Overview of the Company
This case study features a rapidly growing plumbing and maintenance business based in Sydney, Australia. With a team of six technicians and a small admin staff, the company had recently crossed the $1.2 million annual revenue mark. Their services were in high demand, and the business was expanding quickly— adding new clients, hiring staff, and taking on larger commercial projects.
However, while the business was growing externally, its internal financial systems were struggling to keep up. The owner, a skilled tradesperson, had always handled admin in-house with help from a junior assistant. But as the workload increased, the cracks began to show. Transactions went unreconciled, BAS lodgements were delayed, and staff payroll became increasingly stressful to manage.
Eventually, the business owner reached out to Elite Plus Accounting for support—not just for bookkeeping, but for clarity, control, and peace of mind.
About Our Client
Plumbing Business
Revenue 1.2 Million
Sydney Based
Challenges
When we conducted our initial diagnostic review, it quickly became clear that several major problems were compounding over time and creating financial risk. The business didn’t need more admin—it needed a complete accounting reset.
Here’s what we uncovered:
1. Outdated and Inaccurate Bookkeeping
The accounting file hadn’t been reconciled properly in over six months. There were multiple duplicate transactions, missing entries, and incorrectly coded GST allocations. Several supplier bills were entered twice, and customer payments had been misapplied or left unallocated. This distorted the actual cash position and made financial reports unreliable.
2. Overdue BAS Lodgements
The business was behind on its BAS obligations. Two quarterly BAS lodgements were outstanding, and there was confusion about the figures previously submitted. The risk of ATO penalties and potential audits was growing, and the owner was understandably stressed.
3. Manual Payroll Processes and Compliance Gaps
Payroll was being processed manually in spreadsheets, without automation or proper reporting integration. This approach made it difficult to maintain accuracy and compliance with Single Touch Payroll (STP) and superannuation obligations. There were no audit trails for entitlements or calculations, increasing the risk of errors and Fair Work issues.
4. No Cash Flow Visibility
Perhaps most concerning was the lack of financial visibility. The business owner didn’t know how much cash they truly had available or how much they were spending each month. With no clear reports, forecasting, or budgeting process in place, decisions were being made in the dark—and that’s risky for any growing business.
Problem
Inaccurate Bookkeeping
Late Lodgements of BAS
No Cash Flow Visibility
Solution
At Elite Plus Accounting, we believe that small businesses deserve the same quality of financial support as large companies—but in a way that’s practical, personal, and affordable. So we rolled up our sleeves and delivered a full accounting transformation tailored to this trades business.
Step 1: Bookkeeping Catch-Up and Clean-Up
We started by bringing the bookkeeping fully up to date. This involved:
- Reconciling all bank, credit card, and loan accounts
- Identifying and removing duplicate entries
- Correctly allocating GST codes on all transactions
- Matching supplier bills to payments
- Applying outstanding customer payments to invoices
This clean-up gave us—and the client—a clear starting point and ensured the financial data was reliable.
Step 2: BAS Review and Lodgement
Next, we reviewed the previous quarters’ activity statements and corrected any discrepancies. We worked directly with the ATO to explain the situation and negotiated extra time to bring lodgements up to date without penalty. Once the books were clean, we prepared and lodged both overdue BAS statements, ensuring accuracy and compliance going forward.
Step 3: Payroll Streamlining and STP Setup
We implemented a cloud-based payroll solution through Xero. This included:
- Setting up employees with correct pay rates, leave balances, and tax file declarations
- Automating payslips, superannuation, and PAYG withholding
- Enabling Single Touch Payroll (STP) reporting to the ATO
- Training the admin assistant to confidently manage weekly payroll tasks
This not only saved hours of manual effort but also ensured full compliance and transparency.
Step 4: Cash Flow Reporting and Forecasting
We created a standard monthly reporting pack, including:
- Profit and loss report
- Balance sheet
- Cash flow statement
- A rolling 3-month cash forecast
We also introduced monthly review meetings to go over the numbers, explain trends, and flag areas needing attention. With these tools, the business owner now understands their financial position clearly and can plan ahead.
Step 5: Training and Ongoing Support
Finally, we trained both the business owner and admin assistant on basic Xero functions—raising invoices, tracking expenses, and running reports—giving them confidence and control without reliance on spreadsheets.
We continue to manage their month-end processes, BAS lodgements, and quarterly check-ins—ensuring the systems stay strong and scalable.
Solution
Accurate Bookkeeping
Streamline Payroll System
Cash flow Reporting
Results
In just a few short months, the transformation was dramatic. The business went from financial confusion and compliance risk to clear numbers, confident decisions, and a structured system for growth.
1. Clean and Compliant Bookkeeping
Accurate, reconciled accounts are now the norm. Monthly bookkeeping is up to date, and every transaction is categorised properly—providing a solid financial foundation.
2. BAS Lodged On Time, Every Time
Overdue BAS statements were submitted without penalty, and all future BAS are now lodged accurately and on time. ATO compliance is no longer a worry.
3. Streamlined, Compliant Payroll
Payroll now runs smoothly through Xero, with automated STP and superannuation. Staff are paid correctly and on time, and the risk of non-compliance has been eliminated.
4. Financial Visibility and Control
The business receives monthly reporting and cash forecasts. The owner now makes data-driven decisions with confidence—no more guessing.
5. Less Stress, More Focus
With reliable systems in place, the owner can focus on growth instead of chasing admin. The pressure of not knowing the numbers is gone.
Client Feedback
“I was honestly overwhelmed and falling behind fast. The Elite Plus team took over, fixed everything, and gave me peace of mind. I finally feel like I’m running a business, not just reacting to problems.”
Conclusion
This case study highlights a common challenge among growing trade businesses: financial systems often lag behind operational growth. But ignoring the numbers can lead to costly mistakes and compliance risks.
At Elite Plus Accounting, we help small businesses clean up, catch up, and build systems that support real, sustainable growth. Whether you’re behind on BAS, stuck in spreadsheets, or need more clarity in your numbers—we’re here to help.
Ready to Take Control?
If your financial systems need attention, we’re just a message away. At Elite Plus Accounting, we don’t just do the numbers—we build confidence and clarity into your business.
Results
Up-to-Date and
ATO-Ready Accounts
Stress Free Owners
Clear Financial Insight
get in touch
Connect with Our Experts
If your business is still reliant on manual payroll processes and struggling to keep up, Elite Plus Accounting can help you upgrade to a faster, smarter solution.
Contact us today for a free consultation and discover how we can streamline your payroll, improve employee satisfaction, and save your team valuable time.
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