Contract - Bookkeeping Team - Fixed Monthly Fee

Xero Bookkeeper / Bookkeeping Team – Australian Healthcare Business

Remote | Fixed Monthly Contract | Long-Term Opportunity

We are an established Australian allied health clinic seeking an experienced, reliable and detail-oriented Xero Bookkeeper or Bookkeeping Team to manage our ongoing bookkeeping requirements.

Preference will be given to registered bookkeeping companies or established teams with proven experience supporting Australian businesses. Suitably qualified individual contractors are also welcome to apply.

We are looking for a long-term bookkeeping partner who can work independently, take ownership of responsibilities, maintain accurate financial records and consistently meet deadlines without ongoing supervision.

Key Responsibilities

1. Xero Bookkeeping and Reconciliation

• Manage ongoing transaction coding and bank reconciliations across upto 3 bank accounts.
• Maintain accurate GST coding and general ledger records.
• Reconcile Halaxy (CRM, Practice Management Software) payment gateway settlements against bank deposits.
• Identify and resolve discrepancies promptly.

2. Accounts Receivable

• Reconcile invoices automatically generated through Halaxy against payments received.
• Monitor outstanding invoices and manage overdue accounts.
• Independently follow up overdue payments via email and SMS as needed.
• Handle routine payment enquiries professionally without unnecessary escalation.

3. Accounts Payable

• Enter, categorise and reconcile supplier bills in Xero.
• Maintain accurate payable records.
• Supplier payment execution is handled by the business owner.

4. Monthly Bookkeeping and BAS Preparation

• Complete monthly reconciliations and GST coding reviews.
• Ensure accounts are accurate and BAS-ready by the 5th business day of each month.
• Provide concise monthly financial and outstanding receivables summaries.

Payroll processing and payroll reconciliation are excluded from this contract.

Typical Monthly Workload

Please base your fixed monthly quotation on the following anticipated workload:

| Activity | Typical Monthly Volume |
|---|---|
| Sales invoices (automatically generated and sent) | 600 |
| Supplier bills | 50 |
| Bank transactions (3 accounts) | 400 |
| Xero transaction line items | 1200 |
| Active chart-of-accounts categories | up to 60 |
| Accounts receivable follow-ups | Ongoing |

Invoices are automatically generated through Halaxy, so manual invoice creation is not required.

There is no historical bookkeeping backlog, inventory management or multi-currency processing.

Required Skills and Qualifications

• Proven experience using Xero for Australian business bookkeeping.
• Sound understanding of Australian GST and BAS preparation requirements.
• Relevant accounting or bookkeeping qualifications, preferably Xero certification.
• Experience managing accounts receivable, accounts payable and reconciliations.
• Strong attention to detail, accuracy and organisational skills.
• Excellent written English and professional communication skills.
• Ability to manage deadlines independently.
• Commitment to confidentiality, data security and professional accountability.

Highly Regarded

• Experience supporting Australian healthcare, allied health or medical businesses.
• Familiarity with Halaxy or similar practice management systems.
• Registered bookkeeping business or established team with dedicated staff and backup arrangements.
• Proven long-term client relationships and references.

Contract Details

• Location: Remote
• Engagement: Independent contractor, fixed monthly fee.
• Budget: Below AUD $200 per month, all-inclusive.
• Working hours: Flexible.
• Communication: Primarily email , phone, message.
• Initial arrangement: Paid trial period followed by an ongoing contract, subject to satisfactory performance.
• Monthly deadline: All bookkeeping completed to BAS-ready standard by the 5th business day.

We are seeking competitive quotations that offer excellent value for money without compromising quality, accuracy or reliability.

How to Apply

Please submit the following information:

1. Fixed Monthly Quote: Your most competitive all-inclusive monthly fee in AUD or PHP, based on the typical workload outlined above.
2. Credentials: Relevant qualifications, Xero certifications and business registration details (if applicable).
3. Experience: Brief examples of similar Australian businesses you currently support or have supported.
4. Team Structure: Whether you are a registered company, established team or individual contractor, including backup arrangements.
5. Work Process: How you manage monthly reconciliations, overdue accounts and deadlines.
6. Availability: Your proposed trial period and earliest commencement date.
7. References: Relevant client references, where available.

#Mandatory 100-Word Application Statement

In 100 words or fewer, answer the following question:

"Why is your team the best fit to win this bookkeeping contract?"

Demonstrate what sets you apart, including your qualifications, relevant Australian bookkeeping experience, reliability, ability to manage the workload and the value your services offer.

We are interested in genuine capability and demonstrated results, not generic claims.

#Previously Applied? You're Welcome to Reapply!

If you have previously contacted us or submitted a quotation, please review and resubmit your most competitive fixed monthly quote based on the updated typical workload.

Include your updated credentials and the mandatory 100-word statement explaining why your team is the best fit to win this contract.

Selection Process:

Only shortlisted applicants will be contacted for further discussion and potential interviews.

Applications that do not include a clear fixed monthly quotation and the mandatory 100-word statement will not be considered.

We value professionalism, accountability, accuracy, reliability and competitive pricing.

We are looking for a bookkeeping partner who takes ownership of the work, delivers consistent results and builds a long-term professional relationship with our business.

If you have the expertise, systems and commitment to deliver excellent bookkeeping services at a competitive fixed monthly fee, we welcome your application.