Financial back office services-Data and Document Management Services

Introduction to Financial Services

Data and Document Management Services

Our financial services providing data and document management services is accurate and organized data is the key to accelerating your business growth.

However as a growing organization, you might find it tiresome to keep a track of your data on a daily basis. Managing an in-house team of data management staff can be equally stressful, leaving you with no time to spend on your core business activities. Our financial back office, data and document management services is a profitable decision that can help you always have access to error-free data at an extremely low cost.

Accounting Firms and Businesses can leverage Simple Solutions' cutting-edge infrastructure, robust security system and highly qualified workforce to free up their internal resources and focus on their core abilities, enabling them to enhance their client's experience while improving their bottom line. Simple Solutions' vision for its clients is one of organizational efficiency achieved by perfectly combining advanced technology, streamlined business processes and a highly skilled staff.

Small, midsize and large enterprises can equally benefit from outsourcing of financial & data management services. A sharp increase in your company's performance and a reduction in time and money are just a few benefits that come with outsourcing. Simple Solutions is a leading data management outsourcing service provider that can give your business a competitive edge.

Simple Solutions provides comprehensive bookkeeping, accounting, indexing, transcription and other financial outsourcing services to small/mid-size companies and accounting firms allowing owners and/or senior management more time to focus on the growth of their business. Accounting outsourcing at Simples is intended to help drive more profits to the bottom-line and enable businesses and accounting firms to grow their business and the client base without having to grow their staff and support infrastructure.

We can provide you with speedy delivery of handwritten/printed documents, build an easy-to-use database, convert data from old paper files, scan your hard copies into electronic formats and even index your documents. Our team of experienced data management operators can successfully meet your data entry, data conversion, data processing, OCR, scanning or indexing requirements.

Accounting and Bookkeeping Services

Our Financial accounting and bookkeeping services is designed to complete your daily and monthly financial reports and analysis of your business.

We want you to feel confident that your accounting system accurately reflects your current situation so you can concentrate on running your business instead of trying to stay on top of your books. The steps involved with basic bookkeeping & accounting can be overwhelming depending on the size of your business and the number of transactions. If you no longer feel like you have control of your books, give Simples a call. Simple Solutions will manage your business finances and keep you on the right track. Included in our fixed monthly fee, are the following full charge accounting services:

Accounts Payable

Simple Solutions offers a solution designed to transform the operation of your accounts receivable process. From the point when the invoice data is available, through the posting of cash received, we let the customers concentrate on their core business and see that the Accounts receivable process is professionally, accurately and securely. Through formalized workflows, we execute your project plans that is documented, efficient and effective. We ensure continuous monitoring of standards and policies of the professionals at the facility that executes the project, to ensure they stay abreast with changing conditions. This commitment to accounts payable outsourcing quality results not only in timely and accurate work, but also in a value-added proactive approach to problem solving.

Generation of Purchase order
Entering Bills of vendors tracking of A/P
Payments to vendors/suppliers
Generation of A/P reports
Aging analysis etc.
Processing of voucher of other income/expenses of transaction other than invoices/ bills. Income and Expense Tracking.
Input vendor invoices to payable system
Classify invoices to the proper G/L account
Request and maintain vendor W-9 information
Maintain vendor master files
Respond to vendor inquiries about payment status
Retrieve copies of payments as necessary
Prepare and file required 1099 forms
Process requests for stop payments when necessary
Cut checks to vendors based on due dates or client instruction
Reconcile vendor statements to accounts payable ledger
Reporting to organization on detailed aged payables and cash requirements
Year end 1099 forms

Accounts Receivable

Cash flow is the lifeblood of business and the performance of your receivables cycle holds the key to maximizing your cash flow. Partnering with us in Accounts Receivables Outsourcing allows you to take control of your accounts receivables processes and obtain overall excellence in their performance. Accounts Receivables Outsourcing is dedicated to organizations seeking to engage their non or late paying customers with a greater focus upon the long term customer relationship. We work with you from initial invoicing and customer contact to collections and bad debt recovery.

It starts out as a customer service function, with calls and letters to verify satisfaction, encourage payment and forecast potential problems and we handle it in your name in a customer oriented manner. Our approach to Accounts Receivables Outsourcing works with you as an extension of your staff - whenever you need help servicing your receivable assets, strengthening your customer relationships and improving the productivity of your staff.

Billings prepared as needed by Simple Solutions and mailed out (all billings provided to Client for approval prior to mailing)
Record and account for revenue
Input receivable transactions into the accounting system
Prepare and deliver periodic statements
Issue client-approved credit memos and refund checks
Maintain subsidiary receivables ledger
Process client-approved adjustments
Apply cash received to customer accounts and resolve “short pays”
Light phone collections as needed by client
Client to photocopy checks and provide to Simple Solutions
Client to prepare deposit slips (provide to Simple Solutions) and make bank deposits

General Accounting

Cash Management

Process daily sales and deposit reports
Verify daily deposits and report variances
Reconcile and verify credit card deposits
Reconcile monthly bank statements

Inventory

Client to provide Simple Solutions with a listing of all product numbers in inventory and a count of the number of each product. Simple Solutions can assist Client in obtaining this information
Client to provide reports of inventory sold and inventory purchased (exact method determined by individual client needs and systems)
Annual physical inventory to be taken by client with Simple Solutions assistance. Simple Solutions to reconcile physical inventories to accounting system inventory and prepares any adjustments necessary.

Fixed Assets

Classify, capitalize, and record fixed assets items and capital expenditures (additions, transfers, retirements)
Calculate and record depreciation and amortization
Maintain depreciation schedules

Financial Reporting

Balance sheet and income statement compared to budget provided 10 calendar days after each month-end
Accounts Payable and Accounts Receivable aging provided after each check run
Reports are customized for Client's specific requirements Provide a 'Mock' profit and loss statement and Balance sheet just prior to period closing and discuss variances with client
Provide weekly sales and ranking reports
Handle escheatment as instructed by client

Quarterly Tax Filing

Sales and use tax filings (for some clients this may be monthly for city business license and tax filings)
Payroll tax filings (941)

Payroll

Time cards, after approval, will be scanned and uploaded to Simple Solutions prior to payday
Simple Solutions completes payroll and client prints, signs and distributes paychecks
Prepare employee earnings statements complete with current pay period and year-to-date wages, taxes, and adjustments
Prepare department summaries of month-to-date payroll data in addition to customized reports specific to Client
Prepares timely and accurate notifications of tax liabilities and deposits
Completes Year end W-2 forms
Respond to requests for employee verifications
Process and submit garnishment payments
Respond to employee payroll inquiries
Prepare and file new hire reporting to state
Prepare, file, and pay all Federal, State, and local payroll taxes
Reconcile health insurance payments and make payroll deductions when required
Prepare necessary HR reports such as turnover
Allocate payroll expenses for multi-store employees
Prepare and process payroll accruals when necessary

Accounts Reconciliation

There are times during a company's life that it may find that accounts have become "unruly". Reconciliation of the accounting ledger is required in such a way as to resolve each account whilst maintaining the goodwill of your customers and releasing valuable internal resources.

Bank Reconciliation can again be treated as a part of General Accounting function or it can be treated as a Separate function. It includes reconciling the bank accounts at the end of each period, which can be a month, every quarter, or a year. We perform the following services for account reconciliation:

Cash Reconciliation
Balance Sheet Reconciliation
Bank Reconciliation
Position Reconciliation

Data Mining and Reporting Services

Our data mining and reporting services managed your business finances, analysis month-end closing tasks reports and keep you on the right track.

We are providers of following data mining and reporting services

Data Entry Online / Offline

Fast, accurate data entry with a minimum of 10,000 KeyStrokes Per Hour for both alpha and numeric Staff availability up to three shifts, seven days a week. Intermediate computer literacy. A fast paced environment and excellent work ethics.

Data Entry Services You Can Rely On

Data Entry
Alpha & Numeric
Printed or Handwritten
Hardcopies or Scanned Images

Data Conversion

OCR Clean up, ICR, OMR
Scanning from hardcopies, microfilms, microfiche
Indexing & Archiving
PDF conversion: PDF to text, HTML etc.
HTML conversion, XML tagging

Forms Processing

Credit Card Processing
Insurance Claims Processing
Market Research forms entry
Warranty Registration
Survey Forms Processing
Order Processing

Forms Processing

Many types of Handwritten Forms do not easily lend themselves to automatic capture using ICR/OCR tools. We processes such forms using industry standard image processing softwares. Data capture is from images or paper forms. We use a double key process to ensure high accuracy output.

Upload your images to our secure FTP server and we will Download, Process and Return the database to you as promised. Some common Forms Processed at Simple Solutions:

Health Insurance Enrollment Forms
Product Warranty Cards
Credit Card Applications
Patient Surveys
Contest Entries
Legal Property Descriptions

Product Registration Cards
Member Contribution Cards
Customer & Product Lists
Medical Study Report Forms
Property Appraisal Forms
Vendor Invoices

Scanning / OCR Services

Our Document Scanning Services

Simple Solutions is the leading document scanning, imaging and indexing services company. We provide Best Practice Outsourcing Services for Document Scanning, enabling your organization to successfully unlock the true value of the information contained in its files, resulting in increased productivity, performance and profits. We are recognized experts in providing document scanning services to support large scale, Mission Critical conversion services for projects that require quick turnarounds and high quality deliverables.

Our Document Scanning Services Price Guarantee

Simple Solutions will meet or beat the document scanning services prices of any competitor for large-scale critical document projects. Our service agreements can be written as Fixed Fee or Value-Based Pricing Contracts because they are based on the analysis we perform that defines the productivity, performance and profit increases your company can soon realize. Our document scanning services prices include all aspects of your document scanning project, without hidden, hourly, monthly or software charges.

Our Scanning and Imaging Service Focus

We are professionally staffed and equipped to manage your document imaging needs, offering Fixed Fee Document Scanning Prices and Value-Based Prices at a fraction of the cost of purchasing, staffing and maintaining expensive document scanning equipment. This "off-balance-sheet" outsourcing approach allows our clients to allocate resources efficiently while staying focused on their core business

Print on Demand (POD)

PDF Conversion - Convert PDF to word document: Print on Demand Service

Simple Solutions specializes to convert pdf file to word document. We can convert pdf documents to Excel, Adobe PDF Document to Word document as well as Word document to Adobe PDF document. Be it a paper document, word document or an image like tiff, tif or jpeg we can convert it to PDF. With our variety of scanners, Image Enhancement, Adobe PDF conversion tools coupled with our knowledge of working of these PDF tools together, we can easily convert paper documents, word, rtf, html, tiff, tif or jpeg formats into compact, searchable portable PDF files ready for publishing on the internet, company intranet, Web site, by email or by CD-R.

Simple Solutions can convert paper documents to searchable pdf files, electronic documents (Microsoft word files, rtf files, html files) or image files ( tiff, tif or jpeg) into compact, searchable or image only PDF files ready for publishing on your intranet, Web site, by e-mail or by CD-ROM, using the latest scanning and imaging technology. Information storage and retrieval that once took minutes or even hours is now only seconds away.

Source Formats

Paper (files, bound volumes, reports)
Photographic slides and transparencies
Engineering documents
TIFF, JPEG or any graphic format
Any page-authoring/ composition software like QuarkExpress, PageMaker or FrameMaker
Any word-processing package like MS-Word, WordPerfect or RTF
Web page formats like HTML, XML

Output Formats

PDF Image
PDF Image + Searchable Text
PDF Normal or PDF with Formatted Text & Graphics
PDF Multi-Resolution Image
Hyperlinks and bookmarks
Catalog search

Yellow & White Pages Conversion

Looking for a company offering yellow pages data entry services?

We have been providing professional yellow pages data entry services for the past two years. We use high-end software tools and latest address databases for our work. Here at Simple Solutions, we help you in capturing names, addresses, phone numbers, emails, products, brand names, classification headings etc.

We have a team of highly talented and experienced professionals, who are well familiar with IT enabled services. Our brilliant data entry operators with good typing skills and program knowledge are experts in offering you the best possible quality and value. They are eager to help you to achieve the preferred end result you desire.

Our client base is impressive and consists of a diverse range of businesses. At Simple Solutions, we perform yellow pages data entry services with fast turnaround times and accuracy. We help you to realize the full benefits of yellow pages data entry services. We are confident that that you will not be disappointed in our services, if you will choose us.

Our services include data entry from White pages directories and includes indicators for business, residential and professional listings. The data entry form yellow page directory include heading classification, advertiser name, address, phone number, advertising type codes, price paid by the advertiser, page number, directory code, products, services, brands, models, hours of operations, URL, membership and more.

XML Conversion and Tagging

Simple Solutions can prepare your content for delivery via the Internet and for electronic distribution, by converting it to structured electronic formats like XML, SGML, and HTML. We convert your publications from various paper-based sources (hard copy) or electronic files of virtually all formats (soft copy). Simple Solutions specializes in the implementation and management of large, complex conversion projects for clients whose businesses are heavily dependent on information, such as government agencies, large corporations and online information providers.

The kind of documents we process each day vary from straight forward text documents, web based information articles, books etc. to complex manuals and structured financial and legal documents.

We understand that deadlines and turnaround is often a prime criteria in outsourcing data processing. Simple Solutions offers full range of consultancy and data conversion services to help organizations meet this critical need. We become a working extension of your technical conversion team, providing services that are ideally suited to today's requirements for consistent, tightly structured, highly accurate databases. We not only convert data, we understand objectives in a broader context. That's why we proactively suggest improvements in database design, and identify simple solutions that add power at little or no cost. We foresee and resolve integration issues, always focusing on improving the ease, reliability, and speed of your database.

Our Data Conversion Services fall into two broad categories: Technical Consultancy and Database Conversion.

Technical Consultancy Services

Development of XML DTD's
Development of XML conversion specification
Development of Software's for XML processing
Software for debugging and validity check for XML.

Database Conversion Services

Format conversion of data from any format to XML
Includes Coding, Tagging, Marking
Re-keying to 99.995% accuracy
OCR-Scanning

Indexing Services

In order to survive in an increasingly competitive environment, businesses need to focus on what they do best. One way to ensure this is by outsourcing all non-core work such as indexing services to a specialized vendor. This helps increase commitment in non-core areas. At the same time, it enables the business to divert precious resources to more value creating tasks.

Simple Solutions uses sophisticated technology to provide indexing services to global clients. Leveraging our specialized expertise ensures that you get superior services at minimized costs. Our emphasis is on understanding your unique needs and providing creative solutions to fulfill them.

Why outsource indexing services?

Indexing helps create a guide for your document - whether it is a manual, a journal, or an extensive database. A good index not just includes the words used in the document, but also cross references to terms that the reader usually looks for. By outsourcing indexing services, you can ensure that information is categorized correctly.

If all business documents - technical manuals, instruction manuals, permanent records, legal case files, catalogs, parts lists, etc - are indexed, they become versatile and readily accessible. Another service that enhances usability is archival of past documentation. In addition to book indexing services, Simple Solutions also provides archiving services that help convert existing paper documents into a digital format.

Some of the indexing/archiving services that we provide include:

Full profile and text indexing
CD-ROM cataloging and publishing
Data backup and duplication
Document conversion

With Simple Solutions taking care of your non-functional work, you can focus your energy on building core competencies. This strategy helps create better value for your end customers.

Our Advantage

Outsourcing your requirements for data indexing services to Simple Solutions has many benefits. These include:
Access to an optimum mix of people and technology: Outsourcing indexing services to Simple Solutions gives you access to trained professionals that you may not have in-house. In addition, when you outsource indexing services to us, you can leverage our sophisticated equipment and state-of-the-art infrastructure. This optimum mix of people and technology ensures that you get superior results every time you work with us
Access to professional managerial talent: When you outsource book indexing services to Simple Solutions, you get access to dedicated project managers that can help you get superior results. At the start of the relationship, they work to establish clear expectations. During the course of the project, they facilitate open communication through the use of regular e-mails, conference calls, status dashboards, etc. In addition, they work with operational teams to ensure that project deadlines are met
Assurance of superior services: When you outsource data indexing services to Simple Solutions, you get access to a skilled partner that assures you of quality output. We use a rigorous Quality Control (QC) process to ensure that we meet and exceed your expectations
Assurance of customized solutions: At the start of the relationship, we focus on learning about your target audience. We also understand your requirements regarding the page size and format as well as the number of index entries you require per page. In addition, we clarify whether you want a tabular or illustrated index and the format for the delivery of the final output. This requirement gathering exercise helps us clarify your expectations and develop a solution that exactly meets your needs

Financial Reporting Services

Today every organization requires financial reporting services. Financial reporting and analysis has become crucial for all businesses today because financial reports are necessary to assess a company's financial performance. Organizations need to know and understand how their organization has fared during a specific financial year.

Financial reporting and analysis is a practice which is conducted by every organization or business to analyze and assess the company's financial performance in the previous financial year. Financial reports would give the organization an analysis of how the organization performed. An organization can find out if its performance was excellent, good, satisfactory or poor with the help of effective financial reporting services.

Financial Reporting Services to Simple Solutions can give you access to professional and effective financial reporting and analysis services. Our expert financial reporting services can help you take informed business decisions. At Simple Solutions, we can provide competent financial reporting services. It benefit from expert services. At Simple Solutions, we can prepare financial statements and reports and give you a detailed analysis of the financial performance of your organization. We can assess the financial reports of your organization and give you a report of the overall profitability of your organization.

Simple Solutions' Financial Reporting Services

At Simple Solutions, we have a skilled and well trained financial services team who can provide efficient financial reporting services. Our financial reporting services can help you benefit from professional services at a cost-effective price. You can also save on time, effort and resources. Our accurate financial reporting services can help you gain a perspective of where your organization stands. Our effective reporting services can help you take informed business decisions about your organization's future.

We can provide the following professional financial statements.

Income Statement

The income statement summarizes the costs, expenses and revenue acquired over a particular period of time. This period of time will usually be a year or a fiscal quarter. This financial report provides information about the capability of the organization to make profit by minimizing costs and maximizing revenue. The income statement is one of the important statements that are prepared during financial reporting. This report is also called 'profit and loss statement', statement of profit and loss' or 'income and expense statement'.

Income Statement by Month

Income statements by month are prepared to provide summarized information for the latest twelve month period. These statements are displayed for every month.

Balance Sheet

The balance sheet is the most vital financial statement. The balance sheet displays the organization's net equity, assets and liabilities at a specific date.

Statement of Cash Flow

This statement provides a summary of the organization's cash flow activities. This includes, the organization's investing, financing and operating activities. The statement of cash flow also displays the organization's beginning and ending balances of cash. The statement also highlights the uses and the sources of cash for that particular year.

Bank Reconciliation Report

The bank reconciliation report presents information about the cash balance shown on an organization's books at a specific date. This report settles this balance with the amount displayed on the bank statement of the organization.

Payroll Register

The payroll register displays information in an alphabetical order about all the employees who were paid during a particular month. Payroll taxes and other deductions with the gross pay are displayed.

Journal Entry and Check Register

The journal entry register displays the checks written during a specific month. The register associates the checks with the general ledger accounts that they have been charged to. The register also displays the dates when the check was written.

Detail General Ledger Report

This report exhibits all the organization's activities for a particular month.

Business Analysis Report

The business analysis report provides financial information from the income statement, cash flow statement and balance sheet. This information is effectively used to calculate key performance metrics. This report can also help you analyze the financial performance of your organization.

Financial Analysis Report

This report evaluates the balance sheet of the latest month with the balance sheet of the previous month. The report displays the changes in the equity, assets and liabilities.

Operations Analysis Report

This report presents the expenses, costs and sales by category. For each type of sales, the gross profit and percent of gross profit is displayed. This same is done for the expenses. The report displays information pertaining to a particular month and compares information between current and previous years. We can also provide you with management reporting services, sales reports, sales tax reports and purchase reports.

Benefits of Financial Reporting Services to Simple Solutions

Save on time, effort and manpower
Focus on your core business
Take informed business decisions with our professional reports
Fast and accurate services
Cost-effective and high-quality services

Our clients are confident that the entire range of Simple Solutions' financial services work on completely locked down system channels with assurance of total financial data security.

Business Transcription Services

Simple Solutions provides an array of Business Transcription services which helps the corporate world to have every fruitful business conversation made, in black and white. Our Transcribers have the ability to scrutinize the audio and transcribe multiple voices. In addition to the quality transcript we deliver we surprise our clients with quick turnarounds.

Our Business Transcription services: Investor relation web casts, focus groups, meetings, conferences, interviews, teleconferences, seminars and training sessions.

Types of Transcript Deliveries:

VERBATIM TRANSCRIPT

A verbatim transcript is a word-to-word transcription of audio into text. This format includes sentence fillers and false starts. A verbatim transcript is usually considered when the transcript is sought for an analysis of communication (E.g., Depositions)

SEMI-VERBATIM TRANSCRIPT

A semi-verbatim transcript is a word-to-word transcription that eliminates the sentence fillers and false starts. This type of transcript is usually considered when the bottom line of the sentence is required (E.g., Interviews, Focus Groups, etc.)

SUMMARY TRANSCRIPT

A transcript summary is an edited version of the transcript. Here the verbatim/semi-verbatim transcript is edited to present a grammatically correct document. This type of transcript is usually considered when the gist of the matter counts (E.g., Meetings, Time Crunches, etc.).

Process Flow

Reception / Recording of Audio:

The audio is received through FTP or recorded through web casts. The data is then converted, digitized and optimized by an in-house team and passed on to the Production Team.

Transcription

Considering the Project specifications the Transcribers listen to the audio and produce a Verbatim Transcript.

Editing

The editor in the Team scrutinizes the Verbatim Transcript, checks for errors, rectifies if any and delivers a near-perfect Transcript.

First Line Proofing

he first line proffer checks for audio errors and grammatical errors and makes a Semi-verbatim Transcript, if the client had requested for a Semi-verbatim type delivery.

Quality Control

The transcript is verified by the quality controllers who make a thorough scanning of the document. The document is checked for finer errors and is then formatted carefully as per the requirement of the client. Special attention is given for names of the participants and punctuations. The transcript is now ready to be sent to the client and the MIS team uploads the transcript after encryption.

Transcription Technology

Simple Solutions combines our advanced TransPLATFORM with innovative outsource workforce management to deliver verifiable quality, turnaround times, security and billing.

Our flexible global workforce solutions offer the highest levels of security, increased capacity, off-hours coverage and around-the-clock service.

Technological innovations in communication have brought the global society closer. Simple Solutions has been delivering consistent support to the Healthcare sector of the US. Through its healthcare services the company has been offering its services to a number of clinics and physicians in addition. Here are some of our tools:

TransPlatform
TransTracker
TransCentral Distribution System
TransEasyBill

Business Transcription Technology

Quality of Manpower

Simple Solutions is genuinely committed to providing quality transcription for our clients. Our quality process begins with the selection of our transcriptionists. All of our transcriptionists are required to attend an intensive six-month training program with more than 1,000 hours of study that balances theoretical and practical applications and includes immediate feedback to further reinforce learning. Core courses include medical terminology, anatomy and physiology, disease processes, pharmacology, health care records, professional development and medical law, ethics and bioethics, among others.

"Continuous Training, Best-in-the-business recruitment policies and a great working environment helps Simple Solutions keep it simple, even during a tough recession"

Upon successful completion of the program, the medical transcriptionist begins work in a supervised setting. Each medical transcriptionist is given continuing feedback on all reports that are transcribed. Quality assurance specialists provide copies of edited reports with an explanation of changes in content, grammar, spelling, punctuation, and mechanics. This analysis provides for a calculation of an accuracy percentage, which is monitored by administration.

Advanced training for promotion is offered to medical transcriptionists who demonstrate the highest levels of accuracy. All transcriptionists are supported in continuing education efforts. Simple Solutions transcriptionists also have an advantage when it comes to standardizing transcribed reports. We have developed a detailed proprietary style guide using common industry standards. This Simple Solutions style guide selects the preferred word treatments and spelling for our transcriptionists, unlike other industry reference manuals, which offer multiple acceptable options. Taking this extra step helps ensure that all of our transcriptionists use exactly the same style treatments.

Financial Backoffice Services