We offer a complete bookkeeping service enabling our clients to spend their time focusing on their business. We ensure the accounts are accurate and updated on a regular basis.
Summary of the Service
Sales:
You raise sales invoices on the software (we can help set up templates or recurring invoices). We will match the amounts received into the bank to the invoices and notify you of any old debts. We can set up automatic chaser emails where required.
Expenses:
You take a picture of the receipt using your phone or email the receipt to a custom email address that we’ll set up for you. We will review the items and ensure the correct details have been brought through and the right category/VAT rates have been applied. Once we have processed the receipts, they’ll be available to view through your bookkeeping software. We’ll also match the receipts to your bank and/or credit card account and let you know of any missing receipts on a regular basis.
What we expect from you
If claiming VAT, provide a valid VAT receipt. A VAT receipt has a 9 digit UK VAT number on it (e.g. 123456789 OR GB123456789)
Help us reconnect bank feeds so that transactions are automatically pulled through to bookkeeping software
Try not to send us the same receipt multiple times as this duplicates our work
Supply us with a bank statement at the end of each month so we can check that all transactions have been added to your bookkeeping software
Upload receipts to software within 3 days along with an explanation of what the expense is if it is an unusual expense- it would be fantastic if you could do this at the end of every day
Try not to pay personal expenses through the business, but if you do (it happens!) please write 'Personal' in description or let us know asap
If purchase relates to food and drink, please let us know if it relates to business entertaining, staff entertainment, trivial benefits or travel subsistence
Add a description (the more detail the better) of what the expense is so we can categorise it accurately (if using Dext, add it in the subject line with #note before and after the note: "#note travel and subsistence #note"
Provide us with tracking category information if applicable (add this as a note)
Speak to us BEFORE incurring any expenses that are out of the ordinary and may not be claimable as a business expense
What you should expect from us
We will review your receipts on a regular (usually weekly) basis
We will check that VAT has been applied correctly and the correct category has been used in the accounting software
We will send you a weekly summary of missing receipts
We will contact you if there are old aged receivable balances that require chasing or old aged payable balances that require attention
We will add rules to make sure we process your bookkeeping as accurately and efficiently as possible
We will reconcile your bank accounts to check that all transactions have been added to your bookkeeping software
We will review your balance sheet for anything unusual and investigate on a monthly basis
Frequently Asked Questions
What do I do if I don't have a receipt? Let us know that you cannot find a receipt but inform us of the category the expense relates to. Unfortunately we will be unable to claim the VAT
Can I claim VAT if the receipt only has a VAT number but no VAT value? Yes, but what you're paying for needs to have VAT on it (e.g. it can’t be bread or coffee that doesn’t have any VAT on it). The value of receipt needs to be under £250 too
What is a valid VAT receipt? A VAT receipt has a 9 digit UK VAT number on it (e.g. 123456789 OR GB123456789)
Can I claim for VAT abroad? We cannot claim for foreign VAT on your UK VAT return. However, if you are incurring many expenses with foreign VAT on in a specific country, it might be worth setting up for VAT in that country - speak to us for more information
Let’s Chat
Use the form below to tell us about your accountancy requirements and we’ll get in touch to schedule an appointment, free of charge. Please be as detailed as possible. Our general response time is one business day. You can also email or call us.
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