# Client Month-End Runbook — JotForm Intake Form

## Build Instructions for JotForm

- **Form Title:** Client Month-End Runbook Intake
- **Description:** Fill this out for each client during month-end close. Takes 5-10 minutes per client while you're already in their QBO file. One submission per client.
- **Save & Resume:** Enable (in case team needs to come back to it)
- **Submission Limit:** Allow multiple submissions (one per client)

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## SECTION 1: Client Information

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Client Name | Text (Short) | Required |
| DBA / Trade Name | Text (Short) | Optional — only if different from legal name |
| Industry | Dropdown | Options: Construction, Restaurant/Food Service, Retail, E-Commerce, Professional Services, Healthcare, Real Estate, Nonprofit, Manufacturing, Transportation/Trucking, Salon/Beauty, Fitness/Wellness, Legal, Other |
| If Other Industry | Text (Short) | **Conditional:** Show only if Industry = "Other" |
| Entity Type | Dropdown | Options: Sole Proprietor, Single-Member LLC, Multi-Member LLC, S-Corp, C-Corp, Partnership, Nonprofit |
| Fiscal Year End | Dropdown | Options: December (Calendar Year), January, February, March, April, May, June, July, August, September, October, November |
| State of Operations | Text (Short) | Primary state; e.g., "TX" or multi-state: "TX, CA, FL" |
| QBO Plan | Dropdown | Options: Simple Start, Essentials, Plus, Advanced, Intuit Enterprise Suite |
| QBO Company Name (as it appears in QBOA) | Text (Short) | Required — exact name so team can find it fast |
| Assigned Team Member | Dropdown | Options: [Team Member 1 Name], [Team Member 2 Name], Jimmie |
| Client Start Date with J2 | Date Picker | When J2 started bookkeeping for this client |

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## SECTION 2: Client Contacts

**Section Instructions:** "Who do we contact for missing documents, questions, or approvals?"

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Primary Contact Name | Text (Short) | Required |
| Primary Contact Role | Text (Short) | e.g., "Owner," "Office Manager," "Controller" |
| Primary Contact Email | Email | Required |
| Primary Contact Phone | Phone | Optional |
| Preferred Contact Method | Dropdown | Options: Email, Phone, Client Hub Message, Text |
| Secondary Contact Name | Text (Short) | Optional |
| Secondary Contact Role | Text (Short) | Optional |
| Secondary Contact Email | Email | Optional |
| Secondary Contact Phone | Phone | Optional |
| Best Time to Reach Client | Text (Short) | Optional; e.g., "Mornings before 11am CT" |
| Notes on Client Communication | Text (Long) | e.g., "Very responsive," "Slow to reply — follow up after 3 days," "Prefers Loom videos over email" |

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## SECTION 3: Bank & Credit Card Accounts

**Section Instructions:** "Add every bank and credit card account we reconcile for this client. Click 'Add Account' to add more."

**This entire section should be a REPEATABLE section in JotForm (use "Form Collapse" or "Repeatable Widgets" so the user can add as many accounts as needed).**

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Account Nickname | Text (Short) | e.g., "Chase Business Checking" — how the team refers to it |
| Institution Name | Text (Short) | e.g., "Chase," "Bank of America," "American Express" |
| Account Type | Dropdown | Options: Checking, Savings, Credit Card, Line of Credit, Money Market, Merchant Services / Payment Processor |
| Last 4 Digits | Text (Short) | Required; e.g., "4821" |
| Bank Feed Status | Dropdown | Options: Connected (Auto Feed), Manual Upload Required, Feed Broken / Intermittent, Not Connected Yet |
| **If Manual Upload Required:** | | **Conditional — show fields below only if Feed Status ≠ "Connected (Auto Feed)"** |
| How Do We Get Statements? | Dropdown | Options: Request from Client, Download from Bank Portal (we have access), Client Uploads to Client Hub, Download from QBO (if available), Other |
| If Request from Client — Who? | Text (Short) | **Conditional:** Show if above = "Request from Client." Name of person to ask |
| If Request from Client — Email | Email | **Conditional:** Show if above = "Request from Client" |
| If Bank Portal — Login Notes | Text (Long) | **Conditional:** Show if above = "Download from Bank Portal." e.g., "Credentials in LastPass under 'Client X Chase'" — DO NOT put actual passwords here |
| If Other — Explain | Text (Long) | **Conditional:** Show if above = "Other" |
| Statement Delivery Timing | Dropdown | Options: Available by 1st of month, Available by 5th of month, Available by 10th of month, Varies / Unpredictable, N/A (auto feed) |
| Known Feed Issues | Text (Long) | Optional; e.g., "Chase feed disconnects every 90 days — needs re-auth," "AmEx feed has 3-day lag" |
| Reconciliation Notes | Text (Long) | Optional; e.g., "Owner uses personal card for some biz expenses — watch for mixed transactions," "Has outstanding checks from 2024 that never cleared" |

---

## SECTION 4: Payroll

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Does This Client Have Payroll? | Dropdown | Options: Yes, No, Seasonal (some months only) |
| **If Yes or Seasonal:** | | **Conditional — show fields below** |
| Payroll Provider | Dropdown | Options: Gusto, ADP, QBO Payroll, Paychex, Square Payroll, Other, Client Handles Payroll Externally |
| If Other Provider | Text (Short) | **Conditional:** Show if Provider = "Other" |
| Payroll Frequency | Dropdown | Options: Weekly, Bi-Weekly, Semi-Monthly, Monthly |
| Payroll JE Sync Method | Dropdown | Options: Auto-Syncs to QBO (no action needed), Auto-Syncs but Needs Review, Manual JE Required Each Pay Period |
| Number of Employees (approx.) | Number | Optional — helps estimate complexity |
| Payroll Notes | Text (Long) | e.g., "Owner takes guaranteed payments not payroll," "Contractor-heavy — mostly 1099s," "Has employees in TX and CA — multi-state" |

---

## SECTION 5: Sales Tax

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Is This Client Subject to Sales Tax? | Dropdown | Options: Yes, No, Unsure |
| **If Yes:** | | **Conditional — show fields below** |
| Sales Tax Filing Frequency | Dropdown | Options: Monthly, Quarterly, Annually |
| Nexus States | Text (Short) | e.g., "TX only" or "TX, CA, FL, NY" |
| Who Files Sales Tax? | Dropdown | Options: J2 Files, Client Files Themselves, CPA / Tax Preparer Files, Automated via Avalara / TaxJar |
| Sales Tax Notes | Text (Long) | e.g., "Exempt sales to certain customers — exemption certs on file in Client Hub," "Recently triggered nexus in CA — needs setup" |

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## SECTION 6: Recurring Transactions & Monthly Adjustments

**Section Instructions:** "List any recurring transactions already set up in QBO and any monthly adjustments we make."

### Recurring Transactions in QBO
**Repeatable section — user can add multiple entries.**

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Transaction Type | Dropdown | Options: Invoice, Bill, Check, Journal Entry, Expense, Purchase Order, Other |
| Description | Text (Short) | e.g., "Monthly rent bill — $2,500 to ABC Properties" |
| Frequency | Dropdown | Options: Weekly, Bi-Weekly, Monthly, Quarterly, Annually |
| Status in QBO | Dropdown | Options: Scheduled (auto-creates), Reminder (manual approval), Unscheduled (template only) |

### Monthly Adjustments
**Repeatable section.**

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Adjustment Type | Dropdown | Options: Depreciation, Loan Amortization, Prepaid Expense Amortization, Accrued Revenue, Accrued Expense, Deferred Revenue, Inventory Adjustment, Owner's Draw / Distribution, Other |
| Description | Text (Short) | e.g., "Depreciation — vehicles, $450/mo straight-line" |
| Amount (if fixed) | Currency | Optional — if it's the same every month |
| How Is It Calculated? | Text (Long) | e.g., "Fixed schedule from CPA — see depreciation table in Client Hub," "Varies — based on prepaid insurance balance ÷ remaining months" |

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## SECTION 7: Integrations & Connected Apps

**Section Instructions:** "What apps or services are connected to this client's QBO?"

**Repeatable section.**

| Field Label | Field Type | Options / Notes |
|---|---|---|
| App / Integration Name | Dropdown | Options: Dext (Receipt Bank), Bill.com, Melio, Gusto, ADP, Shopify, Square, Stripe, Amazon, Etsy, Toast, Clover, PayPal, Expensify, TSheets / QB Time, Fundbox, Relay, Mercury, HubSpot, Other |
| If Other | Text (Short) | **Conditional:** Show if above = "Other" |
| What Does It Sync? | Checkbox | Options: Sales / Revenue, Expenses, Payroll, Invoices, Bills, Inventory, Time Tracking, Receipts / Documents |
| Sync Method | Dropdown | Options: Auto-Sync (no action needed), Auto-Sync (needs review/approval), Manual Import/Export, One-Way Push to QBO |
| Known Issues | Text (Long) | Optional; e.g., "Shopify sync duplicates refunds — check monthly," "Square deposits don't match bank — need to reconcile manually" |

---

## SECTION 8: Reporting Package

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Reporting Frequency | Dropdown | Options: Monthly, Quarterly, Monthly + Quarterly Summary, Ad Hoc / On Request Only |
| Reports Included | Checkbox | Options: Profit & Loss, Balance Sheet, Cash Flow Statement, A/R Aging, A/P Aging, Budget vs. Actual, Custom KPI Dashboard, General Ledger, Trial Balance, Sales Tax Report, Other |
| If Other Reports | Text (Long) | **Conditional:** Show if "Other" is checked |
| Report Basis | Dropdown | Options: Accrual, Cash, Both (deliver both versions) |
| Comparison Period | Dropdown | Options: Prior Month, Prior Year Same Month, Budget vs. Actual, None |
| Custom Report Notes | Text (Long) | e.g., "Client wants P&L by class (3 locations)," "Wants AR aging sorted by days past due with notes" |
| Delivery Method | Dropdown | Options: Client Hub, Email, Both Client Hub and Email |
| Report Due Date | Dropdown | Options: By 10th of following month, By 15th of following month, By 20th of following month, Custom |
| If Custom Due Date | Text (Short) | **Conditional:** Show if above = "Custom" |
| Who Reviews Before Delivery? | Dropdown | Options: Jimmie, [Team Member 1], [Team Member 2], No Review Needed (auto-deliver) |

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## SECTION 9: Year-End & Tax

| Field Label | Field Type | Options / Notes |
|---|---|---|
| CPA / Tax Preparer Name | Text (Short) | Who prepares this client's taxes? |
| CPA Contact Email | Email | Optional |
| Does This Client Issue 1099s? | Dropdown | Options: Yes, No, Unsure |
| Approximate Number of 1099 Vendors | Number | **Conditional:** Show if above = "Yes" |
| W-9 Collection Status | Dropdown | Options: All on File, Some Missing, Not Started, N/A |
| Year-End Notes | Text (Long) | e.g., "CPA requests trial balance + GL by Feb 1," "Client has deferred revenue that needs year-end true-up," "Depreciation schedule maintained by CPA — request updated version in December" |

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## SECTION 10: Client-Specific Notes & Quirks

**Section Instructions:** "Anything else the team needs to know about this client that doesn't fit above. Think about what a brand-new team member would need to know on day one."

| Field Label | Field Type | Options / Notes |
|---|---|---|
| Complexity Level | Dropdown | Options: Low (straightforward, few transactions), Medium (moderate volume, some nuance), High (complex, high volume, lots of adjustments) |
| Average Monthly Transaction Volume | Dropdown | Options: Under 50, 50-100, 100-250, 250-500, 500+  |
| Special Considerations | Text (Long) | Free-form; e.g., "Owner runs personal expenses through business card — need to code to Owner's Draw," "Has a related entity — watch for intercompany transactions," "Recently acquired another business — still merging books," "Client is very particular about report formatting" |
| Known Pain Points | Text (Long) | e.g., "Consistently late sending receipts," "Bank feed breaks every quarter," "Disputes categorizations frequently" |
| Priority Level | Dropdown | Options: Standard, High (key client, fast turnaround expected), VIP (owner's most important relationship) |

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## JotForm Settings Recommendations

- **Save & Resume Later:** ON — team may need to come back
- **Unique Submission per Client:** Consider adding "Client Name" as a unique field or using a hidden field with a client ID
- **Notification Emails:** Send submission notifications to Jimmie
- **PDF Export:** Enable — each submission becomes a printable runbook
- **Conditional Logic:** Set up all conditional fields noted above with "Show this field if..." rules
- **Form Layout:** Use "Card Form" layout for cleaner mobile/tablet experience, or "Classic" for desktop speed
- **Progress Bar:** ON — shows team how far along they are
- **Required Fields:** Mark as required: Client Name, QBO Company Name, Assigned Team Member, Primary Contact Name, Primary Contact Email. Everything else optional to reduce friction on first pass — team can edit/update later.

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## After Submissions Come In

Once you start getting submissions, send them my way and I'll convert each one into a **client-specific month-end runbook** — a clean, step-by-step checklist your team can follow every single month for that client.