WELCOME TO MY GREAT BOOKKEEPER

Tell Us About Your Business

Every business has its own systems, workload and way of doing things.

This form helps us understand what you would like us to look after, what is already being handled by you or someone else, and how we can build the right Scope of Works for the relationship.

You do not need to know all the answers.

If you are unsure what services you need, how frequently something should be done or how a process should work, simply select Unsure — please guide me where available.

That is part of why we are asking the questions.

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Allow around 10–15 minutes

The form will only open the sections that are relevant to you, so a straightforward or BAS-only engagement may take less time. If you need to stop along the way, you can save your progress and come back to finish it later.

Your business story Step 1 of 12

Need more time? Your progress can be saved on this device so you can return and finish the form later.

Step 01

Business & Contact Details

Let's start with the legal entity this form relates to and the people we will be working with.

Business Details

Legal Entity Name The legal name registered against the ABN.

Trading Name Leave blank if it is the same as the legal entity name.

ABN

Business Structure

ACN

Industry / Type of Business

Website

Principal Business Address

Main Contact
This is the person we will normally contact regarding the bookkeeping, documents, questions and day-to-day matters.

First Name

Last Name

Position

Phone

Is the main contact authorised to give My Great Bookkeeper instructions for this entity?

Yes No

Are there any other people authorised to give us instructions for this entity?

Yes No

Other Authorised Contacts
Add anyone else who may provide instructions, approve matters or communicate with us on behalf of this entity.

Authorised Contact 1

First Name

Last Name

Position

Phone

Accountant / Tax Agent
You do not need to already have an accountant in order to work with us.

Which best describes your current accountant / tax agent situation?

I already have my own accountant / tax agent I do not currently have one and do not need a recommendation at this stage I do not have one — I would like My Great Bookkeeper to recommend someone I am already reviewing an accountant recommended by My Great Bookkeeper and will authorise contact details at a later stage Unsure — I would like some guidance

Adviser Type

Firm Name

First Name

Last Name

Phone

Can we communicate directly with your accountant / tax agent where information is required?

Yes No — please come through me first

Maybe we know the perfect accountant for you.

My Great Bookkeeper works independently with a number of accountants and tax agents, so you are not locked into one particular firm.

Where we make a referral, we generally look for accountants who provide a personalised service and a clear point of contact. We do not generally favour the large-firm model where a client can be passed from one person or department to another.

It is important to us that you can actually get hold of your accountant when you need them. We favour advisers who answer their phone where possible and, if they are busy, return calls promptly.

We may have somebody who is a very good fit for your business.

We already know who you are referring to.

There is nothing further you need to provide in this section at this stage.

Once you have decided to proceed with the accountant we introduced you to, we can confirm the appropriate authority for My Great Bookkeeper to communicate directly with them and confirm their contact details with you.

You can authorise that communication at a later stage.

Step 02

How Would You Like Us To Work With You?

You do not have to know exactly what service structure you need. Choose the option that sounds closest and we can guide you from there.

Which best describes what you are looking for?

Ongoing bookkeeping and BAS Agent services BAS Agent services only — I already have someone doing the bookkeeping Bookkeeping only — my accountant / tax agent will handle the BAS Payroll support only I only need selected bookkeeping services I am not sure what I need — please guide me

You can keep your existing bookkeeper.

If you are engaging us for BAS Agent services only, we are not assuming that we are replacing the person currently completing your bookkeeping. We can work alongside your internal bookkeeper, external bookkeeper or accountant and focus on the BAS Agent review, working papers and lodgment process.

Some of the operational bookkeeping sections that follow will be skipped because they may not apply to you.

Which services do you believe you may need? Select as many as you like. This is not the final scope.

General bookkeeping Bank reconciliations Credit card reconciliations Loan / finance account reconciliations Accounts payable Accounts receivable Payroll Superannuation BAS preparation and lodgment Management reporting Cash-flow forecasting Budgeting TPAR Payroll tax support Workers compensation wage reporting Fixed asset register maintenance Software / integration support I am unsure which services should be included — please guide me

Anything else you believe you may need help with?

Step 03

Where Are The Books Up To?

We will not assume that we are replacing your existing bookkeeper. First tell us who is currently doing the day-to-day bookkeeping.

Who is currently completing the day-to-day bookkeeping?

An external bookkeeper Me or somebody internally My accountant / tax agent No one currently Unsure

Would you like the person currently doing the bookkeeping to continue?

Yes No Unsure

That's fine. We can work alongside your existing bookkeeper rather than taking over their role. This is particularly common where we are engaged for BAS Agent services, review work or specific bookkeeping support.

When do you expect their involvement to finish?

Is the bookkeeping currently up to date?

Yes No I'm not sure

What month / date do you believe the bookkeeping is current to?

Last Month You Believe Was Fully Completed

Approximate Catch-Up Period

Are there any known bookkeeping, payroll, GST, BAS or reconciliation problems you would like us to investigate?

Step 04

Banking, Payment Facilities & Missing Information

This helps us understand the transaction volume and how you would like us to deal with information that is still needed.

Active Bank Accounts

Active Credit Cards

Loan / Finance Accounts

Approximately how many bank and credit card transactions go through the business each month?

Which payment facilities or merchant systems does the business use?

Stripe Square PayPal Tyro HICAPS Afterpay Other

Other Payment Facilities

When information is missing and it is not urgent

Tell us how you would prefer us to follow it up. If something is urgent or affects payroll, a payment deadline or a BAS lodgment, we may contact you sooner.

How would you like us to follow up non-urgent missing information?

Keep a running list and email it to me Email me the list and then call me so we can go through it together on the phone Contact another authorised person in my team Unsure — please recommend the best process

If it is not urgent, how often would you like us to send or review the outstanding information?

Which authorised person should we contact?

Our preference is not to work backwards. The sooner supporting documents reach the bookkeeping, the less time is spent later trying to identify transactions or chase information.

Step 05

Accounts Payable & Hubdoc

Would you like us to manage accounts payable?

Yes No / not required Unsure — please guide me

Approximate Supplier Bills Per Month

How Are Supplier Bills Currently Received?

What would you like us to manage?

Enter supplier bills Manage Hubdoc / supporting documents Reconcile supplier statements Review outstanding accounts payable Prepare payment runs Prepare ABA / payment files Issue supplier remittances Employee reimbursements

Accounts Payable Timetable
This helps us define exactly how often the work is completed and what day you expect it to be ready.

How Often Should Accounts Payable Be Prepared?

What Day Would You Like The Payment Run / Bill List Ready?

What Day Are Supplier Payments Normally Released?

How Much Time Do You Need To Review A Payment Run?

If Fortnightly, When Should The Cycle Start?

If Monthly, What Date / Timing Do You Prefer?

Who Approves Supplier Payments?

Who Releases The Payment Through The Bank?

Ideally, the bill reaches Xero before the money leaves the bank. Supplier invoices can be sent into Hubdoc and published into Xero so the bill is already sitting where it belongs when the payment appears in the bank feed.

Can you and your team photograph receipts when a business card is used and send the receipt into Hubdoc?

Yes — that will be easy Show us the best way and we will set up the habit We may need some reminding or chasing Not applicable

If the card comes out, the phone comes out too. Taking a photo of the receipt while it is still in your hand and sending it to Hubdoc can make a significant difference. The less time we spend chasing documents after the event, the more efficiently we can complete the bookkeeping.

Step 06

Accounts Receivable

Would you like accounts receivable support?

Yes No / not required Unsure — please guide me

Approximate Customer Invoices Per Month

Where Are Customer Invoices Raised?

What would you like us to manage?

Raise customer invoices Manage recurring invoices Allocate customer payments Reconcile customer accounts Send customer statements Monitor overdue accounts Email overdue customers Telephone overdue customers

When Should Overdue Follow-Up Begin?

How Often Should Overdue Accounts Be Reviewed?

Preferred Day For Debtor Review

Who Handles Customer Invoice Disputes?

Who can approve credit notes, customer refunds or bad-debt write-offs?

Step 07

Payroll

Would you like us to manage payroll?

Yes No / not required Unsure — please guide me

Total Employees

Full-Time

Part-Time

Casual

Are timesheets used?

Yes No Unsure

Timesheet System

Who Approves Timesheets?

Payroll Timetable
We need to know when information reaches us, when payroll should be prepared and when employees need to receive their pay.

Payroll Frequency

What Day Should Employees Receive Their Pay?

What Day Will Approved Timesheets / Payroll Information Reach Us?

What Time Will That Information Be Ready By?

What Day Would You Like Us To Prepare Payroll?

By What Day Does Payroll Need To Be Approved?

If Fortnightly, When Should The Cycle Start?

If Monthly, What Date / Timing Is Payroll Normally Processed?

Who Approves Payroll?

Who Releases Payroll Payments Through The Bank?

Does payroll regularly involve:

Award-covered employees Salaried employees Overtime Allowances Bonuses Commissions Salary sacrifice Employee reimbursements

What would you like us to manage?

Payroll processing STP lodgment Payroll reconciliation Superannuation processing Employee onboarding Employee terminations Leave reconciliations Payroll ABA / payment-file preparation

How often would you like superannuation processed?

Each pay cycle Monthly Quarterly Unsure — please recommend

Payroll timing depends on information being supplied on time. The agreed timetable assumes complete and approved payroll information is supplied to us by the agreed cut-off.

Are there any known payroll problems or historical issues?

Step 08

BAS Agent Services, Reporting & Systems

Would you like My Great Bookkeeper to provide BAS Agent services?

Yes No — someone else will handle the BAS Unsure — please guide me

Preparing and lodging your BAS

Where we are engaged to prepare and lodge your Business Activity Statement, we work through our BAS review checklist and make sure the information we require has been received and reviewed.

We prepare the BAS and the supporting working papers and provide them to you for review. We will not lodge the BAS until you have reviewed and approved it.

You receive a full copy of the BAS working papers so you can see the information and balances supporting the lodgment.

Who will normally complete the bookkeeping before the BAS review?

My Great Bookkeeper Me / my internal team Another bookkeeper Unsure

If somebody else completes the bookkeeping

Our BAS review may identify transactions, GST treatment, reconciliations or other bookkeeping items that need to be corrected before the BAS can be finalised.

Corrections that fall outside the agreed BAS review may be treated as additional out-of-scope work. We can either correct the items for you, or report back clearly on what was wrong so you or your bookkeeper can correct it and reduce the chance of the same issue occurring again.

If we identify bookkeeping errors during the BAS review, how would you prefer us to deal with them?

Let me know what needs correcting and have My Great Bookkeeper fix it as additional out-of-scope work Send me a clear list of what is wrong so I / my bookkeeper can correct it Correct the BAS-impacting issues where necessary and report back on what was wrong so we can avoid repeating it Unsure — please recommend the best approach

BAS Frequency

Are Any BAS Periods Outstanding?

Are You Aware Of Any Previously Lodged BAS That May Need Correcting?

Would you like management reporting?

Yes No / not required Unsure — please guide me

What reporting would be useful?

Profit & Loss Balance Sheet Cash Flow Aged Receivables Aged Payables Budget vs Actual Job profitability Gross margin reporting KPI reporting Commentary explaining the numbers

Reporting Frequency

When Would You Ideally Like Reports Completed?

Is there anything in particular you want to understand or monitor from your numbers?

Software & Systems
Tell us what systems are currently used by the business.

Xero MYOB Hubdoc Dext Employment Hero Deputy Tanda Halaxy Tyro HICAPS Stripe Square PayPal Shopify ServiceM8 Simpro

Other Software / Systems

Step 09

Related Entities

This form relates to the legal entity entered at the beginning. Now tell us whether there are other businesses or entities connected with it.

Is this business connected with another company, trust, partnership, sole trader business or other entity?

No Yes

A separate legal entity generally needs its own books.

If My Great Bookkeeper is providing services to another separate legal entity, a separate Scope of Works and our Partnership Agreement will generally be required.

If it is simply another trading name under the same legal entity and ABN, tell us below and we will review whether a separate engagement is actually required.

Related Entity 1

Related Entity / Trading Name

Entity Type

Does It Have Its Own Xero Organisation?

Would You Like Us To Provide Services To This Entity?

Does any of the following currently happen between entities?

One entity pays expenses for another Supplier bills are paid by another entity Customer receipts go into another entity's bank account Employees / wages are shared between entities Intercompany loans / current accounts exist Unsure

This is important for us to know before we scope the work. If expenses, wages, customer receipts or supplier payments are moving between entities, there may be additional reconciliation or historical clean-up work required.

Step 10

When Would You Like Us To Commence?

Tell us when you would ideally like My Great Bookkeeper to start.

When would you ideally like us to commence?

As soon as our Partnership Agreement is signed and access is available From a specific date After my current bookkeeper / accountant finishes At the beginning of the next payroll cycle At the beginning of the next BAS period Unsure — please recommend

Preferred Commencement Date

Is there a deadline or particular reason you need us to commence by this time?

Is commencement dependent on anything happening first?

Current bookkeeper handover Xero access being provided Bank feeds being connected Payroll information being supplied Historical records or documents being supplied Our Partnership Agreement being signed Nothing — we are ready to commence

Is there anything you would like us to deal with first when we commence?

Your requested commencement date is a preference at this stage.

We will confirm the actual commencement date once our proposed Scope of Works and Partnership Agreement are agreed and we have the access and information required to commence.

Step 11

How Are We Going To Work Together?

Good bookkeeping works best when information moves both ways. This helps us build a process that actually suits you and your team.

How do you prefer us to communicate with you?

Email Phone No preference

Preferred Day To Contact You

Preferred Time

Would you like a regular bookkeeping / BAS catch-up?

Weekly Fortnightly Monthly Quarterly Only when required Unsure — please recommend

We want the bookkeeping to run efficiently for both sides. The more complete the information is when it reaches us, the less time we need to spend going backwards. Good systems are not about creating more work for you. They are there to make the bookkeeping simpler, faster and easier for everyone involved.

Anything else we should know about the way you or your team prefer to work?

Final Step

Anything Else We Should Know?

Tick boxes are useful, but businesses rarely fit perfectly inside them.

What Happens Now?

We will review the information you have provided and, where access is available, review the accounting records.

We will then prepare a proposed Scope of Works for our Partnership Agreement.

The Scope of Works will clearly set out the services we will provide, how frequently they will be completed, agreed working days and deadlines, responsibilities, exclusions and fees.

This form does not automatically become our Partnership Agreement.

The information you provide helps us understand what you believe you require. We will review the requested services, timing, workload and any existing bookkeeping before the final scope is confirmed.

Historical and corrective work is assessed separately.

Historical catch-up work, reconstruction, investigation of previous transactions, corrections, historical payroll work and amendments to previously lodged BAS periods are not automatically included in the ongoing service.

If you told us about another entity:

Please submit this form for the current entity first. If you would also like us to provide services to another separate legal entity, please complete another copy of this form for that entity so its requirements can be reviewed separately.

I confirm the information supplied is accurate to the best of my knowledge. I understand that this form helps My Great Bookkeeper prepare the proposed Scope of Works for our Partnership Agreement and that the final services, responsibilities, timing, exclusions and fees will be confirmed separately.

Please do not enter passwords, MFA codes, ATO credentials or banking login details into this form.