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Last month’s numbers by the 2nd

Every month-end since March 2025 agrees with the bank to the cent.

I do the books and reports for a group of two companies with four bank accounts.

Client
A group of two companies
Work
Books, reports and a group view from the bank statements
Relationship
Every month since March 2025
The month at a glance, from a management report for a made-up plumbing business, September 2026Cash at each month end, September 2025 to September 2026, from the same made-up business’s report: R258k at the end of September 2026Sample data for a made-up business
Cash at each month end, with the month at a glance behind it, from a September 2026 management report. The figures are made up. The report is real.

Mid-month is too late

Before March 2025, the accountant kept the group’s books in Xero, and the owners got management accounts in the middle of the following month. That’s too late to act if something looks wrong, and the reports were hard to read.

They wanted simple numbers they could trust: money in, money out, sales, cost of sales, gross profit percentage and net profit. Quick, and right.

What the group gets each month

I build the books from the bank statements each month, on a cash basis, so income and costs count when the money moves. The group’s accountant still does the tax, VAT and annual financial statements.

The books
Profit and loss for each month against last year, with the trial balance and the general ledger.
Management report
On the month and the year so far.
Group view
The two companies as one group, with the trading between them taken out. What each owes the other cancels out to zero.
Card spend report
Spend by card and by person, with anything unusual flagged.
Journal file
A file the group’s accountant loads straight into Sage Pastel.
Board and half-year packs
When they are needed.
A question list
A payment the books can’t place goes on a list for someone to answer. Nothing is guessed.
The checks every month-end has to pass
  1. 1Every account’s statements cover every day of the month
  2. 2Cash in the books equals each bank balance
  3. 3The group equals the two companies less the trading between them
  4. 4Only then are the reports made
The profit and loss page of the same management report: sales, cost of sales, gross profit, each overhead and profit for the month, the last three months and the year to date, each against the same months a year earlier and as a percentage of sales Sample data
The profit and loss for the month, the last three months and the year so far, each against a year earlier.
Sample data
A question list: lines the books could not place, each with the question to ask
DatePayeeAmountQuestion to ask
7 Apr 2026Finance company−R14,750.00Business loan repayments, or something else?
21 Apr 2026Online store−R1,521.47General purchases, or something else?
29 Apr 2026Wholesale store−R1,311.68General purchases, or something else?
14 Jun 2026Panel beater−R86,500.00Vehicle repairs, or something else?
9 Sep 2026Consultant−R18,000.00Consulting fees, or something else?
The question list, with payee names made general.

The record so far

  • 2nd

    Day of the month the owners get last month’s report. It used to be mid-month.

  • 2

    Companies, reported as one group

  • 4

    Bank accounts, every day of every month covered

  • March 2025

    Since then, every month-end agrees with the bank’s own balances to the cent

All the client work

Monthly Books & Reports

R5,950 · US$380 a month for one company, up to 3 bank accounts. No VAT is added.

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