Episode 80: Step-by-Step Quality Control Process to Eliminate Errors in Your Work

Aug 23

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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting. Episode topic: Step-by-Step Quality Control Process to Eliminate Errors in Your Work.

In this solo episode, Alyssa Lang covers all things quality control. She shares why you should have quality control in place if you have a team (or plan to), the exact step-by-step process and everything you need to know to implement it.

In this episode you’ll hear:

What quality control is and why this process is one of the most important processes to implement
Who is involved in quality control and who does what
Step by step process for quality control
What assets you need to create to put together quality control

Resources mentioned in this episode:

⚙️ Loom

⚙️ Notion

⚙️ Asana

⚙️ Google Docs

💻 Breakthrough for Bookkeepers & Accountants

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Okay, let’s get real for a second. We’ve all been there—prepping for that big client meeting, thinking everything’s golden, only to spot a mistake at the last minute. Cue the panic, right? That’s where a solid Quality Control (QC) process comes in. Trust me, this one little step can save you from a world of stress.

In this episode, I’m breaking down the ins and outs of QC—what it is, why it’s a non-negotiable for your bookkeeping firm, and how to set it up so you can sleep better at night. Whether you’re just starting out or you’ve got a whole team behind you, this episode has got your back.

Why Quality Control Matters (and How It Can Save Your Sanity)

So, what exactly is Quality Control? In simple terms, QC is your safety net. It’s the process that makes sure your team’s work is spot-on before it ever reaches your clients. If you’ve ever stayed up late worrying about what might have slipped through the cracks, QC is the answer.

When you first start your business, it’s just you. You’re the QC, the bookkeeper, the everything. But as you grow and start bringing on team members, it’s easy for mistakes to happen. And let’s be real—nothing’s worse than having to explain to a client why their reports aren’t accurate. That’s why having a QC process in place is so important. It keeps your standards high, your clients happy, and your stress levels low.

Who’s Who in Quality Control

Alright, let’s talk roles. When it comes to QC, there are usually two key players: the Bookkeeper and the Account Manager.

• The Bookkeeper: This is the person doing the day-to-day work—reconciling accounts, categorizing transactions, and getting everything in order for the month-end close. Once they’re done, they fill out an “End of Month Handoff” form. Think of this as a checklist to make sure they haven’t missed anything.

• The Account Manager: After the bookkeeper’s done their thing, the account manager steps in. Their job? Double-checking everything with a fine-tooth comb using a QC checklist that’s tailored to each client. If there are any issues, the account manager fixes them and leaves notes so the bookkeeper can learn from it. It’s all about teamwork, right?

Now, if you’re still a one-person show, don’t worry—you can totally be both the bookkeeper and the account manager until you’re ready to bring someone else on board.

Step-by-Step: How to Set Up Quality Control in Your Firm

Implementing QC doesn’t have to be complicated.

Here’s how you can do it, step by step:

The Bookkeeper Does the Month-End Close: This is where they reconcile accounts, categorize transactions, and make sure everything’s ready for the handoff.
Bookkeeper Fills Out the End of Month Handoff: They use a checklist (which you can easily set up in Notion, Google Docs, or Asana) to double-check their work. This checklist should cover all the basics, like making sure payroll suspense accounts are at zero and checking for any weird balances.
Account Manager Reviews the Handoff: With the handoff in one tab, the QC checklist in another, and the client’s account open in QuickBooks (or whatever software you’re using), the account manager goes through everything. This is where Notion really shines—keeping all your checklists and notes in one place.
Account Manager Fixes Any Issues and Leaves Feedback: If there are any mistakes, the account manager fixes them right away. They also record a Loom video to explain the changes, so the bookkeeper knows exactly what to do next time. It’s like a mini training session built right into your process.
Track Performance with a KPI Spreadsheet: To keep things running smoothly, the account manager logs any errors in a KPI spreadsheet. This helps you spot trends and see where more training might be needed.
Send the Final Reports to the Client: Once everything’s double-checked and polished, the account manager prepares the reports and sends them off to the client. Done and done!

The Tools You Need to Make QC Happen

Getting your QC process off the ground requires a few key tools.

Here’s what you’ll need:

• End of Month Handoff Template: This is the form your bookkeeper fills out after the month-end close. It’s a standardized checklist to make sure everything’s in order. You can create and share these in Notion, Google Docs, or Asana.

• Client-Specific QC Checklist: Each client should have their own QC checklist. This is where you outline specific things to look for, like recurring issues or particular account details that need extra attention. Notion or Asana work great for this.

• KPI Spreadsheet: This tracks errors and helps you monitor performance over time. It’s a simple yet powerful tool to keep your team on point.

• Loom: Use this for recording feedback and explaining any changes. It’s a quick and easy way to educate your team without having to hold a meeting.

Wrapping It Up

Getting a QC process in place might seem like a lot, but trust me—it makes sure team performance is always aligned with what you’re looking for in your firm. It’s not just about catching mistakes; it’s about creating a system that lets you grow with confidence, knowing that every piece of work that leaves your firm is top-notch.

Start small, focus on one core process, and watch how it transforms your business. And if you’re looking for more support, don’t hesitate to check out our Breakthrough for Bookkeepers & Accountants program. We go even deeper into strategies like these, giving you the tools to take your firm to the next level.

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