For those clients who feel able to do their own bookkeeping,
we have provided a simple method of recording all your income and expenditure.
This is a facility provided purely for your convenience, and you do
not have to use them if you prefer not to. Otherwise, simply fill in
the form on a weekly basis - one form every week - and either send them
directly to us as email attachments online, or print them off and send
them by post. You may send them to us on a monthly, quarterly or yearly
basis at your convenience.
Please note that we specialise in online accounting systems like
Sage, Clearly Bookkeeping and Quicken, so you need not feel obliged
to do any of the above as we can complete the whole process on your
In order to complete your set of accounts we need certain items of
documentation. Please note that for VAT registered clients (those
with an annual turnover of more than £60,000) we require these
on a quarterly basis, for others an annual submission is sufficient.
In any case, a member of our staff will contact you when your return
is due, so there's no need to panic! We require:
Details of any Direct Debits & Standing Orders
Cheque details (stubs)
Weekly Bookkeeping Sheets
Example - Sole Trader
The following is a typical (though fictitious) record of weekly income
and expenditure laid out on an Excel Spreadsheet, which we have provided:
Bookkeeping System Sheet - Sole Trader
To download - CLICK HERE
These notes are to give you some idea of the kinds of things that
you might include in your weekly return. Those items that do not apply
should be left blank.
A sole trader may employ others, or may need to employ other workers
on a temporary basis and therefore pay wages.
Payments/Wages paid for work that is contracted out to other sources/companies.
22. Travel & Subsistence
This include bus, taxi, train and air fares a well as the cost of
staying/working away (hotels, guest houses etc) if not refunded.
23. Motor Expenses
Includes all petrol, servicing, insurance AA, RAC memberships, parking,
This includes business insurance, third party liability insurance,
Rent on business premises, (eg, workshop, office, storage facility,
garage, etc). Domestic Rent is not included in this category.
On business premises (as above) and including Water rates.
27. Heat & Light
The cost of these utilities for the business premises.
The cost of the telephone bill - we will make a proportional calculation
as to how much of it is personal and how much work-related/business.
Include Mobile Phones.
29. Computer Costs
Running costs such as Internet connection cost, online chargers, etc...
excluding entered under PPSA (below).
The costs you pay to us.
31. Loan/Lease Repayments
These might include loans, car hire/purchase, etc...
32. PPSA - Postage, Printing, Stationery & Advertising
This is self-explanatory and includes any costs covered by the above.
Cost of cleaning business premises.
Any materials purchased in order to carry out your business services.
As examples, a builder might include cost of mortar, sand, building
materials, etc, and an office might include computer disks, software
and hardware, etc.
These might include such things as subscriptions to professional/trade
bodies and associations, professional publications, etc...
Items not covered by any other category. The examples shown might
give you some idea.
Example - Retail Company
The following is a typical (though fictitious) accounts of weekly
income and expenditure laid out on an Excel Spreadsheet, which we
Bookkeeping System Sheet - Retail Companies
To download - CLICK HERE
The Weekly Returns should only include legitimate business expenses,
and NOT all outgoings of a personal nature - but, if in doubt, please
include. We do, however, reserve the right to exclude those items
which we feel are unjustified business expenses.
Monthly & Annual Costs
Many of your costs may occur monthly or annually - in these cases,
simply enter the full amount in the week they are received/paid.
Invoices & Receipts
Please supply any relevant invoices, receipts and statements to support
Working from Home
Please do not enter a specific cost for the use of residence - we
will make an entry on an annual basis under the category "Use
of Home as Office" on your behalf.