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Old 06-05-2015, 06:06 AM
DavidHPBrown DavidHPBrown is offline
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Join Date: Jun 2015
Location: London
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Help a small UK charity set up QB accounts on-line

VISION CARE FOR HOMELESS PEOPLE (VCHP) is a small UK charity that provides eye tests and glasses for homeless people in the UK. Operating from homeless persons’ day centres, we run six clinics on a weekly or twice weekly basis. We have clinics in London, Birmingham, Manchester and Brighton.

What’s the project we need your help with?
We are looking for someone, preferably a volunteer but we can pay a modest fee, who will help us this month to get up and running on QuickBooks online instead of spreadsheets. Set it up correctly, input our first transactions, set up reports, enter budgets and train our remote administrator to keep the books.

We would like you to set up our accounts on QuickBooks online in conjunction with our part-time Administrator and train us to use it ourselves thereafter. If you would volunteer to support us in a small bookkeeping/accounting role longer term that would be the icing on the cake. However, our urgent need is for more intensive input over the next month.

We want to use QuickBooks online to manage our finances. We are a small charity with T/O of £80k and around 350 transactions each year. We are moving from spreadsheets to QuickBooks online starting 1st April 2015 and have a QuickBooks Online Plus account. We have run our first two payrolls on it and started entering the chart of accounts. We need to link to our 3 bank accounts and start reconciling. We need to track expenditure against three or four restricted charitable funds and also track about 1,400 claims each year for NHS vouchers against operational data. We want to enter our budgets and set up management accounts processes and reporting to monitor our progress and report to trustees. We have 34 payments so far this year that need inputting. Finally, we would like you to teach our Administrator (who has some bookkeeping experience) how to do all this going forward. We would like to have this all ready for the end of June so we can report that we are up and running and present first quarter figures to a trustee meeting on 14th July.

If you can help please contact Will Pearce, Administrator 0203 286 4186

What skills and experience will you need?
You will have used QuickBooks online previously and have experience in setting up accounting systems, preferably for a UK charity. You will be comfortable working remotely as you will be training our Administrator over Skype, telephone or email. You will need to be pro-active in understanding the accounting requirements of the organisation by liaising with the Administrator, the General Manager and the Treasurer. You will have great attention to detail, an ability to explain and document financial processes for lay people, and a "will do" attitude to meet the objectives. Empathy with the ethos of the voluntary sector and the objectives of Vision Care for Homeless People.

How will my input help the charity?
We provide glasses for 1,400 homeless people each year, plus another 300 at Crisis at Christmas in London, but our research points to an annual need for nearer 9,000 homeless people to receive glasses, so we have plans to expand. Our future plans are to firstly maintain our existing services by raising charitable funds to pay for the 54% of our homeless patients who are not eligible for NHS support, secondly to develop local ownership of clinics by forming volunteer teams and local governance and thirdly to pilot two mobile eyecare services in London and Manchester. We need to build our organisational capacity to do all this and you will help by streamlining our processes and enabling us monitor our financial and operational progress both nationally and locally.

Expected time commitment
We estimate three or four days’ work over June for setting up QuickBooks. Once QuickBooks has been set up, we are looking for someone who would see themselves continuing to support us in an advisory role for at least 3 more months so we go through two quarterly reporting periods. There is potential for on-going bookkeeping/accounting role of a regular 2 hrs a week for which an annual commitment would be needed.

More about us
Each of our six clinics provides:
• Comprehensive eye examinations
• Free glasses
• Referrals for further medical care when needed

We are only able to obtain funding from the NHS for less than half of our homeless patients. Nevertheless, we provide all our patients with glasses free of charge. We make up the difference through gifts in kind, through charitable donations and by the efforts of dedicated volunteers.

If you can help please contact Will Pearce, Administrator 0203 286 4186
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