Where is the work carried out?

Your Office - Virtually is based in Cleethorpes and all work is carried out here. Because so much of what we do is done electronically, our Clients can be as far away as Australia.

How do we get documents to you for processing?

For some tasks, you might want to send us information by email or give us a call and discuss it on the phone. For book-keeping and accounts, we recognise that invoices need processing quickly and most people still send out paper copies. We will organise a daily collection from your premises, provided you have a Grimsby post code, and we will provide a special document pouch for this purpose. Outside of this area, you can either send your documents by post, we will provide postal pouches for this purpose; or we can arrange collection but there will be a small charge. Please contact us to discuss.

We like to know who we are working with - can we meet face to face?

We also like to know the people we are working with. Putting a face to a name makes any relationship much better. We will always come and see you to make the initial arrangements for your service and if, at any time, you want to meet with us later one, you only have to pick up the phone and we will fix up a meeting. In addition, we would like to arrange for at least one PC at your premises to have a webcam so we can talk face to face at short notice without meeting physically. This can be very useful if there is an emergency job to be done.

We need to know that deadlines will be met. Can you assure us that you will never be late?

We will never knowingly take on work if we know we cannot complete it in the time set, however, there may be technical difficulties or issues with the task itself that bring about delays. If it appears that either of these might affect the deadline, we will contact you immediately to agree a plan of action.

We need to know that all Customer facing documentation sent by you on our behalf conforms to our business image conventions. How will you ensure this?

If you already have your corporate image and stationery in place, we will ask you to supply us with letterheads, invoices, compliment slips etc on a regular basis and in fixed controlled quantities. We will sign for all stationery supplied and will only use your stationery for your Customer facing documentation. If you don't have branded stationery in place, we can help you develop your image. Please contact us.

Where will our financial records be held?

Your Office - Virtually has a multi-user version of a well known and widely used computerised accounting and payroll system. Your records will be maintained on our server. The whole system is backed up each night and a copy of your accounts and payroll will be copied to CD each week on Friday evening and delivered to you so you have a back-up. We will post agreed daily reports on our website and you will be able to log in and view these with a secure password.

If you require ad-hoc information, it can be emailed to you. We can also offer you remote access to our server using but there is a charge for this service. If you decide to change your service provider, you will receive a full back up copy of all your records which you can easily load into your own copy of the applications, or we can provide data extracts that can be loaded into any reputable compter system.

What assurances do we have that our records are safe and secure with you?

As previously stated, the whole system is backed up every night and we retain the backups for 14 days. Copies of the backup CD's are held offsite in the secure location of a specialist disaster recovery service provider. All our PC's are protected by the latest internet security sofware.