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Book-keeping notes for job spec. 19.01.26

Issuing invoices and credit notes

• When requested by the team, prepare invoices and credit notes on Xero and email to clients. Check tour details on iCloud and Monday
• Prepare hotel commission invoices after client stays - Follow up with clients/hotels and/or the team to chase payments.

368 invoices issued from January to December 2025 – that’s about 184 hours’ work per year – plus additional follow up chasing payments etc Approx. 5 hours’ work per week

Stripe

• Monitor all payments that come through Stripe - Keep records of payments and Stripe fees and make adjustments for their 10% three- month retainer before reconciling in Xero.
• Approx 450 Stripe transactions from January – December 2025 (two transactions needed for every payment received, because payments are split in two by Stripe) – that’s about 50 hours’ work per year. Approx 1 hour per week

Paying suppliers

• When requested by the team, pay suppliers from the relevant bank account.
• Check correct VAT paperwork received and follow up if not.

695 supplier payments made by bank transfer from January to December 2025 – that’s about 232 hours’ work per year. Approx. 6 hours per week

Reconciling transactions on Xero

• Reconciling invoice payments when they arrive in the bank account
• Reconciling bank payments when they leave the bank account
• Reconciling credit card transactions; liaise with the team for VAT paperwork

3,346 transactions reconciled from January to December 2025 – that’s about 223 hours’ work per year, plus additional follow up for any queries. Approx 5 hours per week

Record-keeping

• Keep records of tour invoices, commission invoices, supplier payments etc for easy reference. (Currently we use Excel, but reports can be generated in Xero.)

Approx 3 hours per week

Quarterly VAT returns

• Prepare and submit quarterly VAT returns via Xero; check the figures carefully.
• Keep a record of VAT adjustments for year-end accounts.

This works out at about six hours’ work each quarter.

Approx 0.5 hours per week

Tour Operators Margin Scheme (TOMS)

• Keep records of TOMS income and expenditure; prepare quarterly summary; prepare year-end adjustments; add to quarterly VAT returns.

This works out at about four hours’ work per month on average, with an extra four hours at year-end. Approx 1.25 hours per week

PAYE, NEST & payslips

• Prepare monthly pay run via Xero, including any adjustments for personal expenses or unpaid leave
• Send out pay slips - Schedule salary and HMRC payments from current account - Prepare monthly NEST pension submission - Email the directors to summarise

This works out at about five hours’ work per month. Approx. 1.25 hours per week

Monitor bank accounts and keep statements

• Keep an eye on income and expenditure in all five bank accounts from day-to-day; move money as required; maximise bank interest when possible
• Download bank statements for year-end accounts.

Approx. 1 hour per week

Budgets and forecasts

• Prepare monthly cashflow and P&L forecasts - Prepare monthly tour sales forecasts - Prepare monthly expenses forecasts - Prepare annual budget.

This works out at about six hours per month, plus sixteen hours once a year to prepare budget.

Approx. 2 hours per week

Year-end accounts

• Provide financial information to accountants
• Keep records of supplier invoices for tours departing post-year-end
• Keep records of client deposits taken for tours departing post-year-end
• Keep records of supplier payments awaiting payment at year end
• Keep records of all tours delivered.

This works out at about four hours a month, except for the three months when the year- end accounts are being worked on, when it can be 20 or more hours a month. Approx. 2.5 hours per week

Other admin

• Ad hoc queries, issues and admin. - Day-to-day liaison with the team to support and facilitate the smooth operation of the

Approx. 7.5 hours per week

Based on 47 weeks’ work per year (excluding holidays) this works out at approx. 36 hours per week.

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