🌟Purpose:

• Streamline bank account communication between, OTA, NL, Service teams as well as internally for Para Planners and Accounting Liaison.
• Improve book completion efficiency by having as many accounts connected in Xero, third party access set up and 2FA set to Ring Central number.  

Due - October 31st 

Instructions: 

1. Break out by your teams total number of entities evenly between July- October months and go through all of their bank accounts within Double and Xero and update monthly downloads list accordingly. Otherwise plan accordingly depending on your teams schedule. 
   1. EX: Completing ½ of your entities within July, none in August, ¼ in September and remaining ¼ in October
2. Prioritize accounts by upcoming MC or consults, then have Senior planner address on MC or Consult. 
3. Track Team Project Progress here: 2026 MLW Client Account Tracker 
   • Double Updated 
     • “Done” = Account Recon section and Non transaction section updated per instructions below.
   • Xero Updated 
     • “Done” =  Bank accounts are named, numbered and mapped accordingly to COA standards, MLW connected accounts able too, and initial email has been sent to client on accounts they need to connect, get 2FA changed to Ring Central and 3rd party access to set up.
   • Manual Downloads List Updated
     • “Done” = Your Team tab has been updated to include all accounts requiring third-party access setup, current 2FA needed to migrate to RingCentral, and reoccurring "internal" bank statement/CSV downloads (due to bank limitations or IP address sensitivity) required monthly for NL teams.
       Account login details are stored in the LastPass Internal folder in accordance with the SOP LastPass Folder Set Up - No Logo and Internal.

Double: 

1. Account Reconciliation
   1. Order accounts - Mirroring Balance Sheet - Alphabetized, Numerical order (Checking, Sav, CC)
   2. Add bank login/download notes
      1. 1 sentence - Notate within “add description” under each account
         1. Common examples: 
            1. MLW statement and QFX download.
            2. Client statement and CSV upload within non-transaction section
            3. Use commercial banking option
      2. More than 1 sentence - Move to “client details” section and create note under “add description” that states “See in Client Details for further instructions".
         1. Examples: 
            1.  Milwaukie Dental Partners, Jackson Family Dental and Sauk Trail Dental (As a reference)
   3. Remove closed or closing accounts in Double
      1. Old closed accounts - delete the account
         1. Click on account > Delete
         2. 
         3. Optional - Organize Old account within Files section of Double
            1. Go to Xero COA 
            2. For Checking/Savings - Change Account number to xOLD
            3. For CC - Change CC number - xOLD

               1. 

      2. Newly closed accounts - delete account in upcoming month close in order to keep all statements together (or until account is confirmed by client that it is closed and we have final closing statement for recon purposes to $0 balance). 
      3. Current accounts with new card number - Client Settings → Xero Settings → Refresh account numbers from Xero.

         1. 

         2. Any notes that include [Now ending in x1234] delete from description
2. Non Transaction - Re-occurring question
   1. All notes with Client statement/ QFX upload are to have a re-occurring question and notify client box checked to send on the 1st day of the month.
   2. Collection requests should also have notify client box checked
      1. Client statement and QFX requests include:
         1. CapOne Savings
         2. Live Oak Accounts
         3. Citi Accounts (Exception)
            1. If we have login - move to MLW Planner or Kylie Download
            2. All new clients - Citi will be Client upload (would not recommend this bank)

“Done” = Account Recon section and Non transaction section updated per instructions above.

Xero:

1. Name, number and map correctly for each account
   1. Each bank account needs to be named, numbered and mapped correctly per COA SOP Chart of Accounts - Naming Conventions
2. Ensure all accounts:
   1. Have 3rd party access set up
      1. 3rd party set-up instructions per bank: Bank Accounts - Bank Feeds, Third Party Access, and Ring Central Connection 
      2. If not, put on MLW manual downloads list to address with client  
         1. Link: MLW Statement/Transaction Downloads 
   2. 2FA is set to Ring Central number
      1. If not, put on MLW manual downloads list to address with client  
         1. Link: MLW Statement/Transaction Downloads 
3. Connect Bank Feeds
   1. Connect as many account that we are able too with the logins we have available.
      1. May have to coordinate with several MLW team members to accomplish this due to some Xero limitations.
   2. For banks that require the client to connect a bank feed, see article below on user setup and email templates that you can send to the client to help them connect their accounts.
      1. Article: Xero User Setup and Bank Connection Email Template 
      2. Follow‑up emails must be tracked separately. The monthly downloads list is reserved for accounts that require:
         1. Third‑party access to be set up
         2. 2FA to be moved to RingCentral
         3. Permanent bank statement downloads because of bank limitations or IP‑address sensitivity.

“Done” =  Bank accounts are named, numbered and mapped accordingly to COA standards, MLW connected accounts able too, and initial email has been sent to client on accounts they need to connect, get 2FA changed to Ring Central and 3rd party access to set up.

Monthly Download's List:

Link: MLW Statement/Transaction Downloads 

-To be used/updated monthly -

1. Update your team tab for any additions or closed accounts accordingly by filling out each column.
   • Should only have accounts on here that:
     • Third party access is not offered at bank 
     • Client personal login/ personal bank account 
     • Accounts pending client addressing 3rd party access and 2FA number to Ring Central.
     • Bank IP address has high sensitivity on location
     • Client account uploads in order to track and remind in Double whenever applicable. (optional)
2. Work on getting all accounts that are "MLW Planner” and “Kylie Downloads” to Third party access, 2FA set to Ring Central number and have as many connected accounts in Xero as possible.

Additional Guidelines:

• All account logins listed within team tab should be in LastPass team Internal folder.
  • Per SOP LastPass Folder Set Up - No Logo and Internal 
• Each team should at max have 20 total Kylie downloads, anything outside that should be MLW planner download.
  • Download all MLW planner statements and CSVs by 10th of every month to NL teams.
• BOA accounts should be downloaded by OTA team, otherwise if highly sensitive - move/add to this list. 

“Done” = Your Team tab has been updated to include all accounts requiring third-party access setup, current 2FA current 2FA needed to migrate to RingCentral, and reoccurring "internal" bank statement/CSV downloads (due to bank limitations or IP address sensitivity) required monthly for NL teams.
Account login details are stored in the LastPass Internal folder in accordance with the SOP LastPass Folder Set Up - No Logo and Internal