Welcome! Thanks for wanting to learn more about how things work behind the scenes.
MBS combines experienced administrators and bookkeepers with modern technology to provide services to support our clients. We work remotely so this page explains how everything fits together and what to expect at each stage.
If you are looking for contract specific information that’s on our LEGAL page
Stage 1: Discovery
Purpose
At the end of this stage, you’ll have a clear sense of what working together could look like.
To start we’ll arrange a free introductory 30-minute Zoom meeting to understand your organisation —who you are, what you do, and what kind of support you need. We’ll send over a questionnaire (or you can do the quiz below) so we have the information we need to explore your current systems and processes, discuss your goals, and identify where we can help free up your team’s time so you can focus on your charitable purpose within those 30 minutes.
Following our initial conversation, we’re available for more questions. We will work with you to create a tailored proposal which will include the services discussed, an estimated time commitment, and the associated fees.
Outcome / Outputs
- 30-minute Zoom meeting complimentary consultation with Wendrie
- A jointly written scope of work proposal document written to take to the board or trustees
Useful Links
- About MBS – if you want to know more about us as a company, or meet the team.
- What MBS Does – If you want to know more about the services and prices
- Brochure, printable pdf document explaining What MBS does.
- Scope of Work Template
- Thinking about Outsourcing?
- Uncertain what you might need? Take our Quiz
Stage 2: Onboarding
Purpose
Once you’re happy to proceed, will move into the onboarding stage. There are forms to complete, to help us gather the information we need to do our own Client Due Diligence on your organisation, and help you decide who should be responsible for what. We’ll issue a Client Data Form, create formal agreement documents for what services have been agreed, forms for Data Protection and gather the key details we’ll need to set up your account and comply with regulatory requirements such as Anti-Money Laundering checks.
This stage ensures everything is clearly defined, transparent, and compliant before we begin.
Outcome / Outputs
- First set up or bespoke project contract document parts completed, approved and signed.
- All identity, including Anti-money laundering if required, checks completed.
- Initial meetings between all involved parties arranged to start the set up.
- Any other objectives as set out in the proposal.
- Set up of required systems within your own digital environment (generic email address, cloud storage, cloud accountancy packages etc.) connection to internal MBS systems, and getting/giving access to those systems as required.
- Flexible ability to change scope or times in the first three months as things settle in. After that we require 30-days notice for all changes.
Useful Links
Stage 3: Working Together
Outcome / Outputs
- Deliverables from the contract as agreed.
What to Expect:
- Named MBS contact(s) for day-to-day work.
- You maintain control of all data as it is kept within your own digital environment.
- Invitation for annual review with Wendrie.
- Annual update for contacts to keep us up to date, may include AML checks.
- Invoicing emails to keep you up to date, (frequency as per our contract e.g monthly /quarterly). Will include an explanation of hours work / spent.
- Monthly newsletters
Hours of Work
We work the majority of our tasks during flexible UK working hours usually 08:00 – 18:00 Monday – Friday. We don’t work bank holidays or weekends unless specifically agreed.
Stage 4: Off-boarding
Outcome / Outputs
- Agreement of handover process.
- Timeline of MBS withdrawal from all systems.
- Regular updates as the timeline progresses
- Formal statement that all data, passwords, etc. have been removed from MBS systems.