We are seeking an accounting professional to enter P&L data into a customized database and prepare a report from the data.
Our clients are small retailers who send us a P&L each quarter. Each of the P&Ls are entered into a database which compiles a benchmark comparison for each shop in about 30 different cost and income areas. The accountant needs to learn the quirks of this retail segment because the job involves matching each individual shop's P&L items to the standardzed ones used to produce the benchmark report. We will train this function and check the work until the accountant is proficient.
Once the data is entered, the report is proofed and a brief analysis (200 - 400 words) is prepared from pre-written copy we will provide. Each report will list the shop's achievements and areas that need improvement (see the sample below).
There are currently 60 retailers with a new P&L each quarter, we expect that to increase to 100 within a year. The accountant will enter the data, balance and proof the report, and compile an email to accompany the report. This will be sent it to us for review, edits and then forwarding to the client. This is an ongoing project that repeats every quarter.
Once the process is up and running, we expect a draft report within 48 after the P&L is sent to the contractor. The P&L is sent as a pdf file.
The data entry process currently takes 15 to 45 min depending on the complexity of the retailer's P&L. Some have 30 lines of income and expenses and others have 200 lines. Questions, adjustments, revisions and proofing add 10-20 min and writing the analysis takes 10-20 min.
We would like a bid per-report per-quarter with the assumption that you will be processing at least 60 reports each quarter (4 times per year). Alternately, you can work by the hour with a budget set for each report.
Here is a sample text that accompanies the report:
Enclosed is your Benchmark Report for the 3rd quarter of 2009. You showed a nice 7.5% benchmarked profit. The potential based on your overall expenses is 24.1% if you can bring your labor and facility costs down.
Fresh COGS - you did an excellent job of controlling your fresh costs.
Salaries - your total labor cost were over budget by $7,673 -- at 31%, they were 11% high. They should be 20% without the owner/manager and 30% with the owner/manager. I am wondering if some of the shops labor was shared by the garden center? If so allocate what you think is fair and see where you stand. To give you a reference point, your arranged sales supported on average 34 design hours per week during the quarter. That is one full time designer staying busy 7 hours per day. You probably need about 40 hours of sales clerk time to support this volume plus a delivery person.
Facility - you were over in this category by $4,368 or 6%. Did you allocate the right amount between the garden center and the shop? If so, I would count some of your rent as "advertising" cost because of the location. Also, you may have to work around higher than usual rent costs because of the neighborhood.
Overall - you showed a nice 7.5% profit even with being over benchmark in two key areas. This tells us that you are managing all of the other costs exceptionally well.
Recommendation - I would consider spending more on marketing and promotions. There are some pretty reliable direct mail options that work for other shops. Seasonal postcards and a membership letter/card are two that come to mind. I'd like to begin with a Valentine's Day promotion which we can set up this year. How large is your customer list? When was the last time you mailed? You might be able to do a zip code mailing since you are serving a fairly small target-rich area.
Let's discuss this at your convenience. Just call Nicole and set-up a time that is good for you.