Bookkeeping

Bookkeeping done in your ERP, not alongside it

Most outsourced bookkeeping happens in a separate ledger and gets reconciled back to your system afterwards. That reconciliation is where the discrepancies, the delays and the arguments come from. We process inside the system you already run on.

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Inside SAP B1 or Business Central
One set of books, always current
Reconciled as we go, not at month-end

The situation

What tends to be wrong

The ERP is always behind

Processing happens elsewhere and is posted across periodically, so the system nobody can rely on for a current position is the one everyone is supposed to run on.

Reconciliation is the job

A significant part of the month is spent making two ledgers agree, which produces no information and adds no control.

Allocation is manual

Receipts are matched to invoices by hand every week because nothing was configured to do it automatically.

Aged debt is not trusted

The aged debtors report is known to be wrong in ways people have learned to work around rather than fix.

It stops when someone is away

One person does the processing, nothing is documented, and the backlog builds through every holiday.

Errors surface at year-end

Miscoded transactions and unmatched items are found by the accountant months later, when correcting them is most expensive.

How we work

Processing where the system can enforce the rules

Working inside your ERP means validation, approval and posting rules apply as data is entered, rather than being checked afterwards by a person.

We process purchase invoices, sales invoices, receipts and payments directly in SAP Business One or Business Central, against your chart of accounts and your document rules. Coding follows a documented convention rather than a bookkeeper’s habit, so the analysis behind your management accounts stays consistent from month to month and from person to person.

Reconciliation happens continuously rather than as a month-end event. Bank is reconciled and allocations matched on a regular cycle, so the aged debt and creditor positions are usable at any point rather than only after a period-end exercise. Where something repeatedly fails to reconcile, we treat that as a configuration question rather than a permanent manual task — which is the part most bookkeeping arrangements cannot do.

Everything is documented: the coding convention, the processing timetable, who approves what, and how each reconciliation is evidenced. That is what makes the arrangement robust to holidays, handovers and your own team changing.

How the work is controlled

A documented coding convention
Approval routed through the system
Reconciliations evidenced, not asserted
More than one person who knows the process

What we do

The day-to-day work

Purchase ledger

Supplier invoice processing, coding, matching to purchase orders and goods receipts, approval routing and payment run preparation.

Sales ledger

Customer invoicing and credit notes, receipt posting, allocation against invoices, and aged debt maintained in a usable state.

Bank and cash

Bank reconciliation on a regular cycle, automated matching where the system supports it, and unpresented items kept short.

Expenses and cards

Employee expenses and company card transactions coded, evidenced and posted, rather than accumulating for a year-end catch-up.

Controls and evidence

Segregation of duties in the system, approval thresholds enforced, and a documented audit trail for each reconciliation.

Cover and continuity

A documented process and more than one person who knows it, so processing does not stop for annual leave or a resignation.

What changes

What you get

A current system

Your ERP reflects the real position at any point, rather than being brought up to date at month-end.

Aged debt you can act on

Receipts allocated promptly, so credit control is working from a position that is actually correct.

Consistent coding

A documented convention applied the same way each month, which is what makes management reporting comparable over time.

No parallel ledger

One set of books, so nobody spends time making two systems agree.

A cheaper year-end

Clean, reconciled records mean your accountant spends less time on queries and corrections.

How it works

The arrangement

Systems

SAP Business One and Microsoft Dynamics 365 Business Central. We work in your system, using your configuration.

Cycle

Agreed in advance — typically weekly processing with monthly reconciliation, adjusted to your volumes and payment runs.

Pricing

A monthly fee based on transaction volume and scope, agreed before we start. Backlog clearance is quoted separately.

Handover

A parallel period alongside your current arrangement, so nothing depends on a single clean cutover date.

Boundary

Bookkeeping and reconciliation. Statutory accounts, audit and tax advice remain with your accountant.

Fit

Whether this suits you

A good fit if

You run SAP Business One or Business Central and want processing done inside it
Your ERP is perpetually behind the real position
Volume has grown faster than your finance team
Processing stops whenever one person is away
Your accountant raises the same queries every year-end

Probably not us if

You want processing done in a separate ledger and reconciled back
You need statutory or tax work rather than bookkeeping

Common questions

Questions we are asked before a project starts

Will you work in our ERP or your own software?

Yours. Processing in your own SAP Business One or Business Central system means one set of books, a system that is current, and your team seeing exactly what we see. It also means the rules you have configured — approvals, validations, coding — actually apply to the work.

Can you clear a backlog?

Yes, and it is quoted separately from the ongoing arrangement so you can see what each costs. We would rather clear the backlog and establish a baseline than start a monthly service on top of an unknown position.

What about VAT?

We prepare VAT returns from the system and reconcile them to the ledger, ready for review and submission under Making Tax Digital. Formal tax advice, and any position that requires a professional opinion, stays with your accountant or tax adviser.

How do you keep coding consistent?

A written coding convention agreed with you at the start, applied by everyone who touches the ledger, and reviewed periodically. Inconsistent coding is the most common reason management accounts are not comparable month to month, and it is entirely preventable.

How far behind is your ledger?

Tell us what is processed where, and how current your system actually is. We will tell you what taking it on would involve and what it would cost.