Work sample · Example figures
Xero clean-up with an exceptions list
A Xero file that has grown messy: four accounts for the same cost, three records for the same supplier, and money parked in a catch-all account. Fixed in order, with whatever needs a decision listed.
A walkthrough of how I would approach this project. The figures are examples for a fictional business, not a client.
- Area
- Clean-up
- Tools
- Xero
- Typical scope
- US$140–450
- Timeline
- About 3 weeks · 4 fixed milestones
01The problem
Every extra account and duplicate contact makes the reports less reliable and each month’s coding slower. Fixing it without a plan can break history.
- Reports split across several accounts for one thing
- The same supplier or customer with three records
- Money parked in ‘Uncategorised’ or a suspense account
- Old balances nobody can explain
02Approach
- Look
Read-only review: accounts, contacts, items, open balances and the last 12 months of coding.
- Plan
A written plan of what merges, what archives and what stays, agreed before any change.
- Fix
Accounts and contacts merged in a copy first, then in the live file, so history is kept.
- List
Anything that cannot be fixed without a decision goes on an exceptions list, with an owner.
03Exhibit
Chart of accounts: duplicates merged
| Before: four accounts for the same thing | After |
|---|---|
| Sales – labour · Labour income · Jobs income · Service income | 4000 Sales – labour |
| Materials · Materials purchased · Parts · Supplies (cost) | 5100 Materials |
| Fuel · Vehicle fuel · Petrol · Fuel and oil | 6210 Fuel and vehicle running |
| Ask My Accountant · Uncategorised · Suspense (two) | Cleared, nothing left open |
Duplicate contacts merged, history kept
| Contact | Records before | After | History kept |
|---|---|---|---|
| Electrical wholesaler | 3 | 1 | Yes, all bills moved to one record |
| Property manager account | 3 | 1 | Yes, 41 invoices on one record |
| Plumbing supplier | 2 | 1 | Yes |
| Hardware chain (two branches) | 4 | 2 | Yes, one per branch |
Exceptions list: what still needs a decision
| Item | Issue | Amount | Owner | Status |
|---|---|---|---|---|
| Old savings account | No bank feed, last activity 2023 | 1,240.18 | Accountant | Decision needed |
| INV-2087 | Unpaid for 14 months | 3,450.00 | Owner | Chase or write off |
| Journal 412 | Posted to a suspense account | 2,180.00 | Accountant | Reclass agreed |
| Supplier bill | Paid twice | 1,126.40 | Bookkeeper | Refund requested |
| Loan account | Differs from lender statement | 380.00 | Owner | Statement needed |
04How to read it
- The top row shows the size of the clean-up in plain counts.
- Merges keep history: all bills and invoices end up on one record.
- The exceptions list is deliberately short. Each item has an owner and a next step.
05Scope
| Area | Included |
|---|---|
| Review | Read-only review of accounts, contacts, items and open balances, with a findings report |
| Chart of accounts | Duplicates merged or archived, following a written plan |
| Contacts | Duplicate contacts merged with history kept, and a naming rule for new ones |
| Catch-all accounts | Uncategorised and suspense balances cleared or listed |
| Exceptions list | A list of items that need a decision, with owner and next step |
| Handover | A one-page naming and coding guide for whoever enters transactions |
| Not included | Moving to different accounting software, or changing how the business is structured |
06Milestones and fee
| Milestone | Deliverable | Timing | Share of fee |
|---|---|---|---|
| M1 Review and plan | Findings and agreed plan | Week 1 | 25% |
| M2 Accounts fixed | Chart of accounts merged and archived | Week 2 | 30% |
| M3 Contacts and balances | Contacts merged, catch-all balances cleared | Weeks 2 to 3 | 30% |
| M4 Exceptions and handover | Exceptions list and coding guide | Week 3 | 15% |
Typical scope for this kind of project: US$140–450
About 3 weeks · 4 fixed milestones. The systems health check (US$150, fixed) comes first and confirms the scope. Extra hourly work is US$40 per hour, agreed before it starts.
Tell me what is going wrong in your books and I will say where I would look first.
Send a short note through the form on the home page. I will reply with where I would start, and whether the US$150 systems health check is the right first step.