A Google Search – Of Construction Bookkeeper Embezzlement will generate thousands of hits and most of it could have been avoided if the construction owner had known about and followed a few simple guidelines.
#01 Don’t Hire A Bad Bookkeeper
#02 – Understand The Employee Theft 10-10-80 Rule – Discovered over many years of experience and first hand observation by auditors, accountants, fraud examiners, anyone involved in detecting employee theft.
Ten Percent – Of all employees including bookkeepers will steal in a variety of ways from office supplies, petty cash, graft, kickbacks and payoffs from your suppliers, vendors and sub-contractors and even hundreds of thousands or even millions of dollars. They will do it regardless of how many security systems are in place because they lack integrity and have an “taker’s” entitlement paradigm that states: “It is better to take than to make”. They cannot be stopped, only caught! And only then if you have systems in place and if you can convince the criminal justice system to take action, good luck with that Irenas Bookkeeping!
Ten Percent – Of all employees including bookkeepers will never steal because they have integrity and a “Producer’s” paradigm that states: “It is better to make than to take”. In the end these are the people who will add so much value to your company you cannot help but reward them with more money, benefits and recognition. Because if you do not they will be recruited by your competitors. This is another example of Leveling as described on our website.
Eighty Percent – Of all employees including bookkeepers will steal if they feel certain they can get away with it and if circumstances allow for it due to weak integrity and a sense of “Redistributing The Wealth, But Not The Work Or The Responsibility”
#03 – Your Bookkeeper – Asks for signature authority on your checking / savings / payroll accounts
#04 – Your Bookkeeper – Has a lifestyle that seems above what they are earning
#05 – Your Bookkeeper – Takes Records Home to work on or they want to work in the office when no one is around (Fraudulent activities are easier when nobody is around).
#06 – Your Bookkeeper – Refuses to take a vacation.
#07 – Your Bookkeeper – Gets defensive when you or your CPA asks questions.
#08 – Your Bookkeeper – Has access to your credit/debit cards.
#09 – Your Bookkeeper – Receives mail-order packages at work.
#10 – Your Bookkeeper – Has QuickBooks in a complete mess and you cannot understand any of it.
#11 – You Bookkeeper – Tries to explain away delinquency tax notices.
#12 – Your Bookkeeper – Insists on picking up the daily mail.
#13 – Your Bookkeeper – Is the primary contact for your company’s banks, auditors, creditors, etc.
#14 – Your Bookkeeper – Misplaces payroll receipts, deposit records, supplier letters and estimates.
#15 – Your Bookkeeper – Makes the bank deposits and they seem to be too small.
#16 – Your Bookkeeper – Show signs of a drinking, drug, or gambling problem or family financial problems.
#17 – Your Bookkeeper – Suggested they could save money by getting rid of the outside accounting firm.
#18 – Your Bookkeeper – Gets angry when you ask for a QuickBooks report
#19 – Your Bookkeeper – Tries to blame the previous Bookkeeper or outside accounting firm for messy QuickBooks
#20 – Your Bookkeeper – Does not get along well with other employees and staff members.
#21 – Paying bills with Cashier’s Checks – When you look it up on the internet it will only show as a withdrawal
There Are More Warning Signs – To be aware of and action steps you can take.
Outsource To A Professional Contractors Bookkeeping Service – That has a contractors bookkeeping services system in place:
They Do Not – Collect your money, make bank deposits or pay any bills or taxes.
They Do – The bookkeeping, with optional payroll processing, quarterly tax returns, invoicing, pay applications, and bank reconciliations and provide you with 24/7 online access to your QuickBooks For Contractor file and a separate 24/7 web based financial reporting tool so you can access your financial reports anywhere you have internet access.