Real life case studies
How we have helped our clients
Case Study 1 - The Electician (Sparky)
I met with a local sparky who had previously worked in a different industry and retrained to become an electrician. He’d set up his bookkeeping himself using QuickBooks and got in touch initially to make sure everything was set up correctly. He also wanted a quick overview of how to use the system properly.
During our first meeting, we kept things simple and just went over the basics.
When you’ve never had to record things like this before, it can be a bit of an overload trying to take in too much at once. He planned to get back in touch if he had any issues or further questions about using the software.
A little while later, around tax return time, he reached out again, having run into a bit of a mess. It turned out he had accidentally signed up for two different QuickBook subscriptions. One was set up directly with QuickBooks, and the other was created when he downloaded the app via his iPhone and subscribed through his Apple account. So, he was paying twice for two different versions of the software!
When we’d first met, we made sure I had access to one of the subscriptions so I could easily jump in if he needed help. At our second meeting, we looked at how he was recording transactions using the bank feed and the mobile app. He’d been using the QuickBooks app on his phone to capture receipts, but we quickly realised that these were going into the version I didn’t have access to. Meanwhile, the version I did have access to only had a few transactions from the bank feed, but those had mostly been incorrectly categorised, landing in “Uncategorised Expense.”
We got the subscriptions sorted out, cancelling the duplicate and keeping the one I could access to make ongoing support easier. His wife was already helping by raising invoices and following up on payments from clients, which was a big help.
We agreed to fix the issues in the system so that we could get the tax return submitted on time. As he’s not VAT registered, it made the process simpler. He provided all his receipts, which we uploaded into the system to ensure everything was recorded properly.
Once the information was ready, we met up again to review everything together and submitted the tax return.
I then suggested using some third-party software, namely Dext, to help streamline the process of capturing receipts and invoices. Dext can handle both sales and purchase documents and links directly with QuickBooks, making things much more efficient.
We took care of the setup for him. Now, many of his receipts automatically flow into QuickBooks via Dext, and we match them up with transactions coming in through the bank feed. He also uploads sales invoices to Dext when they go out, and we make sure the CIS portion is correctly recorded and matched to incoming payments.
This setup has saved him a huge amount of time and stress, especially as he tends to work long days and often weekends.
It’s taken away the last-minute panic around tax returns and means that although he’s still involved with his bookkeeping, we’re in the background keeping everything running smoothly and efficiently.
Case Study 2 - Supporting a Small Retail Business
Our client is a well-established independent retailer with a team of around 10 staff. They’ve been managing their own bookkeeping, payroll, and VAT returns using QuickBooks Online, occasionally reaching out to us over the years for ad hoc training and support when needed.
The challenge
As the business grew, so did the complexity of its financial operations. With one main bank account and three credit cards in use, the client began to experience difficulties accurately matching payments to bank transactions. This led to a number of issues, including:
- Inaccurate VAT returns due to missing or incorrectly entered invoices
- Supplier ledgers becoming disorganized, with duplicate or misallocated entries
- A PayPal account that had never been integrated into the accounting system
These challenges were causing stress and inefficiencies, and the client recognized it was time to bring in more consistent support.
Our approach
We’ve recently begun assisting more directly with the client’s bookkeeping. Our initial focus has been on:
- Performing thorough bank reconciliations
- Correcting supplier ledger errors and cleaning up historical data
- Adding missing invoices, receipts, and integrating the previously unrecorded PayPal account
- Introducing the client to Dext, a tool that streamlines the capture and categorization of expenditure, ensuring more accurate and timely data entry
While the client continues to handle supplier payments, we now manage the input of supplier information into the system using Dext, helping to reduce errors and improve efficiency.
Early Results
Though we’re still in the early stages of this transition, the improvements are already noticeable. The client now has:
- A clearer, more accurate picture of their financial position
- Fewer discrepancies in their VAT returns
A more streamlined process for recording expenses
Key Takeaways
This case highlights how easy it is for even experienced business owners to fall into common bookkeeping pitfalls especially when juggling multiple roles. Missing documents, incorrect entries, and unlinked accounts can quickly snowball into larger issues.
Our advice? Engage with a bookkeeper early. Doing so allows business owners to focus on what they do best, running their business; while leaving the financial accuracy to professionals. It’s a proactive step that saves time, reduces stress, and ensures longterm financial clarity.
Case Study 3 - Restoring Financial Clarity for an Outdoor Activity Provider
Our client is a sole trader operating an outdoor activity business, supported by a team of freelance contractors. They had worked with the same bookkeeper, an AAT-qualified professional for around five years. When that bookkeeper stepped away, the client assumed their office manager, who was already handling sales entries in Xero, could take on the rest of the bookkeeping responsibilities.
The challenge
When we began working with the client, it quickly became clear that many of the bookkeeping issues they were facing stemmed from the practices of the previous bookkeeper. Although the office manager had been trained by this individual, the guidance they received was flawed leading to a number of significant errors in the accounts.
Our review uncovered:
- VAT codes that were frequently misapplied
- Expense items posted to asset accounts
- Assets not written off when no longer in use
- Expense transactions incorrectly posted to income accounts, distorting profit and loss reporting
- A missed personal tax return for the year ending 5 April 2024, with no supporting documentation or workings available
The office manager had done their best to follow the processes they were taught, but the underlying issues were inherited not created. The client was understandably frustrated, particularly when they discovered they had incurred penalties due to the missed tax return.
Our approach
We began working with the client just two weeks before their VAT return deadline. Despite the tight timeline, we:
- Reviewed and corrected numerous entries in Xero
- Ensured the VAT return was submitted on time
- Investigated and resolved misclassifications in both expense and income accounts
- Chased the previous bookkeeper for tax return information (though unfortunately, no workings were provided)
- Reconstructed the necessary data to complete and submit the overdue personal tax return
We’ve continued using the client’s existing Xero setup, but with a more structured and accurate approach to ensure future compliance and clarity.
The Results
- VAT return submitted on time
- Personal tax return submitted, despite lack of prior documentation
- Financial records now reflect a more accurate picture of the business
- Client feels relieved and supported, though understandably disappointed by the previous service
Key Takeaways
This case highlights the importance of:
- Working with a qualified, reputable bookkeeper who maintains clear documentation
- Having a contract in place that outlines responsibilities and expectations
- Ensuring that any handover of financial responsibilities is supported by proper training and oversight
Even the most capable business owners and staff can struggle without the right financial support. A trusted bookkeeping partner can make all the difference not just in compliance, but in confidence.
Why Businesses Trust Us
We specialise in supporting small trade businesses, offering solutions that fit your unique needs. Whether you’re in construction, plumbing, or another trade, we understand the challenges you face, and we’re here to help.
Here’s why clients love working with us:
- Nearly two decades of experience delivering reliable bookkeeping services.
- A friendly, down-to-earth team that’s easy to talk to.
- Services tailored specifically for small limited companies in trade.
At Books & Business, we’re more than just bookkeepers — we’re your financial partners.
Get in touch today, and let’s take the first step together!
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