We have been working with Archidata Limited, a surveying company for over 9 years now and continue to support them as they continue to thrive. We set them up at their inception on Xero and trained them in the use of Xero Projects to record time spent on the jobs they undertake for payroll purposes and to measure job profitability. They were also trained to generate quotes on Xero for mosts jobs that they undertake and they convert these to invoices once a job is completed, sending these directly to clients from Xero. The field team were also trained in how to submit expenses through Xero Me
FJT deals with all other aspects of bookkeeping on Xero liaising with the team as required, posting all payments and receipts through the bank as well as reviewing the Profit and Loss and Balance Sheet postings monthly to ensure there is integrity of data for submission of the quarterly VAT returns.
Supplier invoices are emailed to Xero for posting as are expense receipts which have been photographed and uploaded by the director and staff. FJT works with Archidata's Director and team to ensure all project timesheets are completed in readiness for payroll and that any additions, amendments or deductions in relation to bonuses, leave, sickness and pension contributions are taken into consideration before running the payroll. FJT keeps a monthly record of month end and year end closes so that there is an audit of any exceptional occurrences for reference, if required by the Accountant or in case of investigation.
FJT provide management accounts on demand, for the independent review of the Director and company accountant and prepare the accounts for the end of year review prior to submission to Companies House and HMRC. Over the last year we have developed the use of Whatsapp to improve efficiency for the staff out in the field without compromising the need to keep records of certain pertinent activities which we communicate through email to ensure we have a clear audit trail.