We are seeking a skilled bookkeeper or accounting professional to provide a full setup and catch-up service for a hospitality business. The work includes cloud accounting setup (Xero/QBO), EPOS and Dext integration, 9-month catch-up bookkeeping, VAT registration, and ongoing monthly bookkeeping and VAT compliance. Please provide an itemised quotation with estimated turnaround times for each component. Experience with hospitality accounts and MTD compliance preferred.
1. Cloud Accounting Setup Scope: Full setup of Xero or QuickBooks Online with a hospitality-specific chart of accounts Configuration of bank feeds, VAT, and management reporting templates Integration with EPOS system (subject to compatibility) Integration with Staffology Payroll and Dext (for automated expense capture) Deliverable: A fully configured cloud accounting system, ready for live use. Estimated timeframe: Approx. 3 days Additional notes: Initial setup of Dext subscription for expense capture and management QuickBooks Plus or Xero subscription management after setup
2. Historical Bookkeeping (Catch-Up: February–October 2025) Scope: Posting of all sales (based on Z-reads or EPOS exports) and purchase invoices/receipts from Excel summaries Reconciliation to merchant/card settlements and bank statements Identification, communication, and resolution of missing records Ensure records are complete and reconciled for VAT registration and compliance Deliverable: Fully reconciled catch-up bookkeeping up to October 2025 with supporting schedules and reconciliation reports. Estimated timeframe: Approximately two weeks
3. VAT Registration & First VAT Return Scope: Prepare and submit VAT registration (Effective date: June 2025) Review historical sales for VAT liability and pre-registration input VAT claims Prepare and submit first VAT return under MTD Deliverable: VAT registration confirmation and compliant submission of the first VAT return under MTD. Estimated timeframe: 1–2 days
4. Ongoing Monthly Bookkeeping Service Scope: Monthly bookkeeping covering sales, purchases, payroll journals, and reconciliations Quarterly VAT returns under MTD Monthly management reports (Profit & Loss, Balance Sheet, VAT position) Maintain audit trail and digital record compliance under MTD Deliverable: Accurate monthly financials, reconciled accounts, and compliant VAT submissions. Estimated time commitment: Approx. 1 day per month
General Terms All work to comply with UK bookkeeping and VAT record-keeping standards. Service provider must be familiar with Xero, QuickBooks Online, Dext, and Staffology Payroll. Work to commence upon acceptance and completion of onboarding checklist. Monthly bookkeeping to continue on a rolling basis once setup and catch-up are complete. Clear communication and collaboration required for missing data queries and reconciliation review.
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