Process
Our Bookkeeping Process
A structured bookkeeping and BAS support process designed to keep your records accurate, current, and easier to manage.
Bookkeeping works best when it is not treated as isolated data entry. We take the time to understand your business, document recurring tasks, identify review points, and maintain your accounting file with clear workflows and practical compliance checks. As a Registered BAS agent based in Sydney and serving businesses Australia-wide, we support Xero bookkeeping workflow, MYOB bookkeeping workflow, BAS lodgement process, Payroll and STP support, reconciliation workflow, EOFY bookkeeping support, and Catch-up bookkeeping needs.
Bookkeeping process
From onboarding to ongoing improvement
Each stage is designed to create clearer responsibilities, documented checks, deadline management, and practical exception handling.
- 1
Understand your business
We start by learning how your business operates, how money moves through the business, and what support you need from your accounting file.
- Review your current Xero or MYOB file where applicable
- Understand your business structure, GST registration, payroll setup, and reporting cycle
- Identify key income streams, expenses, bank accounts, loans, and payment platforms
- Confirm current BAS, IAS, payroll, and EOFY support requirements
- Identify urgent issues, backlog, or clean-up requirements
- 2
Review access, records, and obligations
Before recurring work begins, we confirm that the required access, records, and compliance information are available.
- Confirm access to Xero, MYOB, bank feeds, payroll, and source documents
- Review prior reconciliations and outstanding bookkeeping issues
- Confirm lodgement frequency and upcoming ATO deadlines where relevant
- Identify missing records or unclear transactions
- Confirm communication channels and client approval points
- 3
Document the workflow
We document the recurring bookkeeping workflow so tasks, deadlines, responsibilities, and review steps are clear.
- Set recurring bookkeeping, payroll, BAS, and reporting tasks
- Record source document requirements
- Define approval points for payroll, supplier payments, and lodgements
- Document exception handling for unclear or incomplete transactions
- Establish review points before reporting or lodgement
- 4
Maintain and reconcile
We process and maintain your accounts according to the agreed workflow, with reconciliations and checks built into the process.
- Code and allocate transactions
- Match receipts, invoices, bills, and bank feed items
- Reconcile bank, credit card, loan, payroll, GST, and clearing accounts where applicable
- Review aged payables and receivables
- Raise queries where information is incomplete or inconsistent
- 5
Review, report, and lodge where applicable
Before reporting or lodgement, we complete review checks and resolve outstanding queries where possible.
- Review GST coding and BAS/IAS figures
- Check payroll, STP, PAYG withholding, and superannuation information where applicable
- Prepare accountant-ready reports where required
- Provide clear reporting and exception notes
- Lodge BAS or IAS through registered BAS agent systems where authorised and within scope
- 6
Improve and adapt
As your business changes, we adjust the workflow so your bookkeeping remains practical, controlled, and useful.
- Refine processes as transaction volume, staff, systems, or reporting needs change
- Identify automation opportunities in Xero, MYOB, and connected apps
- Improve record collection and approval workflows
- Support system setup, clean-up, or migration where required
- Maintain continuity through documented procedures
Why this process matters
Less rework, clearer records, better continuity
A structured process reduces rework, missed information, unclear responsibilities, and last-minute pressure before BAS, payroll, EOFY, or reporting deadlines. It also creates better audit trails and gives your accountant cleaner records to work with.
- Fewer unresolved transactions
- Clearer BAS, payroll, and reconciliation checks
- Better handover to your accountant at EOFY
- More reliable reporting for business decisions
Client responsibilities
Accurate bookkeeping needs timely information
Accurate bookkeeping depends on timely and complete information. We work best with clients who provide access, source documents, approvals, and responses when needed.
- Provide access to Xero, MYOB, payroll systems, bank feeds, and relevant source documents
- Respond to coding, GST, payroll, and reconciliation queries in a timely manner
- Review and approve payroll, supplier payments, and lodgements where required
- Tell us about business changes that may affect bookkeeping, GST, payroll, or reporting
- Avoid sending sensitive information such as Tax File Numbers or passwords through unsecured channels
Clever Cloud Business Solutions provides bookkeeping and BAS agent services within the scope of registered BAS services. Where matters fall outside this scope, we work with your accountant or tax adviser as required.
Ready for a clearer bookkeeping process?
If your bookkeeping, BAS, payroll, or reconciliation workflow feels reactive or unclear, we can help you create a more structured and controlled process.