Background

The Southeast Alberta Chamber of Commerce is a member-driven, volunteer-led organization working to stimulate a strengthened and vibrant economy in our region through our connections, support and influence. 

As a member-driven organization, we seek out services from our membership that provide cost-effective and efficient solutions, allowing us to focus our time, effort, and resources on serving the business community.

The Southeast Alberta Chamber of Commerce is therefore seeking proposals from qualified firms and financial professionals capable of delivering bookkeeping, financial administration, payroll support, financial reporting, audit preparation, and other financial guidance.

The Chamber currently utilizes cloud-based accounting and financial management systems and requires comprehensive bookkeeping, payroll administration, financial reporting, budget support, and year-end financial preparation services. The Chamber currently utilizes the following software applications:

• Accounting and Reporting – Quickbooks Online
• Automated entry and documentation support – Dext
• Payroll – Payworks
• Document storage – Microsoft OneDrive and Google Drive
• Point of Sales & Digital Payment Processing – GrowthZone
• Online Banking, Investment and Credit Card feeds - ATB

The Chamber places a high value on automation, digital workflows, and process efficiency. Proponents should demonstrate how they will minimize manual data entry through integration of the Chamber's existing software ecosystem and identify opportunities to improve the efficiency, accuracy, and timeliness of financial reporting.

Timely, detailed, and accurate information is essential for the Southeast Alberta Chamber of Commerce’s operations. Bi-weekly meetings with the successful bidder are mandatory, in order to prepare for Board meetings in the middle of the month, annual budget uploads following Board approval in June each year, and the August 31 year end review for the Annual General Meeting in November.

The successful proponent will be expected to consistently meet reporting deadlines and maintain sufficient capacity to support the above requirements. Failure to meet agreed service levels may be considered a breach of contract.

The Southeast Alberta Chamber of Commerce is a Board of Trade reporting to its members, board of directors, and occasional grant providers. Activity based accounting is used to report data on both account and service offerings. Primary categories include: membership, events and trade shows, board & committees, and administration. 

Payroll is processed bi-weekly and T4s are processed annually. Recurring entries will include, but are not limited to: invoice entry, cash clearing and bank and credit card reconciliation, payroll, accounts receivable, deferred revenue, and prepaid expenses, quarterly GST, investment, accrued interest, and capital amortization. Year end review preparation will include working papers for bank and credit card reconciliation and asset amortization. Annual volumes approximate:

The Southeast Alberta Chamber of Commerce has one chequing, one savings account and investment accounts with 400 payments and 200 cheques printed annually, along with one corporate credit card. 

Financial information and history can be located through the financial reports posted to the Chamber of Commerce website annual reports page: https://www.southeastalbertachamber.ca/news/annual-reports/ 

It is the intention of the Chamber to award a contract to a bidder who is a member in good standing with the Southeast Alberta Chamber of Commerce.

Response Date for Proposals

In order to be considered for selection, proposals marked “Financial Management and Bookkeeping Services For the Southeast Alberta Chamber of Commerce” must be received no later than 4:00 PM on Wednesday, October 14, 2026.

Submissions may be delivered electronically to accounts@southeastalbertachamber.ca or in person to:

Southeast Alberta Chamber of Commerce
413 6th Avenue SE
Medicine Hat, AB T1A 2S7

Bid Acceptance, Rejection or Selection of Proposal

The Chamber expressly reserves the right to reject any or all proposals, waive any informality or irregularities, and accept the proposal deemed to be in the best interest of the Chamber.

In determining the award of services, the following will be considered:

• Member in good standing with the Southeast Alberta Chamber of Commerce
• Experience providing services to not-for-profit organizations, associations or Chambers of Commerce
• Technology capabilities, automation, software integration, workflow design, data accuracy controls, and demonstrated process efficiencies.
• Service level commitments, proven ability to meet deadlines, and responsiveness
• Qualifications and experience of the assigned service team
• Good professional standing and insured in the Province of Alberta
• Value and cost of services
• References from comparable clients

Proposal Inclusions

All proposals must include the following:

Executive Summary

• Overview of your organization
• Description of your services
• Summary of why your organization is best suited to serve the Chamber

Company Information

• Organization history
• Office location(s)
• Team structure
• Primary point of contact
• Professional designations and certifications

Relevant Experience

Please provide:

• Experience working with not-for-profit organizations
• Experience working with Chambers of Commerce, associations or member-based organizations
• Examples of comparable clients
• Client references

Financial Management and Bookkeeping Services

Please outline your experience and approach regarding:

• Monthly Bookkeeping
• Bank and credit card reconciliation services
• Investment accruals and adjustments
• General ledger maintenance
• Activity based recording
• Journal entries and adjustments

Payroll Services

• Payroll processing support
• Payroll tax remittances
• T4 preparation support
• Record of Employment preparation, when required

Financial Reporting

Provide details regarding:

• Quickbooks Online reporting 
• Management reports
• Financial reporting timelines
• Grant reporting assistance
• 
  

Year-End Services

Provide information regarding:

• Review preparation support
• Liaison with external auditors

Technology and Software

Provide information regarding:

• Experience working with the software programs and entry automation and digital integration
• Cloud-based bookkeeping systems
• Digital approval workflows
• Cybersecurity and data protection practices
• Document retention practices
• Backup and disaster recovery procedures

Service Level Agreement

Please include:

• Response time commitments
• Turnaround times for requests
• Monthly reporting timelines
• Availability during budgeting and audit periods
• Escalation process for urgent matters
• Proposed implementation plan and anticipated onboarding and transition requirements
• Change Order process

Pricing

Please provide complete pricing information including:

• Recurring Services
• Monthly bookkeeping fees
• Payroll administration fees
• Monthly reporting fees
• Controller or advisory service fees

Annual Services

• Budget preparation support
• Audit preparation support
• Year-end services

Other Fees

• Hourly rates
• Additional service rates
• Software licensing costs
• Implementation fees
• Transition and onboarding costs

Incurred Proposal Costs

The Chamber is not liable for any costs incurred by the bidder prior to the issuance of a signed service agreement.

Confidentiality

No respondent shall have the right to review or receive information with respect to a proposal, documentation or information submitted by any other respondent.

The content of all proposals and supporting documentation shall be held in confidence by the Chamber. 

Unacceptable Work

If the contractor fails to comply with any of the terms and conditions of the agreement, the Chamber reserves the right to terminate the contract.

Conflict of Interest

Unless otherwise noted in the proposal the Bidder represents and warrants that:

Neither the Executive Director, Chamber staff, or Board of Director has any financial interest, either directly or as a shareholder, director, officer, or partner with the Bidder.

Response Date for Proposals

Proposals must be received no later than 4:00 PM on Wednesday, October 14, 2026

Questions and communications regarding this Request for Proposal may be submitted in writing by email up to seventy-two (72) hours prior to the closing date.

Contact Name: Kerry Knowles

Organization: Southeast Alberta Chamber of Commerce

Address: 413 6th Avenue SE, Medicine Hat, AB T1A 2S7

Telephone: 403-527-5214

Email: accounts@southeastalbertachamber.ca

No other representative of the Chamber is to be contacted regarding this Request for Proposal. The Chamber accepts no responsibility for, and proponents agree not to rely upon, verbal or written statements from any other person.