About Your Business FormAbout Your BusnessWelcomeBusiness DetailsContact DetailsWork With YouBooks StatusBanking & PaymentsAccounts PayableAccounts ReceivablePayrollBas AgentRelated EntitiesWhen to StartWorking togetherAnything ElseWhat next WELCOME TO MY GREAT BOOKKEEPER Tell Us About Your BusinessEvery 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.🐰 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.PreviousNextBusiness & Contact DetailsLet's start with the legal entity this form relates to and the people we will be working with.Legal Entity NameTrading NameABNBusiness Structure- Select -CompanyTrustPartnershipSole TraderNot For ProfitOtherIndustry / Type of BusinessWebsiteAddressAddress Line 1Address Line 2CityStatePostcodePreviousNextMain Contact DetailsThis is the person we will normally contact regarding the bookkeeping, documents, questions and day-to-day matters.First NameLast NamePositionEmailPhone/MobileIs the main contact authorised to give My Great Bookkeeper instructions for this entity? Yes NoAre there any other people authorised to give us instructions for this entity? Yes NoOther Authorised Contacts Add anyone else who may provide instructions, approve matters or communicate with us on behalf of this entity.First NameLast NameEmailPhone/MobileAccountant / 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 guidanceAdviser Type- Select -AccountantTax AgentAccountant & tax AgentName of FirmFirst NameLast NameEmailPhone/MobileCan we communicate directly with your accountant / tax agent where information is required? Yes No — please come through me first PreviousNextHow 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 meWhich services do you believe you may need? General bookkeeping Bank reconciliations Credit card reconciliations Loan / finance account reconciliations Accounts payable Accounts receivable Payroll Superannuation BAS preparation and lodgement 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 meAnything else you believe you may need help with?PreviousNextWhere 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 UnsureWould you like the person currently doing the bookkeeping to continue? Yes No UnsureWhen do you expect their involvement to finish? Is the bookkeeping currently up to date? Yes No I'm not sureThat'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.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? PreviousNextBanking, Payment Facilities & Missing InformationThis helps us understand transaction volume and how you would like us to handle any missing information.No. of Active Bank AccountsActive Credit CardsNo. of 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 OtherWhen 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? - Select -WeeklyFortnightlyMonthlyQuarterlyUnsure - recommendWe prefer not to work backwards. The sooner supporting documents reach bookkeeping, the less time we spend later identifying transactions or chasing information.PreviousNextAccounts Payable & HubdocWould you like us to manage accounts payable? Yes No Unsure -please guide meApproximate Supplier Bills Per Month How Are Supplier Bills Currently Received? - Select -EmailHubDocDextDirect to XeroPaperVarious MethodsUnsureWhat 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 reimbursementsAccounts Payable Timetable This helps us define exactly how often we complete the work and which day you expect it to be ready.How Often Should Accounts Payable Be Prepared? - Select -WeeklyFortnightlyMonthlyAs requiredUnsureWhat Day Would You Like The Payment Run / Bill List Ready? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - Please recommendWhat Day Are Supplier Payments Normally Released? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - Please recommendHow Much Time Do You Need To Review A Payment Run? - Select -Same day1 business day2 business day3 business dayOtherUnsure - please recommendWho 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 applicableIf 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.PreviousNextAccounts ReceivableWould you like accounts receivable support? Yes No Unsure - please guide meApproximate 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 customersWhen Should Overdue Follow-Up Begin? - Select -7 days overdue14 days overdue30 days overdueOtherUnsure - please recommend How Often Should Overdue Accounts Be Reviewed? - Select -WeeklyFortnightlyMonthlyQuarterlyUnsure - please recommendPreferred Day For Debtor Review - Select -MondayTuesdayWednesdayThursdayFridayNo PreferenceUnsure - please recommend Who Handles Customer Invoice Disputes? Who can approve credit notes, customer refunds or bad-debt write-offs? PreviousNextPayrollSome description about this sectionWould you like us to manage payroll? Yes No Unsure - please guide meNumeric Field Total Employees Full-Time Part-Time Casual Are timesheets used? Yes No UnsureTimesheet System Who Approves Timesheets? Payroll Timetable We need to know when we receive information, when payroll should be prepared, and when employees need to receive their pay.Payroll Frequency - Select -WeeklyFortnightlyMonthlyOtherUnsure - please recommendWhat Day Should Employees Receive Their Pay? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - please recommmendWhat Day Will Approved Timesheets / Payroll Information Reach Us? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - please recommmendWhat Time Will That Information Be Ready By? What Day Would You Like Us To Prepare Payroll? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - please recommmend By What Day Does Payroll Need To Be Approved? - Select -MondayTuesdayWednesdayThursdayFridayOtherUnsure - please recommmendWho Approves Payroll? Who Releases Payroll Payments Through The Bank? Does payroll regularly involve: Award-covered employees Salaried employees Bonuses Commissions Salary sacrifice Employee reimbursementsWhat would you like us to manage? Payroll processing STP lodgment Payroll reconciliation Superannuation processing Employee onboarding Employee terminations Leave reconciliations Payroll ABA / payment-file preparationHow often would you like superannuation processed? Each pay cycle Monthly Quarterly Unsure — please recommendPayroll 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? PreviousNextBAS Agent Services, Reporting & SystemsWould you like My Great Bookkeeper to provide BAS Agent services? Yes No Unsure - Please guide meWho will normally complete the bookkeeping before the BAS review? My Great Bookkeeper Me / my internal team Another bookkeeper UnsureIf 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 - Select -MonthlyQuarterlyAnnuallyUnsureAre Any BAS Periods Outstanding? - Select -YesNoUnsureAre You Aware Of Any Previously Lodged BAS That May Need Correcting? - Select -YesNoUnsureWould you like management reporting? Yes No Unsure - Please guide meWhat reporting would be useful? Profit & Loss Balance Sheet Cash Flow Budget vs Actual Job profitability Gross margin reporting KPI reporting Commentary explaining the numbersReporting Frequency - Select -MonthlyQuarterlyOtherUnsure - please recommend 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.Software & Systems Xero MYOB Hubdoc Dext Halaxy Tyro HICAPS Stripe Square PayPal Shopify ServiceM8 SimproOther Software / SystemsPreviousNextRelated EntitiesThis form relates to the legal entity entered at the beginning. Now tell us whether any other businesses or entities are connected to it.Is this business connected with another company, trust, partnership, sole trader business or other entity? Yes NoA separate legal entity generally needs its own books. If My Great Bookkeeper provides services to another separate legal entity, we will generally need a separate Scope of Works and our Partnership Agreement. 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 EntityRelated Entity / Trading Name Entity Type Does It Have Its Own Xero Organisation? Would You Like Us To Provide Services To This Entity? SelectCompanyTrustPartnershipSole TraderTrading Name under same legal entityOtherUnsureSelectYes - it has its own Xero OrganisationNo - I would like to have it setupNo - setup is not requiredUnsure - please advice meSelectYesNoPlease discussDoes 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 UnsureWe need to know this before we scope the work. If expenses, wages, customer receipts, or supplier payments move between entities, we may need additional reconciliation or historical cleanup work.PreviousNextWhen 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 commenceIs 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.PreviousNextHow 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 preferencePreferred Day To Contact You - Select -MondayTuesdayWednesdayThursdayFridayNo PreferencePreferred Time Would you like a regular bookkeeping / BAS catch-up? Weekly Fortnightly Monthly Quarterly Only when required Unsure — please recommendWe 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? PreviousNextAnything Else We Should Know?Tick boxes are useful, but businesses rarely fit perfectly inside them.Anything else?PreviousNextWhat 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.Checkbox Field 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. 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