Outsourced Bookkeeping & Cloud Accounting

Monthly and quarterly bookkeeping runs to a fixed routine: bank feeds matched, purchase invoices captured and coded, sales invoices raised or imported, and every account reconciled to a statement before the period is closed. Work is done in Xero or QuickBooks so you can see the position at any time rather than waiting for a report. Queries come to you in one batch, not a stream of emails, and the VAT return is prepared from the closed period.

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Bank, card and merchant reconciliation is where most ledgers quietly drift. Gateway settlements from Stripe, PayPal, GoCardless and marketplace platforms arrive net of fees, batched across days, and sometimes in a different currency from the sale. We reconcile the gross sale, the fee and the payout separately so revenue is right, fees are deductible in the correct period and the bank balance in the software is the balance in the bank.

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Multi-currency bookkeeping needs a rate policy that is applied consistently: HMRC's published monthly rates for tax purposes, the actual rate on conversion for anything that hits the bank, and a clear treatment for transfers between your own accounts in different currencies, which are not income or expense however the feed describes them. We set the accounts up so exchange differences are visible on their own line and not buried in sales or purchases.

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Purchase ledger and supplier payments work is about control as much as processing. Suppliers are set up with verified bank details, invoices are matched to orders or approvals where you have them, and payment runs are prepared on a schedule you sign off rather than paid ad hoc. Creditor ageing goes into your management pack so you can see what is due, what is disputed and what has been sitting there too long.

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Sales ledger and credit control turns invoices into cash. Invoices go out on time and in the format your customers' systems accept, statements follow at agreed intervals, and overdue accounts are chased in a routine you have approved in advance, from a polite reminder to a final notice. Debtor ageing and days-to-collect are reported monthly, so a customer who is slipping is visible before the balance becomes a problem.

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Bookkeeping catch-up and clean-up starts by establishing the last point at which the ledger agreed to the bank, and rebuilding forward from there. Duplicated transactions, unmatched feeds, suspense balances and VAT coded to the wrong rate are corrected as we go, with a log of every material change. At the end the software agrees to every statement, the VAT position is known, and the routine can start from a clean base.

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A forensic ledger review and reconstruction goes further than a clean-up. It is for situations where the history is disputed, a previous bookkeeper cannot be reached, or the figures are needed for a legal, lending or shareholder question. Every entry over the period is traced to source, gaps are documented rather than plugged, and the reconstructed ledger comes with a report explaining what was found and what could not be verified.

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Making Tax Digital readiness is mostly about digital links: the figures on a VAT return have to flow from the records to the submission without being retyped, and the same discipline now reaches sole traders and landlords through MTD for Income Tax. We review how your records are kept, remove the spreadsheet steps that break the chain, set the software up for quarterly submissions and check the first filing goes through cleanly.

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