Handing your books to someone else for the first time can feel like a leap, especially if they have been a shoebox, a spreadsheet, or a source of quiet dread. The good news is that a good bookkeeper makes the process simple, and the value shows up fast: clean numbers, no BAS-time panic, and time back in your week. Here is what working with us actually looks like, from the first conversation to the ongoing monthly rhythm.
Month One: Getting Set Up
The first month is about laying the foundation. We start by understanding your business, then get access to your accounting file and bank feeds. If you are already on Xero, we work in your file directly. If you are on spreadsheets or behind, we bring things current first so we are starting from an accurate base. We tidy your chart of accounts so your reports actually mean something, map your tax codes correctly, and set up payroll if you have staff.
We also agree the scope of what we will do in an engagement letter, so you know exactly what is included and what it costs. There are no surprises and no meter running every time you ask a question.
What We Will Need From You
Getting started is lighter than most people expect. Here is what helps us hit the ground running.
| What we need | Why |
|---|---|
| Access to your accounting file and bank feeds | So we can reconcile from accurate, live data |
| Your business and GST details | To code transactions and prepare BAS correctly |
| Payroll details for any staff | To run pay, super and Single Touch Payroll |
| Your receipts and bills | To back every transaction and claim what you are owed |
The Tools We Set Up
Part of a smooth start is putting the right, good-value tools in place so the admin looks after itself. We keep it simple.
Receipt capture. Instead of hoarding paper or emailing us photos, we set up a receipt-capture tool so a snap of a receipt turns into a clean record automatically. For higher-volume businesses we like Dext, which reads receipts and bills and pushes them straight into Xero, saving hours once you have real volume. (That link is an affiliate link, we only recommend tools we actually use.)
Signing documents. Because your BAS Agent needs your sign-off before lodging each BAS, IAS and TPAR, and your engagement letter and STP authority renew each year, we use secure, legally binding e-signatures so it takes seconds, not a printer. We use Alohi for this, it is secure, low cost, and keeps a clean audit trail.
The Ongoing Monthly Rhythm
Once you are set up, working with a bookkeeper becomes a calm, predictable routine rather than a quarterly scramble. We reconcile your accounts regularly so nothing piles up, run payroll and super on time, and send you a short monthly report on your profit, cash position and outstanding invoices. Around each BAS we get your sign-off and lodge on time using our registered BAS Agent extension dates. You are never chasing us, and BAS never blindsides you.
Crucially, we work with you all year, not just at tax time. When a question comes up, buying a vehicle, taking on a subcontractor, wondering what you owe the ATO, you can reach us and get a straight answer.
What Good Looks Like After a Few Months
Within a few months, most clients notice the same things: they spend minutes on bookkeeping instead of days, they walk into every BAS already prepared, and for the first time they actually trust their numbers enough to make decisions on them. That is the whole point, taking your books from chaos to calm so you can get back to running the business.
Thinking About Working With a Bookkeeper in Geelong?
We make getting started simple, clean setup, the right tools, and a calm monthly rhythm. Book a free 30-minute call and we will walk you through exactly how it would work for your business.
Book a Free CallFrequently Asked Questions
What happens when you first start with a bookkeeper?
The first month is setup: your bookkeeper reviews your accounts, connects bank feeds, tidies your chart of accounts, brings any backlog current, and agrees a scope in an engagement letter. After that, it settles into a predictable monthly rhythm of reconciling, payroll, reporting and BAS.
What information does a bookkeeper need from you?
Access to your accounting file and bank feeds, your business and GST details, payroll information for any staff, and your receipts and bills. Tools like Dext make handing over receipts painless, and a signed engagement letter sets out the scope.
How often will I hear from my bookkeeper?
A good bookkeeper works with you year round, not just at BAS time. Expect regular reconciliation, a short monthly report on profit, cash and outstanding invoices, and contact around each BAS, plus you can reach them when a question comes up.
Do I have to sign things every quarter?
Yes. Your BAS Agent should get your signed declaration before lodging each BAS, IAS and TPAR, and your engagement letter and STP authority are renewed each year. Secure e-signature tools make this quick, so it never holds up a lodgement.
Looking for a bookkeeper in Geelong? True Tally provides fixed-fee bookkeeping, BAS lodgement and payroll for small businesses across Geelong and the Surf Coast.