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tips for organizing business, that needs it

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I am a bookkeeper for a farm. I started a couple months ago. What I notice is they write checks out of the office in the checkbook and they do not let me know or give me slips. So most of these are a surprise and dont want to bounce there account. I have asked them to please provide me this info in an email. They dont. 

Also most of there bills are on autopay. I have organized a sheet so I can keep track. They pay all the bills through the bank and will not do the checks through quickbooks. They also do alot of COD.

Has anyone had this situation and can give me some advice on how I can get this under control.