickBooks to Dext, Uncat, and Fathom, read more about out tech stack here. Whether it's payroll, inventory management, or time tracking, you can find integrations to streamline your workflow.
Yes, you can access QuickBooks Online from your mobile device using the QuickBooks mobile app. Simply download the app, log in with your QuickBooks Online credentials, and access your financial data anywhere on the go.
Yes, QuickBooks Online allows you to invite multiple users to access your account with different levels of permissions. This enables collaboration with us and members of your team while controlling access to sensitive financial data. The number of extra users and features depends on the selected QuickBooks subscription see this link for plans and pricing directly from QuickBooks. This topic will be covered during the onboarding process.
Yes, QuickBooks Online allows you to import your existing financial data, including customer and vendor information, transactions, and chart of accounts. This makes it easy for us to help transition from other accounting software or spreadsheets to QuickBooks Online.
Yes, QuickBooks Online supports multiple currencies and is suitable for businesses operating internationally. You can manage transactions, invoices, and expenses in different currencies, allowing you to cater to customers and vendors worldwide.

Plans

Plans FAQ

We’ve created our service packages to support your business at every stage of growth:
1.    Starting Line
perfect for smaller or less complex businesses needing simple accounting services. It's ideal for businesses seeking an easy and reliable way to handle their bookkeeping and finances, all with a streamlined process suited to the challenges of starting up.
2.    Center Line
Goes beyond simple accounting support. By working with our team monthly instead of quarterly, we can focus our services on comprehensive financial reporting rather than simple data entry; it's a partnership for strategic success to take your business to the next level.
3.    Bright Line
Your partner for business growth. With our dedicated team, we shape the next phase of your business to align with your objectives, whether it's expansion, sale, or anything in between. Our team provides personalized strategy meetings, precise financial management, and enhanced communication, all aimed at driving your success.
Visit our services page for a full breakdown of all out plans.
Completing the discovery form on our website will help you identify if you would be a good match with one of our plans and help you get in touch with us for more info
Yes, you can contact us at any time at info@brightlinecpa.ca to talk about your plan or during the 90-day check in or our annual reengagement call with you.

Working with Bright Line

Process FAQ

Our goal is to provide you with the best and most efficient service, and to do that, we need to gather all the essential information. This helps us tailor a package and a plan designed for your success. Don't worry, we've streamlined everything to make the process as smooth and hassle-free as possible.
Our process starts with a discovery form to make sure we're a match for what your business needs. If your needs align with our services, we’ll send a link to schedule a discovery call.
The duration of the onboarding process can vary depending on the specific services you choose and our team's current capacity. But don't worry, we'll keep you updated every step of the way. We'll inform you about crucial deadlines, any potential delays, and if we need any extra information from you. Our goal is to ensure a smooth journey towards your success.
Throughout the discovery call we get a comprehensive understanding of your business needs, objectives, and your existing accounting processes. With this information, we'll be able to direct you to the package that best suits your needs. Each tier has a baseline price, which will be updated to include any add-ons such as: software implementations, additional planning/strategy meetings, or additional services.
We know that when you're running a business, things don't always go according to plan. We use this meeting to ensure that your service package will continue to meet your needs moving forward now that we've spent some time together and know more about you and your business. If anything has changed, we'll realign our engagement, discuss updates, and adjust our service delivery plan to stay on track with our shared goals.
We’ll need a champion from your team to work with us for a few hours a week during the initial onboarding phase. This upfront investment of time will help us to reduce the amount of effort you spend digging up documents and answering questions about data entry, so we can focus our interactions on the advice that you value most from your accounting partner.
Karbon is our project management and client portal software. It also acts as our primary communication hub, facilitating most requests for information. Karbon is our preferred method for collecting information because we are often collecting information from our clients that has sensitive data (i.e. SIN/BN), and the Karbon checklists where you will provide that information are secure and encrypted. Clients can rest assured that the information they provide us is secure while still being accessible to the entire team.
Our expertise is in empowering growth-oriented, owner-managed businesses that are on the path to expanding their teams and scaling their operations. Our ideal clients are tech-savvy entrepreneurs who are open to change and deeply invested in the financial health of their ventures.

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