Foundations
Reliable Support for Your Day-to-Day Operations
Running a growing organisation means juggling a lot of moving parts — and keeping your financial operations steady is a big part of that. Bookkeeping, payroll, compliance, systems — these are essential functions that keep things running in the background, but they can also take up time and energy.
That’s where these foundational services come in. They’re designed to take care of the financial functions that help keep everything moving — from regular bookkeeping and payroll through to compliance and system setup. These steady, behind-the-scenes processes help to bring clarity, reduce risk, and free up your time.
We’ve outlined the wide range of support we can offer below. When we meet with you, we’ll work together to shape a customised service plan — including only the elements that are relevant to your needs — so you receive just the right level of support for the next stage of your growth.
Bookkeeping Essentials
Timely and accurate bill payments benefit your organisation by:
- Strengthening relationships with suppliers
- Enhancing your credit rating
- Providing a clear view of your organisation’s financial health
Our Accounts Payable service helps you maintain a well-organised system to:
- Record bills and expenses accurately as they arise
- Schedule and process payments on time
- Allocate bills correctly within your general ledger
As part of this service, we assist with:
- Entering supplier bills into your accounting system
- Preparing regular creditor payment batches
- Reviewing supplier account balances and details against external records
Additionally, we can offer guidance on optimising expense claims for your team or setting up a virtual credit card expense management system — helping you streamline processes and focus more time on what matters most.
Accurate and timely invoicing plays a key role in supporting your organisation’s cash flow and financial clarity. Whether it’s rental income, service fees, or other client-based arrangements, staying on top of invoicing can help:
- Support steady cash flow and reduce delays in receiving payments
- Maintain clear communication with clients about their balances
- Minimise the risk of missed or miscalculated invoices
- Keep accurate records of your income streams
Through our Accounts Receivable service, we can support you in a variety of ways, such as:
- Preparing and sending invoices to your clients
- Keeping schedules for regular client agreements
- Monitoring client pricing review dates
- Transferring paper-based invoices into your bookkeeping system
- Helping to ensure different types of income are recorded accurately
- Allocating incoming payments to the correct client invoices
- Facilitating the flow of payment information from external systems (e.g., Stripe, PayPal)
- Assisting with setting up online credit card payment options for your clients
These services help reduce the admin load of client invoicing and support smoother revenue operations — so you can stay focused on delivering your core work.
Keeping your bank accounts reconciled isn’t just a bookkeeping task — it’s a vital part of maintaining financial clarity, avoiding surprises, and making timely, confident decisions. When left unchecked, even small discrepancies can quietly erode the reliability of your reports and create downstream issues that are harder to untangle later.
Our Interim Reconciliation service provides regular, accurate reconciliation of your organisation’s bank and credit card accounts — including coding transactions into your general ledger with correct GST treatment. This service is designed to fit the operational needs of your organisation, whether that’s weekly, fortnightly, monthly, or aligned with your internal reporting cycles.
By keeping your reconciliations up to date, we help ensure your financial records are current, complete, and ready for reporting, budgeting, and review. Regular reconciliation also supports smoother reporting to your board, accountant, or head office, and reduces the risk of issues building up over time.
Alongside day-to-day processing, we also bring a trained eye for spotting and resolving common issues that can affect the accuracy of your financial records — including misallocated entries, duplicated transactions, and unreconciled items. This is particularly valuable when reviewing historical periods or transitioning to a more robust financial process.
Whether you’re starting fresh or improving an existing system, this service brings greater clarity to your financial data and confidence in the reliability of your reporting.
Most of the time, we can process your accounts smoothly using existing systems, notes, and data — but every now and then, a few transactions pop up that need your input.
Our Transaction Follow-up process makes this easy and respectful of your time. Here’s how it works:
- Each cycle, we compile a list of transactions that need clarification
- We email you the list, noting what information we’re seeking for each item
- You simply add your notes in the space provided
- Then, send it back — and we’ll take it from there
This process keeps your accounts accurate and up to date, without back-and-forth or surprises. It’s a simple, human way to keep everything on track with minimal disruption to your day.
Your General Ledger is the heart of your accounting system — the place where all financial changes (debits and credits) are recorded. While many updates occur automatically through transactions, there are times when manual journal entries are needed to accurately reflect specific situations — such as accruals, adjustments, or tracking funds set aside for particular purposes.
As part of our Journals service, we can assist by:
- Keeping a record of journal requirements and their due dates
- Processing regular or one-off journals in your system
- Helping you track designated funds separately from general operations
- Supporting compliant and practical bookkeeping for special-purpose funds
- Providing reporting on fund balances and transactions if needed
Some journal entries may fall outside standard bookkeeping and be based on advice from your accountant or auditor. Where this is the case, we’re happy to collaborate with them to help ensure the entries are recorded correctly — helping you save time, reduce confusion, and keep your records accurate.
Managing external funds—such as loans, mortgages, or trust accounts—requires careful attention to detail. Our External Fund and Ledger Management service is designed to help you maintain clear and accurate financial records by aligning your internal bookkeeping with external ledgers, supporting transparent financial oversight.
We assist in tracking key movements such as principal amounts, interest, fees, charges, and other fund transactions. This can include reconciling with business loans, property mortgages, denominational or charity head office trust accounts, or other externally managed funds—helping ensure you have a clear and up-to-date view of your organisation’s financial position.
By focusing on these often-overlooked areas, we aim to support your organisation with reliable, accessible records that contribute to better financial understanding, accountability, and decision-making.
In industries like construction, maintenance, or large-scale projects, it’s common for a portion of payments to be withheld until certain conditions are met — known as retentions. These amounts can easily fall through the cracks, especially when they’re spread across multiple jobs and due at different times. Our Retention Tracking service provides a simple, reliable way to stay on top of what’s owed and when to follow up.
We set up and maintain a dedicated Retention Register to help you track amounts held back by customers under retention terms. This includes:
• Setting up a register with key details for each retention (such as contract amount, due dates, status, invoice tracking, and payment updates)
• Monthly review and update of the register
• Cross-checking with your accounting system (e.g. Xero) to help ensure invoice records align with the register
• Optional cross-checking with external project systems (where relevant)
• Preparing and sending a clear monthly summary of open retentions and any that may be ready to invoice or follow up
This service helps you maintain visibility over what’s outstanding and when action is needed — reducing the risk of missed payments and supporting stronger cash flow.
Most of the purchases your organisation makes are recorded as expenses immediately. However, when you invest in significant assets — such as vehicles, equipment, or property improvements — you may prefer to spread the cost over several years.
Our Assets and Depreciation service helps you track the declining value of those assets through regular depreciation journals in your accounting system. This process can be updated monthly, quarterly, or annually to suit your reporting needs.
We assist by:
- Recording depreciation entries for the key assets you’ve identified
- Incorporating any instructions or determinations from your accountant
- Ensuring your financial reports reflect both the expensed and remaining value of your assets
By keeping depreciation journals current, we help reduce the chance of unexpected adjustments and support more accurate budgeting and reporting.
It’s easy for your accounting system to become misaligned — often without you even realising it. You might have already experienced this, especially when:
- Multiple users are entering data, sometimes leading to duplication
- New team members are unsure how to process transactions
- Experienced users are short on time to check data accuracy thoroughly
To help stay on top of these issues, our Period-End Reconciliation service includes structured checks at the end of each period. These help maintain accurate records and identify potential discrepancies early — before they impact your financial processes.
Some of the key checks we may perform include:
- Reviewing for transactions that don’t align with your bank account
- Reconciling Wages Payable to confirm payroll matches your system
- Cross-checking PAYG to help ensure remitted amounts align with reports
- Verifying Superannuation Payable to confirm correct allocations
- Aligning your ATO Client Account with your system records (GST, PAYG, interest, penalties)
These checks help reduce risk, avoid unnecessary adjustments, and give you more confidence that your accounts are in good order at each stage.
With everything configured, your new team member will be ready for the next pay run — without the stress of rushed corrections or entitlement errors. It’s a practical way to build trust from day one, reduce payroll follow-ups, and support your team with clear, reliable systems from the outset
Reliable financial reports help keep your records accurate, your oversight clear, and your decision-making grounded in up-to-date information. As part of our Reports service, we’ll provide the regular accounting reports needed for effective financial tracking. These typically include:
- Profit and Loss Report – also called a Statement of Financial Performance or a Statement of Income and Expenses
- Balance Sheet Report – also known as a Statement of Financial Position
These reports are tailored to your accounting system and delivered as part of your regular processing. They provide a consistent foundation for your ongoing financial visibility and compliance.
Beyond these foundational reports, there’s a wide range of additional reporting possibilities available — including dashboards, outlook projections, and deeper financial insights like our Financial Synopsis. These options are designed to support strategic conversations and decision-making, and you’ll find more about them in the Strategy section of this site.
Having a meaningful budget in place is one of the simplest ways to improve clarity, reduce frustration, and stay in control of your funds.
Whether budgeting is a requirement for your organisation or simply a wise practice, a well-structured budget gives you and your team a clearer picture of what’s planned, what’s spent, and what’s coming. It can help reduce confusion, avoid unexpected overspending, and support better decisions — even in fast-moving or volunteer-led environments.
As part of our Budgets service, we’ll support you by:
- Supplying a clear table of your general ledger accounts for easy budget entry
- Integrating your budget into your accounting system for live tracking
- Including budget vs. actual comparisons in your regular financial reports
For many teams, this level of support is just right. And if your needs grow more complex — whether due to project growth, board requirements, or detailed fund tracking — we’re ready to explore tailored solutions with you.
When you join us, one of our key priorities is setting up a simple, secure, and efficient way for documents to flow between us. This not only saves you time but also helps ensure your records are stored safely and remain accessible throughout key retention periods.
We’ve built a user-friendly system to support this process:
• You’ll have a dedicated, secure online In Tray where you can upload documents anytime
• Once processed, we’ll file them electronically in a backed-up environment and retain them in line with standard recordkeeping timeframes
• During that period, we’re happy to provide copies of any documents submitted through this process
Our Record Keeping service is designed to support your peace of mind by handling documents with care, confidentiality, and respect. It’s especially helpful during audits or when you need timely access to past records — without the hassle of digging through old inboxes.
Please note this service applies to documents you’ve submitted through the In Tray. It’s a simple but helpful way to support your broader recordkeeping responsibilities and keep key documents within easy reach during required periods.
Payroll and Employees
A well-structured payroll system is one of the quiet pillars that holds everything else steady. Done right, it not only keeps your team paid and records tidy—it also gives you clarity, confidence, and protection.
Our Payroll System Setup service is designed to make sure your payroll foundations are solid from the outset, tailored to your specific structure, staff mix, and operational requirements.
We know how complex payroll can be—especially with changing rules, unique remuneration packages, and multiple leave types. If your setup isn’t aligned with your real-world processes, it can cause ripple effects for months down the track. Our job is to help you get it right from the beginning.
This setup may include:
- Creating accurate payroll calendars, cycles, and procedures
- Setting up general ledger payroll components to enable tracking and insights
- Mapping your default payroll accounts
- Configuring pay items such as PAYG, superannuation, and BAS reporting
- Aligning leave items (e.g. annual, personal, long service) with your policies
- Establishing superannuation funds within your system
- Enabling Auto-Super features where applicable
- Reviewing and configuring Single Touch Payroll (STP)
We take the time to carefully align each part of your payroll system with your organisation’s needs—whether you’re starting fresh, expanding your team, or restructuring how things are managed. With a well-configured system, your team will experience fewer payroll-related issues, and your records will support clear reporting, compliance, and end-of-year confidence.
Expanding your team is an exciting step — and getting new employees set up properly in your payroll system is an important part of their onboarding journey. Done well, it helps prevent delays, supports accurate entitlements, and gives everyone confidence moving forward.
Our Employee Setup service makes this process simple, structured, and comprehensive. We’ll guide you through the essentials to help ensure each employee is set up correctly from the start.
We provide standard versions of the key forms, helping you easily gather the required information:
- Personal details
- Tax File Number (TFN)
- Superannuation Fund details
- Required Fair Work information
Once these forms are completed, we’ll take care of entering the information into your payroll system, including:
- Employee contact information
- Pay cycle and taxation details
- Employment basis and leave accruals
- Bank account details for net pays
- Standard pay templates
- Superannuation accruals
When it comes to your regular pay run, there are four things your team will genuinely appreciate:
- Accurate pay runs
- Timely payments
- Prompt follow-up on any issues
- Reliable payroll record-keeping
These are the core outcomes we aim to deliver through our Pay Run Processing service. We manage each regular pay cycle with care and consistency, helping you stay compliant and well-organised.
To support you in this, our pay run service includes:
- Processing your pay run in your payroll system each period
- Uploading net payroll payments to your online banking for authorisation (where applicable)
- Recording and reviewing leave transactions, including Annual Leave and Personal/Carer’s Leave
- Reviewing and updating salary sacrifice arrangements
- Processing timesheets, if applicable
- Handling irregular or corrective pay runs
- Issuing payslips to employees for each pay cycle
- Calculating and recording PAYG liabilities
- Calculating and recording Superannuation liabilities
- Filing Single Touch Payroll (STP) obligations
We also make it easy to access historical payroll information when needed — whether it’s for responding to staff queries or preparing for EOFY. Our systems allow us to generate a wide range of reports quickly, helping you feel confident that everything is in order.
Keeping payroll records current also makes year-end far smoother. Employees receive their STP information promptly, reducing the likelihood of follow-up questions when tax time comes around.
Superannuation plays a vital role in your team’s entitlements and your organisation’s compliance. When managed well, it becomes a smooth part of your regular processes — but if overlooked, it can create challenges with the ATO, your team, and your cash flow.
Our Superannuation service supports you by:
- Accurately recording and accruing superannuation entitlements each pay run in your accounting system
- Monitoring due dates and contribution periods
- Preparing your superannuation remittance
- Verifying that contributions align with payroll and entitlements
- Streamlining the lodgement and payment process to help ensure contributions are made on time
By keeping this process clear and up to date, we help reduce the risk of unexpected liabilities and ATO penalties — giving you greater confidence and supporting smooth financial operations.
Single Touch Payroll (STP), introduced by the ATO, requires employers to submit payroll information with each pay event — typically every pay run — as well as finalise reporting at the end of each financial year.
Our STP Reporting service helps you stay compliant with this ongoing requirement and includes:
- Registering you for STP under our Agent authority with the ATO (if not already registered)
- Setting up the process for regular STP lodgements
- Lodging STP reports after each pay event
- Establishing your annual STP finalisation schedule
- Preparing and lodging your annual STP Finalisation with the ATO
- Managing the annual update of your STP authority, including tracking expiry, sending updates for signing, and securely storing signed copies
This service is designed to keep your STP obligations up to date and reduce the risk of compliance issues. It offers added confidence that this important part of your payroll is taken care of — so you can stay focused on your wider priorities.
Your payroll system might not always catch every detail you need to stay on top of. Important events can come up that directly impact your regular pay runs, including:
- Changes to award rates
- Junior employees reaching a birthday that affects their pay rate
- Work anniversaries prompting pay level adjustments
- Employees becoming eligible for superannuation upon reaching an age or hours threshold
These key dates can sometimes be missed, leading to avoidable errors or backpays.
Our Staff and Award Monitoring Dates service helps you stay ahead by tracking these important milestones. We’ll help ensure updates are actioned in a timely way, supporting smoother payroll processes and reducing the risk of unexpected issues.
Long Service Leave (LSL) can be a complex and time-consuming obligation for many organisations. Entitlements often vary depending on employment type or role (e.g. permanent, casual, contract), and in some sectors, LSL may even be transferable between employers. Payroll systems often struggle to manage these nuances — especially when employment structures are non-standard or mixed.
These challenges are particularly common in non-standard situations — for example, in churches or ministries with a mix of ordained and non-ordained staff, or in businesses managing employees across multiple states with differing entitlements. In such contexts, it can be easy for LSL obligations to fall behind or become unclear.
Our Long Service Leave Review and Update service helps by:
- Monitoring an annual cycle to update your LSL obligations
- Calculating LSL liabilities for each employee based on their employment type and agreement
- Updating your accounting system’s general ledger to reflect current LSL provisions
- Keeping a clear record of calculations for future reference
With your LSL obligations reviewed regularly, you’ll be better placed to avoid unexpected liabilities and improve cash flow planning. This proactive approach helps ensure your financial reports give a clearer picture of your organisation’s true financial responsibilities.
ATO and Other Compliance
Lodging your Business Activity Statement (BAS) and Instalment Activity Statement (IAS) is a vital part of staying compliant with Australian tax obligations. These lodgements are not just about ticking a box — they can directly affect your organisation’s cash flow, reporting accuracy, and financial peace of mind.
Delays or errors can lead to penalties, interest charges, and unnecessary administrative work to fix past mistakes. Beyond the financial impact, they can also create confusion when comparing reports, reconciling accounts, or planning for the months ahead.
Our Activity Statement service is designed to reduce that risk and ease the load on your team. We help manage your BAS/IAS process from start to finish by:
- Reviewing your GST setup and tax codes to help ensure they’re correctly configured
- Running regular checks of your reconciliation reports to identify any anomalies early
- Reviewing your GST transactional audit reports and PAYG figures to support accurate reporting
- Preparing your BAS/IAS each period and sending it to you for review and approval
- Lodging your approved BAS/IAS electronically with the ATO, on time and in line with your obligations
- Applying system locks to prior periods to help prevent accidental changes to previously lodged data
As a registered BAS Agent with the Tax Practitioners Board, we’re also able to communicate directly with the ATO on your behalf — whether it’s helping to resolve a query, respond to a notice, or clarify your current status.
To make things even easier, we can handle the journaling of your GST, PAYG, and ATO Client Account entries directly into your accounting system. This helps reduce double-handling and gives you greater clarity over what’s been lodged, paid, or outstanding — all visible from your usual financial reports.
Our goal is to help you stay ahead of compliance deadlines, avoid unnecessary costs, and maintain clean, accurate records you can rely on.
Some industries — such as construction, cleaning, courier, and security services — are required to lodge an annual report with the ATO detailing payments made to contractors. This report, called the Taxable Payment Annual Report (TPAR), helps the ATO track contractor income and tax compliance across affected industries.
For many organisations, preparing this report can feel like an added administrative burden — especially if systems aren’t set up to track these payments clearly throughout the year.
We help streamline the process by:
- Collaborating with you to help ensure your accounting system accurately tracks contractor payments and relevant details
- Reviewing your data to prepare the TPAR report for your review and authorisation
- Lodging the approved report directly with the ATO on your behalf
We’ll also flag any potential issues we notice along the way — such as missing ABNs, incorrect classifications, or payments that may fall outside the report’s scope.
With our team managing this process, you can feel confident that your TPAR lodgement is timely, accurate, and handled with care — freeing you up to focus on the rest of your business.
Managing annual DGR receipts doesn’t need to be time-consuming or stressful. We help streamline this essential process so your donors receive accurate, timely documentation — and your records stay clear and compliant.
As part of this service, we support you with:
- Capturing and allocating DGR donations correctly in your accounting software
- Preparing end-of-year summary reports for eligible donors
- Developing a clear and simple template for donor communications
- Assisting with the final preparation of attachments for each donor email
- Retaining year-end reports so you can easily revisit them if needed
This quiet but important process helps reduce donor enquiries and follow-ups — and helps ensure your supporters have what they need for their tax returns. With better systems in place, you’re free to focus on your mission while still fostering goodwill and trust.
Managing Minister’s Expense Accounts (MEAs) and other Exempt Fringe Benefit (EFB) arrangements—such as Non-Cash Benefits (NCB), Non-Reportable Fringe Benefits (NRFB), or Minister’s Discretionary Benefit Accounts (MDBAs)—can quickly become complex and time-consuming. These structures often vary between organisations and may require careful attention to help ensure accurate records, smooth administration, and compliance with your policies and the ATO.
Our Exempt Fringe Benefits Management service is designed to help simplify and support the setup and ongoing administration of these benefits.
We begin by reviewing your current setup to identify opportunities for greater clarity or improved efficiency. If updates are needed, we’ll help implement and manage them. If your existing structure works well, we’ll support its day-to-day management with clear systems and dependable processes.
Our service includes:
- Setting up EFB/MEA accounts in your general ledger and payroll system
- Developing and monitoring workflows for accruals, claims, and payments
- Accounting for GST on eligible claims and ensuring appropriate coding
- Aligning accrual records with the funds held for EFB/MEA obligations
- Providing templates for use in submitting claims
- Offering ongoing advice and support for managing EFB/MEA systems
To help your team stay informed, we can also provide regular reports on balances and history—either to management or to individual team members, depending on your preference.
By supporting you with structured processes and clear reporting, we aim to make your fringe benefit arrangements easier to manage—reducing complexity, minimising risk, and freeing up your team to focus on their core responsibilities.
Reporting to government or regulatory authorities can be time-consuming — but we’re here to help carry that load.
Our External Authority Submissions service supports you with gathering the relevant financial figures for your regular reporting obligations, helping to reduce admin burden while keeping things on track. Common examples include:
Annual Workers Compensation Figures – we help you prepare the necessary remuneration figures for workers compensation insurance by:
- Running payroll reports to capture earnings and super
- Checking for extras like packaged fringe benefits
- Summarising the relevant figures to assist you with your policy reporting
Annual ACNC Financial Figures – for charity clients, we support the preparation of financial figures for ACNC submissions by:
- Offering guidance on key reporting requirements
- Collaborating with your accountant or auditor as needed
- Supplying the financial data to assist you in completing your submission
While you’ll always make the final call on what’s submitted, we aim to simplify the process by providing clear, accurate figures and helpful context — so you can stay compliant and focused on your core work.
Maintaining clear, up-to-date records for each of your grants is essential for ensuring compliance and making sure funds are used appropriately. Our Grant Acquittal Records service helps you manage these requirements by capturing and updating all key financial information associated with your current grants.
These records typically include details such as the grant amount, intended use, reporting requirements, restrictions, and relevant timeframes.
Our approach includes:
• Establishing a comprehensive record for each grant, capturing all relevant information
• Periodically reviewing the funds associated with each grant to support accurate tracking
• Updating the records as changes arise, such as revised amounts, reporting shifts, or new conditions
• Developing and implementing general ledger journals that align with the grant’s financial requirements
By keeping these records current, we aim to make the acquittal process smoother when it’s time to report back to your grant provider. You’ll have the financial information you need on hand — making it easier to demonstrate how funds have been used and stay aligned with grant expectations.
Franking credit refunds can be surprisingly complex — especially for churches, trusts, and not-for-profits that receive investment distributions. Our Franking Credit Refund Support service helps you stay on top of your entitlements and streamlines the process from start to finish.
We support you by:
- Tracking trust distributions you notify us about
- Reviewing applicable franking credits
- Preparing and lodging the relevant ATO claim forms
- Monitoring the progress of your refund and keeping you updated
- Confirming when the funds arrive and ensuring they’re correctly recorded in your accounts
This service is designed to reduce admin and keep things moving — freeing you up to focus on your priorities while we take care of the details.
Payroll tax can be a tricky space — it varies across states and territories, kicks in above certain thresholds, and often falls outside the usual payroll routine. Our Payroll Tax service helps bring clarity and structure to the process, supporting you in staying compliant and prepared.
We assist by:
- Checking the relevant thresholds and rates for your state or territory (in line with your accountant’s advice)
- Reviewing wage records to determine whether payroll tax applies
- Helping you prepare the documentation needed for lodgement
- Supporting the lodgement process itself, aiming to keep everything organised and up to date
Our focus is on making this process easier to manage — helping you avoid surprises, stay on top of your obligations, and submit your payroll tax returns with confidence.
System Setup and Review
Gaining control of your accounts starts with the right software — and making sure it’s set up properly. If your current setup isn’t giving you clarity, reliability, or ease of use, we can help you take the next step.
Our Accounting Software Setup service supports you in selecting and configuring bookkeeping software that suits your organisation’s needs. We work with a range of leading cloud-based platforms and will help you choose one that fits your structure, budget, and reporting requirements.
Once selected, we’ll take care of the setup and configuration, including:
- Setting up your chart of accounts
- Reviewing or registering GST and PAYG settings with the ATO
- Configuring key workflows and transaction categories
- Assisting with bank feed setup
We also provide practical training and user-friendly documentation to help your team manage the system with confidence.
As part of this service, we’ll also review your initial setup and correct common issues, including:
- Checking the accuracy of your software configuration
- Verifying that accounts and journals correctly reflect your transactions
- Identifying and advising on any corrections or repairs needed
- Recommending streamlined systems and workflows to maintain accuracy
By the end of this process, you’ll have a clean, functioning system — with the clarity and confidence to move forward. And if anything isn’t working quite right, we’ll help troubleshoot and resolve it with you. That way, you’re not just starting fresh — you’re starting strong.
A well-structured chart of accounts is essential for effective financial management. With our Chart of Accounts service, we work alongside you to build a clear, tailored structure that reduces confusion, supports accurate processing, and enables compliant, insightful reporting.
When developing or reviewing your chart of accounts, we focus on practical priorities such as:
- Understanding your operations, income streams, and program areas
- Mapping the financial aspects of your various functions, activities, or ministries
- Managing designated funds or reserves and ensuring they’re tracked effectively
- Aligning your bank account structure with operational requirements
- Categorising common expenses in a way that reflects real-world usage
Our goal is to help your chart of accounts reflect how your organisation truly operates, while meeting your reporting needs and aligning with your accountant’s or auditor’s expectations.
The result is a chart of accounts where:
- All key items are clearly represented, appropriately named, and well grouped
- Accounts are accurately structured to support clear, consistent reporting
This strong foundation helps unlock meaningful insights, improves decision-making, and supports both day-to-day operations and long-term financial stewardship.
Integrating external systems with your financial processes can be a valuable way to reduce manual handling and improve the quality of your financial data. Our External System Integration service supports the smooth flow of information from connected platforms into your accounting system.
We work with a range of external systems — such as expense management tools, donor platforms, and payment services — and can assist with aligning their outputs into your records. Whether it’s tracking expenses, managing contributions, or reconciling payments, we help you make sure the data is captured accurately and consistently.
This service helps lay the groundwork for more reliable reports and smoother processes by supporting consistency between your external and internal systems. Where useful, we can also highlight any discrepancies that may need review, helping to strengthen your financial records and reduce confusion down the track.
Managing expense approvals doesn’t need to mean chasing emails or digging through spreadsheets. Our Approval Workflow Automation service gives you a streamlined way to submit, approve, and process expenses — all in one simple flow.
Whether it’s a bill, staff reimbursement, float request, or other expense, your team can submit items through a dedicated online form without needing access to your accounting system. Each request is automatically routed to the right approver based on your internal structure. And if it’s over a certain amount, the system will automatically escalate it for further approval.
Once approved, a summary of the request — including attachments — is securely sent to our team for processing. Submitters are notified of the outcome, so everyone stays in the loop.
We take care of the full setup for you, including:
- Customised form design and approval routing
- Notification and reminder settings
- Integration of approval thresholds
- Mobile app access so submissions can be made on the go
This system brings clarity and accountability to your internal processes — while freeing up time, reducing admin, and helping your organisation move faster with less hassle.
Sometimes it’s the quiet checks in the background that make the biggest difference.
Our Periodic System Review provides a second set of eyes on the work we do for you — helping to uphold the accuracy, consistency, and reliability of your financial records over time.
Depending on the scope of services, we’ll carry out regular checks across key areas such as:
- Payroll
- Superannuation
- Reconciliations
- Accounts payable
- Accounts receivable
- Activity statements
- Reports
- Other agreed areas
These reviews aren’t audits or investigations — and they won’t interrupt your day-to-day. Instead, they’re part of our internal commitment to steady, attentive service. If we spot anything that seems out of step, we’ll raise it gently and work with you to get things back on track.
It’s just one more way we help keep your systems calm, clear, and dependable — so you can lead with confidence, knowing things are being looked after behind the scenes.
Extended Support
Preparing for your annual audit or assurance review can feel demanding and time-sensitive — especially if you’re trying to keep your regular work moving at the same time. Our Year End service is designed to ease that pressure with steady support, helping you navigate this period with clarity and confidence.
We work alongside you to deliver what’s needed and make the most of the opportunity this season provides. This can include:
- Introducing you to trusted auditors or assurance review practitioners with church-specific experience (if helpful)
- Preparing comprehensive end-of-year reports in formats ready for your auditor or reviewer
- Assisting with detailed transactional reports and any special data requests
- Clarifying unfamiliar or one-off requests, so you know what’s required and why
This is also a good time to step back and reflect. Feedback from your auditor or reviewer can spark valuable improvements — and we’re here to help you identify practical next steps. Our team can support you in implementing those changes in ways that suit your context and capacity.
Ultimately, we want this process to not just be completed well, but to contribute meaningfully to the ongoing strength of your financial systems and the overall health of your organisation.
Preparing annual financial statements can involve a wide range of tasks — from reviewing property valuations to meeting head office reporting requirements. Our Annual Financial Statement Support service is designed to guide you through these tasks with clarity, offering input tailored to the specific needs of your organisation — whether you’re a church, charity, not-for-profit, or business.
We work closely with you to help prepare the information and figures your accountant or head office may require. This support can ease the pressure at year-end and help ensure your records are ready for the next step — whatever your reporting or review process involves.
Our support may include input into areas such as:
- Land and Property Revaluation: Reviewing property valuation documentation and updating your records by posting necessary journal entries, to help ensure your asset accounts reflect the latest valuations
- Property Receipts Analysis: Assisting with accounting for accommodation expenses that offset rental income, aligned with relevant reporting protocols
- Prescribed Financial Statements: Supporting the preparation of financial figures required for specific reporting formats, helping you meet internal or external submission requirements
Our goal is to provide meaningful assistance that makes your year-end process smoother — helping you manage the complexities of your annual financial statements with clarity and confidence.
Managing bank and superannuation payments is a vital aspect of financial operations. Our Bank and Super Payment Loading service is designed to help streamline these processes, covering the preparation and approval of payment files, such as ABA and BPay transactions, along with superannuation contributions. This service supports the efficient and secure handling of your payment activities.
For bank payment files, we carry out careful checks behind the scenes before sending files for approval, helping to support accuracy and maintain smooth financial workflows. Superannuation payments are handled with care, helping to support compliance and timely submission in line with regulatory standards.
This focused oversight contributes to the reliability of your financial operations, helping you concentrate on your mission and organisational goals with confidence.
Every organisation has unique priorities — especially when it comes to managing key activities and workflows. While our standard service provides broad coverage, our Critical Priority Monitoring service offers a tailored approach for tasks or dates that don’t follow a predictable schedule but are still vital to your operations.
This service helps ensure that your most important tasks receive the right attention at the right time.
With this service:
- We work with you to identify key events or irregular items that need focused attention
- Our team provides specific monitoring to help ensure these areas are addressed promptly and carefully
- You’ll receive proactive updates, keeping you informed along the way
By focusing on the unique aspects of your operations, this service helps you stay ahead of important and sometimes unpredictable workflows. It helps provide peace of mind that your critical items are managed smoothly, so you can maintain focus on your wider organisational goals.
Staying connected helps us make sure things stay on track — and that you always feel supported in the background of your day-to-day.
Our Service and Support Check-In is a simple, friendly touchpoint — typically by phone or email — to see how things are going, address any emerging issues, and explore how we can continue to support you well. It’s not about ticking a box — it’s about staying aligned and responsive to your needs.
During these check-ins, we’ll:
- Touch base regularly to see how things are progressing
- Address any concerns or questions promptly
- Follow up on anything that needs further attention
- Look for ways to improve your experience with us
If anything needs a deeper dive, we can always schedule a longer discussion — but most of the time, this gentle rhythm keeps things running smoothly. These conversations are about building a genuine, ongoing partnership — helping you feel confident that we’ve got your back.
