Skip to main content

Accountant Coordination SOP

Purpose: Standard operating procedure for working with MAS Partners (accountant/bookkeeper), responding to financial queries, and maintaining reporting cadence.

MAS Partners — Contact Information​

FieldDetail
FirmMAS Partners
Primary ContactSharad Bhusal
Secondary ContactYitesh Bhalla
LocationIndia-based firm
ServicesBookkeeping, tax preparation, financial reporting
CommunicationEmail (primary)

Coordination Schedule​

Monthly​

TaskWhenOwnerDetails
Bank reconciliationBy 10thSymphony CoreReconcile Chase checking, Newtown Savings, Chase credit card in QuickBooks
Transaction reviewBy 15thMAS PartnersReview and classify any unreconciled transactions
Respond to queriesWithin 48 hoursSymphony CoreAnswer any classification or documentation requests

Quarterly​

TaskWhenOwnerDetails
Estimated tax calculationBefore payment due dateMAS PartnersProvide quarterly estimated payment amounts
Quarterly P&L reviewFirst week of quarterBothReview P&L for accuracy and trends
Expense classification auditMid-quarterSymphony CoreVerify contractor payments match Expense Classification Guide

Annually (December–March)​

TaskWhenOwnerDetails
Year-end prepDecemberSymphony CoreComplete Annual Tax Preparation Checklist
1099-NEC filingBy January 31MAS Partners / Symphony CoreFile for qualifying US contractors
Document package deliveryJanuarySymphony CoreSend all tax docs to MAS Partners
Tax return preparationFebruary–MarchMAS PartnersPrepare Schedule C and federal/state returns
Return review and filingMarch–AprilBothReview, approve, file

Responding to Transaction Classification Queries​

MAS Partners periodically sends queries asking how to classify specific transactions (e.g., "Is this COGS or Operating?"). Use this process:

Step 1: Identify the Transactions​

Open the email/spreadsheet from MAS Partners. Common formats:

  • Excel file with transaction list (e.g., SYMPHONY CORE LLC_Contract Labor Transactions.xlsx)
  • Email listing vendor names and amounts
  • QuickBooks transaction report with questions

Step 2: Classify Each Transaction​

For each transaction, reference these documents:

  1. Expense Classification Guide — COGS vs. Operating rules and decision tree
  2. Contractor Registry — Contractor details and default classifications
  3. QuickBooks Guide — Account codes (5000-5599)

Apply the classification:

  • Client service delivery work → COGS (5300-5320)
  • Internal/overhead work → Operating Expense (5300-5340)
  • Upwork payments → Classify per-project based on the underlying work
  • Platform subscriptions → Operating Expense (5000-5080)

Step 3: Respond to MAS Partners​

Use this response format:

Subject: Re: [Original Subject]

Hi [Sharad/Yitesh],

Here are the classifications for the transactions you flagged:

[Contractor/Vendor Name]:
- Classification: COGS / Operating Expense
- QB Account: [Account number and name]
- Rationale: [One line — e.g., "Development work for client website builds"]

[Repeat for each transaction]

Additional notes:
- [Any context about mixed-use contractors, new vendors, etc.]

Let me know if you need any clarification.

Best,
Rohit

Step 4: Update Documentation​

If the query revealed a new vendor or classification not yet documented:

QuickBooks Access​

MAS Partners has accountant-level access to QuickBooks Online:

Access TypeDetail
PlatformQuickBooks Online
Access LevelAccountant
Connected AccountsChase Business Checking (auto-sync), others manual
Reports AvailableP&L, Balance Sheet, Transaction Detail, General Ledger

Do not change QuickBooks account structure without coordinating with MAS Partners first. Account code changes affect their classification workflow.

Common Query Types and Standard Responses​

"Is [contractor payment] COGS or Operating?"​

Reference the Expense Classification Guide. Apply the decision tree:

  • Contractor doing client-facing work → COGS
  • Contractor doing internal work → Operating
  • Mixed → Allocate based on predominant use

"What is this Upwork payment for?"​

Check Upwork payment history for the specific project. Classify based on:

  • Project description → client name identifiable → COGS
  • Internal project → Operating

"Do we need to file a 1099 for [name]?"​

Check the Contractor Registry:

  • US-based + paid ≥$600 → Yes, file 1099-NEC
  • International → No
  • Paid via Upwork/PayPal → No (platform files)

"Please provide [report/document]"​

Generate from QuickBooks or Google Drive:

  • P&L reports → QuickBooks > Reports > Profit and Loss
  • Bank statements → Chase/Newtown Savings online banking
  • Contractor payment totals → QuickBooks > Reports > Transaction Detail by Vendor
  • W-9 copies → Google Drive > Finance > Tax Documents > W-9s

Document Storage​

All accountant correspondence and shared documents:

TypeLocation
MAS Partners correspondenceEmail (search: "MAS Partners" or "Sharad")
Shared Excel/transaction filesH:\My Drive\symphony-core-documents-storage\_inbox\maspartners\
Tax returns (final)Google Drive > Finance > Tax Returns > [Year]
W-9 formsGoogle Drive > Finance > Tax Documents > W-9s
1099 copiesGoogle Drive > Finance > Tax Documents > 1099s > [Year]
QuickBooks exportsGoogle Drive > Finance > Reports > [Year]

Escalation​

If MAS Partners raises an issue you cannot resolve with existing documentation:

  1. Check this SOP and related documents first
  2. If unclear: Schedule a call with Sharad or Yitesh to discuss
  3. If it requires a policy decision: Document the decision and update the relevant guide
  4. If it requires QuickBooks changes: Coordinate the change with MAS Partners before implementing

Ownership & Review​

FieldDetail
Document OwnerCEO / Finance Operations
Review FrequencyAnnually or when accountant relationship changes
Next ReviewFebruary 2027

Version History​

VersionDateChanges
1.02026-02-05Initial creation

Access Level: internal-team (Confidential)