| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Limited Company Consultation | Provide advisory and onboarding consultation for limited companies |
| 2 | New Client Proposal | Prepare and send proposals to new clients |
| 3 | Review Outstanding Prospects | Periodically review pipeline and follow-ups |
| 4 | Client Visits | Visit clients if necessary for relationship/account management |
| 5 | Client Queries Support | Respond to client queries and general support requests |
| 6 | Technical Issue Resolution | Resolve technical/accounting/system issues for clients |
| 7 | HMRC Enquiries Handling | Attend HMRC enquiries online or in person and respond appropriately |
| 8 | Cross-selling Services | Identify and propose additional services to existing clients |
| 9 | Annual Price List Review | Review clients’ price list annually |
| 10 | Service Price Adjustment | Review and adjust company service pricing |
| 11 | Referral Program Control | Manage referral program with support |
| 12 | WhatsApp Client Communication | Maintain client communication via WhatsApp |
| 13 | Team Queries Support | Provide general support to internal team queries |
| 14 | Bookkeeping Department Oversight | Oversee bookkeeping operations and ensure quality control |
| 15 | Limited Company Admin Support | Support admin tasks related to limited companies |
| 16 | Self-Employed Team Support | Support self-employed team when required |
| 17 | Technical Training Delivery | Provide technical training to team members |
| 18 | Internal Technical Issue Resolution | Resolve technical issues raised by team members |
| 19 | Workflow Process Oversight | Define and monitor operational workflow processes (Metodo Consultancy) |
| 20 | Recruitment (Bookkeeping/Admin/Subcontractors) | Manage recruitment process for new staff and subcontractors |
| 21 | QuickBooks | Act as point of contact with QuickBooks for pricing/products |
| 22 | QBO Subscription Review | Review QuickBooks Online base subscriptions with Admin |
| 23 | Software Management Oversight | Manage internal software ecosystem |
| 24 | Confidential Financial & Software Issues | Assist with sensitive financial or system issues |
| 25 | Subcontractor Follow-up | Follow up with subcontractors and outsourcing partners |
| 26 | Accountancy Manager Support | Support improvements on Accountancy Manager software |
| 27 | Software & Task Automation Support | Support introduction of new software and automation |
| 28 | Employee Incentives Support | Support HR with incentives (birthdays, Christmas, events) |
| 29 | Subcontractor Invoice Review | Review invoices from subcontractors |
| 30 | Limited Team Meeting Organization | Organize monthly limited company team meeting |
| 31 | Bookkeeping Team Meeting Organization | Organize monthly bookkeeping team meeting |
| 32 | VAT Cover (Mirian Backup) | Cover VAT responsibilities when required |
| 33 | Bookkeeping Team Onboarding | Introduce and update bookkeeping team |
| 34 | Process & Software Improvement Support | Support automation and process manager activities |
| 35 | Fixed Asset Control Support | Assist in control of fixed assets |
| 36 | Trial Balance Review | Review client trial balance for accuracy before reporting |
| 37 | Director Tax Return Preparation | Prepare and support director personal tax returns |
| 38 | Journal Entry Preparation | Convert trial balance into journal entries for QuickBooks |
| 39 | Forbes Software Data Entry | Input company financial data into Forbes system if required |
| 40 | Corporation Tax Return (CT600) | Prepare CT600 and corporation tax computation |
| 41 | Confirmation Statement Filing | Prepare and file confirmation statement / incorporation updates |
| 42 | Companies House Correspondence | Handle correspondence with Companies House and related authorities |
| 43 | SharePoint File Upload | Upload and organize important client documents into SharePoint |
| 44 | QuickBooks / Accounting Queries Support | Support clients and internal team with accounting and software queries |
| 45 | QuickBooks Setup (Vertice Plus) | Set up new QuickBooks accounts for clients |
| 46 | Bank Feed Update Request | Contact clients to update bank feeds when needed |
| 47 | QuickBooks Maintenance | Keep QuickBooks records updated and clean |
| 48 | Bank Reconciliation | Perform bank reconciliation for client accounts |
| 49 | Upload Documents to QuickBooks | Upload client documents into QuickBooks (Vertice Plus) |
| 50 | VAT Agent Registration (MTD) | Register clients for VAT MTD compliance |
| 51 | VAT Submission Setup (MTD) | Configure software and setup VAT submission under MTD |
| 52 | Invoice Retrieval (Metodo Consultancy) | Request or download invoices for bookkeeping |
| 53 | Journal Entries (Metodo Consultancy) | Prepare bookkeeping journal entries |
| 54 | Bank Reconciliation (Metodo Consultancy) | Reconcile bank accounts for Metodo Consultancy clients |
| 55 | VAT Returns | Prepare and submit VAT returns |
| 56 | Annual Accounts Preparation | Prepare statutory annual accounts for companies |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | General Accounts submission to Companies House | Before Submission Checks: Complete a final review before submission by checking company details, confirmation statement information, trial balance accuracy, VAT x accounts sales, dividends, profit/loss brought forward balances, reporting dates, and depreciation calculations |
| 2 | General Accounts submission to HMRC/CT600 | Complete a final review before CT600 submission by checking company details, accounting periods, tax computations, trial balance figures, losses brought forward, AIA, WDA, capital allowances, associated companies and CT liabilities |
| 3 | Rodolfo/Marcia/Paulo clients Accounts preparation | Trial balance prepartation using excel/quickbooks and Forbes input for Final Accounts preparation and Corporation Tax Computation |
| 4 | Rodolfo/Marcia/Paulo clients accounts submission to Companies House | Before Submission Checks: Complete a final review before submission by checking company details, confirmation statement information, trial balance accuracy, VAT x accounts sales, dividends, profit/loss brought forward balances, reporting dates, and depreciation calculations |
| 5 | bookkeeping | bookkeeping preparation |
| 6 | accounts and ct600 confirmation email | check Companies House receipt, send email to Erica+Accountants informing submission |
| 7 | HMRC/MLR renewal compliance check | collect information hold by HMRC and send to the client for confirmation. Update the information hold by HMRC and submit renewal |
| 8 | HMRC/MLR registration | collect client's information, review Business Plan and Policies |
| 9 | FCA PSD submission | collect client's information, review Business Plan and Policies. To fill in PSD form for client's signature and fill in online FCA form |
| 10 | HMRC/MLR compliance check | HMRC/MLR daily check |
| 11 | FCA RegData | to check MSBs reports to be submitted |
| 12 | FCA Connect | to check MSBs details |
| 13 | FCA online invoicing | to check MSBs outstanding fees |
| 14 | MSBs email | to check MSBs details |
| 15 | new client consultation | new client: explain Ltd workflow, tasks, responsabilities, tax calculation, company accounts, cotation |
| 16 | director's Tax Returns | director's Tax Returns |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Report Accounts DUE | Monitor statutory accounts deadlines and ensure filing is completed on time |
| 2 | Review HMRC / Companies House Letter | Review incoming official correspondence and identify required actions |
| 3 | Strike off | Process company dissolution requests and file with Companies House |
| 4 | Send monthly leavers/new companies email | Send list of new and ceased clients monthly |
| 5 | Request certificated documents | Order certified company documents |
| 6 | Request certificate of residence | Request tax residency certificate from HMRC |
| 7 | Forward letters to client | Send HMRC/CH correspondence to clients |
| 8 | Add VP companies to QuickBooks | Create and set up new companies in Quickbooks |
| 9 | File dormant accounts | Submit dormant accounts to Companies House |
| 10 | Send dormant notification to HMRC | Notify HMRC of dormant company status |
| 11 | Share transfer J10/J30 | Prepare share transfer documentation |
| 12 | Send CT payment details | Send corporation tax payment instructions |
| 13 | Convert BS PDF to CSV - adobe | Convert bank statements to CSV format |
| 14 | Request annual accounts documents | Collect documents for accounts preparation |
| 15 | Confirmation statement | File confirmation statement |
| 16 | Penalty appeal | Submit penalty appeals to HMRC |
| 17 | Clearance letter | Prepare clearance documentation |
| 18 | Dismissal letter | Prepare formal dismissal documentation |
| 19 | Onboarding company | Set up new client in systems and collect data |
| 20 | Limited company incorporation | Register new company with Companies House |
| 21 | Change director details | Update director information |
| 22 | Add company in AM/SharePoint | Register new company internally |
| 23 | Add directors in AM/SharePoint | Update director records |
| 24 | VAT registration/deregistration | Register or deregister VAT with HMRC |
| 25 | Agent authorisation (64-8 etc) | Request HMRC authorisation for agent access |
| 26 | EORI registration | Register for import/export EORI number |
| 27 | Change registered office | Update company registered address |
| 28 | Send SA forms (SA400/SA401/SA01) | Submit HMRC registration forms |
| 29 | Authentication code request | Request Companies House authentication code |
| 30 | Request UTR | Request Unique Taxpayer Reference from HMRC |
| 31 | AML checks in AM | Perform anti-money laundering compliance checks |
| 32 | Reception calls | Handle and return missed client calls |
| 33 | Get bank statements - streem connect | Download bank statements via Streem Connect |
| 34 | UK trademark registration | Register trademarks for clients |
| 35 | Update client details AM | Maintain client records in system |
| 36 | Personal code | Handle personal code requests/management |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Limited Company Consultation | Provide advisory and onboarding consultation for limited companies |
| 2 | New Client Proposal | Review proposals to new clients |
| 3 | Review Outstanding Prospects | Periodically review pipeline and follow-ups |
| 4 | Client Visits | Visit clients if necessary for relationship/account management |
| 5 | Client Queries Support | Respond to client queries and general support requests |
| 6 | HMRC Enquiries Handling | Attend HMRC enquiries online or in person and respond appropriately |
| 7 | Cross-selling Services | Identify and propose additional services to existing clients |
| 8 | Annual Price List Review | Review clients’ price list annually |
| 9 | Service Price Adjustment | Review and adjust company service pricing |
| 10 | WhatsApp Client Communication | Maintain client communication via WhatsApp |
| 11 | Director Tax Return Preparation | Prepare and support director personal tax returns |
| 12 | Annual Accounts Preparation | Review statutory annual accounts for companies |
| 13 | Seminar organization and seminar speaker | |
| 14 | Marketing content writer ( website, articles and others ) | |
| 15 | Responsible for Sales Department | |
| 16 | Liaising with marketing department | |
| 17 | To Develop new commercial partners | |
| 18 | Marketing Strategy | |
| 19 | International company formation and structure set up | |
| 20 | Loans assistance, consultation and application | |
| 21 | Responsible for HR department | |
| 22 | Approval of marketing material | |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Limited Company Consultation | Limited Company Consultation. |
| 2 | Preparing Client Proposals | Prepared and send new clients proposal |
| 3 | Handling Client Queries | Support Clients queries. |
| 4 | Client Meetings | Clients meeting/visit |
| 5 | Bookkeeping Workflow Development | Work flow Systems for Bookkeeping Department |
| 6 | Reviewing Trial Balances (Limited Companies) | Limited Company Trial balance review of my clients |
| 7 | Reviewing Trial Balances in QuickBooks | Quickbooks - Limited Company Trial balance review of Paulo / Marcia |
| 8 | Preparing Director Tax Returns | Director tax return support and preparation. |
| 9 | Preparing Journal Entries from Trial Balance | Preparing Trial balance transitional to create a Journal Entry into QuickBooks. |
| 10 | Preparing Corporation Tax Returns (CT600) | Corporation tax return (CT600) and Corporation Tax computation. |
| 11 | Resolving Client Technical Issues | Dealing with clients s to resolve any technical issues; |
| 12 | Supporting Accounting Classification Queries | Supporting Limited team with doubts on accounting classification; |
| 13 | Managing Companies House Correspondence | Assisting with Companies House and other related parties correspondence; |
| 14 | Client Communication via WhatsApp | WhatsApp communication with clients |
| 15 | VAT Consultation | VAT specialist consultation |
| 16 | Uploading Client Documents to SharePoint | Upload files/documents on Share Point online, all documents related to the client |
| 17 | Managing Self-Employed Department | Management Self employee department |
| 18 | Processing UK Tax Refunds | Refound Tax paid out in UK |
| 19 | Self-Employed Consultation | Self Employed Consultation |
| 20 | Preparing Client Proposals | Prepared and send new clients proposal |
| 21 | Registering Self-Employed Clients | Registration as self employed (Send task to Admin SE to registre) |
| 22 | Collecting Client Information (KYC) | Request information new clients (UTR, passport, address, NI, etc) |
| 23 | Uploading Documents to SharePoint | Upload files/documents on Share Point online |
| 24 | Cross-Selling Services | Cross selling company services |
| 25 | Monitoring MTD Updates (Individuals) | Keep updated with the new MTD for individuals (able to help with the process) |
| 26 | Monitoring Tax Updates | Keep updated with the news about TAXES |
| 27 | Attending HMRC Webinars | Keep envolve on HMRC webnars |
| 28 | Updating Profit and Loss Statements | Update profit and loss spreedsheet (Internal sheet every finance year) |
| 29 | Verifying Client UTRs | Check Client’s UTR number in HMRC website |
| 30 | Updating Self-Employed Registration Records | Update Self Employed online registrations spreadsheet (SharePoint - Documents) |
| 31 | Responding to Client Communications | Reply emails and phone calls from clients |
| 32 | Monitoring Tasks and Client Progress | Check and control AM Tasks and clients |
| 33 | Handling Client Queries | Support Clients queries. |
| 34 | Visa Consultation and Preparation | Visa Material consultation and preparation |
| 35 | Training Employees on Self-Employment | Self-employment training to current employees |
| 36 | Advising Clients on Home Office Invoicing | Orientation to clients collecting visa material about how to prepare invoices to Home Office |
| 37 | Managing Visa Documentation Process | Visa material consultation and document collection and handle file to admin department |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Limited Company Consultation | Limited Company Consultation. |
| 2 | Preparing Client Proposals | Prepared and send new clients proposal |
| 3 | Handling Client Queries | Support Clients queries. |
| 4 | Client Meetings | Clients meeting/visit |
| 5 | Bookkeeping Workflow Development | Work flow Systems for Bookkeeping Department |
| 6 | Reviewing Trial Balances (Limited Companies) | Limited Company Trial balance review of my clients |
| 7 | Reviewing Trial Balances in QuickBooks | Quickbooks - Limited Company Trial balance review of Paulo / Marcia |
| 8 | Preparing Director Tax Returns | Director tax return support and preparation. |
| 9 | Preparing Journal Entries from Trial Balance | Preparing Trial balance transitional to create a Journal Entry into QuickBooks. |
| 10 | Preparing Corporation Tax Returns (CT600) | Corporation tax return (CT600) and Corporation Tax computation. |
| 11 | Resolving Client Technical Issues | Dealing with clients s to resolve any technical issues; |
| 12 | Supporting Accounting Classification Queries | Supporting Limited team with doubts on accounting classification; |
| 13 | Managing Companies House Correspondence | Assisting with Companies House and other related parties correspondence; |
| 14 | Client Communication via WhatsApp | WhatsApp communication with clients |
| 15 | VAT Consultation | VAT specialist consultation |
| 16 | Uploading Client Documents to SharePoint | Upload files/documents on Share Point online, all documents related to the client |
| 17 | Managing Self-Employed Department | Management Self employee department |
| 18 | Processing UK Tax Refunds | Refound Tax paid out in UK |
| 19 | Self-Employed Consultation | Self Employed Consultation |
| 20 | Preparing Client Proposals | Prepared and send new clients proposal |
| 21 | Registering Self-Employed Clients | Registration as self employed (Send task to Admin SE to registre) |
| 22 | Collecting Client Information (KYC) | Request information new clients (UTR, passport, address, NI, etc) |
| 23 | Uploading Documents to SharePoint | Upload files/documents on Share Point online |
| 24 | Cross-Selling Services | Cross selling company services |
| 25 | Monitoring MTD Updates (Individuals) | Keep updated with the new MTD for individuals (able to help with the process) |
| 26 | Monitoring Tax Updates | Keep updated with the news about TAXES |
| 27 | Attending HMRC Webinars | Keep envolve on HMRC webnars |
| 28 | Updating Profit and Loss Statements | Update profit and loss spreedsheet (Internal sheet every finance year) |
| 29 | Verifying Client UTRs | Check Client’s UTR number in HMRC website |
| 30 | Updating Self-Employed Registration Records | Update Self Employed online registrations spreadsheet (SharePoint - Documents) |
| 31 | Responding to Client Communications | Reply emails and phone calls from clients |
| 32 | Monitoring Tasks and Client Progress | Check and control AM Tasks and clients |
| 33 | Handling Client Queries | Support Clients queries. |
| 34 | Visa Consultation and Preparation | Visa Material consultation and preparation |
| 35 | Training Employees on Self-Employment | Self-employment training to current employees |
| 36 | Advising Clients on Home Office Invoicing | Orientation to clients collecting visa material about how to prepare invoices to Home Office |
| 37 | Managing Visa Documentation Process | Visa material consultation and document collection and handle file to admin department |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Send email reminders to prepare VAT returns – and the Final Reminder (2 emails in totals) | |
| 2 | Send messages reminders by whatsapp - almost the whole month | |
| 3 | Send email with the VAT calculation both Adviser and Client for Confirmation prior Submission | |
| 4 | After approval received - Submit VAT Return | |
| 5 | Send email with the Confirmation for VAT Submission adding Link How to pay bill all with the details of VAT submission. | |
| 6 | Update VAT Companies after submetted, tenho que alterar no sistema Accountancy manager, colocando datas e valor do proximo VAT | |
| 7 | Company Accounts preparation reports and final bookkeeping spreadsheets for trial balance preparation (Paper) | |
| 8 | Request PAYE information from companies to add in bookkeeping | |
| 9 | Communicate when the bookkeeping is completed to the adviser (always with the admin in copy) and send the task in AM for the adviser. | |
| 10 | Helping clients get bank statements in CSV and PDF format on their own bank. (when necessary) spreadsheet clients. (I've created videos to help them) | |
| 11 | When I receive documents from Admin, I have to check if it is correct or not, if its missing something I have to ask the client directly and up to date AM. | |
| 12 | Update Bank Feed | |
| 13 | Focal for QuickBooks and keep Update | |
| 14 | Bank reconciliations | |
| 15 | Upload Documents into Quickbooks | |
| 16 | WhatsApp communication - Clients. | |
| 17 | When Making Tax Digital (MTD) in QuickBooks is not working for VAT across all companies, we need to disconnect and then log back into the Agent Services Account (ASA) to enable the VAT submission. | |
| 18 | Upload files/documents on Share Point online – all documents related to the client. (VAT return, Invoices/receipts, Bank statements, etc) | |
| 19 | Create bookkeeping services charging them £35 hour, when the bookkeeping is in excel, send email to the client/admin and financial. | |
| 20 | When other Subcontractors prepered spreadsheet bookkeeping, I have to ask them how many hours they spend doing this activity, because I have to charge this invoice to the client. | |
| 21 | If the client doesn't agree with the price of bookkeeping services or anything related to that, I have to explain and copy the adviser in an email. | |
| 22 | Create opening balance in quickbooks for new companie (Just if the company has been done using Forbes the previous year) (after that Admin sends the Company to the subcontractor) | |
| 23 | Bookkeeping and VAT training (Subcontractors and new employees), I've created videos if necessary and put on share point, so they can see in the future. | |
| 24 | I provide bookkeeping and VAT training across all companies. I deliver the initial training to all bookkeepers and continue supporting them through every stage until they achieve full understanding. | |
| 25 | Review final bookkeeping quickbooks for trial balance preparation (only Talita's client) | |
| 26 | Limited Company Trial balance preparation on Forbes (only Talita's client) | |
| 27 | Keeping Subcontractors up to date (UK holidays, summer time etc) | |
| 28 | Keeping Subcontractors up to date (if there's anything new on Quickbooks or changed) By email | |
| 29 | VAT validation (when subcontractors finalize their VAT return) I have to validate and answer if its okay or not to send to the client's approval. Check subcontractors VAT classifications before sending to client's approval. (All Adviser apart from: Juliana e Sidnei) | |
| 30 | Visit client in Person when requested | |
| 31 | I'm responsible for the Dext system, I've created users, and if anybody needs help I'm in charge to help them. | |
| 32 | When we have subcontractor meetings, I have to create minutes of meetings, send emails to all, and attached them in share point. For everyone can see it in the future | |
| 33 | Sometimes, clients do the bookkeeping by themselves, and they asked me to help, in this case, I analise and charge bookkeeping services £35 per hour. | |
| 34 | When Forbes needs to be up to date, or anything related to Forbes, I've contacted Computer Highway to fix it for us and keep the Forbes team (group) up to date. (Asking them to not use the Forbes until the error was fixed) | |
| 35 | Monitor subcontractors, ensure they have the support they need, and provide updates to prevent any VAT submissions for the period from being delayed | |
| 36 | I arrange new mobile phone SIM cards (Three) when needed and complete the initial WhatsApp setup for subcontractors. | |
| 37 | Point of contact with Three Gavin sales manager - Telephony. | |
| 38 | After procurement, I send all SIM cards to the admin company’s residential address | |
| 39 | Responsible for collecting personal data via registration forms and university diplomas from each new bookkeeper and sending them to Adriana in Payroll. | |
| 40 | Request the creation of professional email signatures from Marketing for all new subcontractors in the Bookkeeping department and assist them with email setup. | |
| 41 | Request Computer Highway to provide SharePoint and Vertice Codes email access for all new subcontractors. | |
| 42 | Request Computer Highway to update the email address of each new subcontractor with their new name | |
| 43 | At the start of each month, send the VAT split spreadsheet (retrieved from AM) to all responsible parties. | |
| 44 | When a company is on the Flat Rate Scheme, create a task in Accountancy Manager to apply the additional 1% VAT for the next 12 months. | |
| 45 | For any errors or questions subcontractors have in QuickBooks, I contact Support to understand what is happening. | |
| 46 | When the Admin company changes a VAT period, a task is automatically created in Accountancy Manager so I can review the next VAT period to be updated and avoid delays | |
| 47 | Double check amount paid by the client paye, CT and VAT on HMRC website (check on line) before send Bookkeeping finalised | |
| 48 | Attend investigation meetings in person with the HMRC officer when required, prepare the reports requested by HMRC, and assist with responses to investigation emails | |
| 49 | When a VAT-registered company is deregistered, the Admin team informs the new period by email; I then notify the responsible bookkeeper of the new deadline and update this information in AM | |
| 50 | Cover Talita (VAT) | |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | E-mail VAT | Enviar lembretes por e-mail para preparar as declarações de VAT – e o Lembrete Final (3 e-mails no total) |
| 2 | Mensagens via WhatsApp | Envie lembretes por WhatsApp - praticamente o mês todo referente documentação e prazos |
| 3 | E-mail VAT | Enviar e-mail com o cálculo do VAT para o cliente para confirmação antes do envio. |
| 4 | Transmissão VAT | Após a aprovação, transmitimos a declaração de VAT ao HMRC. |
| 5 | E-mail VAT | Enviar e-mail com a Confirmação do Envio do VAT, incluindo o link "Como pagar a fatura", com todos os detalhes do envio do VAT. |
| 6 | Contabilização de Folha de pagamento | Contabilização de folha de pagamento com base em planilha enviada pela Adriana (Folhas mensal e semanal) |
| 7 | Conclusão de Annual Accounts | Conciliação de todas as contas do trial balance, arquivo de toda documentação utilizada e envio de e-mail para a equipe de revisão. |
| 8 | Auxilio ao cliente | Ajudando clientes a obter extratos bancários em formato CSV e PDF em seus próprios bancos (quando necessário). Também auxilio clientes que utilizam planilhas. |
| 9 | Auxilio na conexão do banco | Contato com os clientes para reconectar o Bank Feed e auxilo na conexão. |
| 10 | Manter o QuickBooks atualizado | Manter o QuickBooks atualizado com todas as classificações em dia |
| 11 | Bank reconciliations | Reconcile do banco no sistema e anexar o extrato do período. |
| 12 | Upload Documents into Quickbooks - VAT | Incluir documentação enviada pelo cliente no sistema Dext e Quickbooks. |
| 13 | Upload files/documents on Share Point online | Salvar os arquivos/documentos no SharePoint Online – todos os documentos relacionados ao cliente (VAT, faturas/recibos, extratos bancários, etc.). |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | PAYE Registration new clients | Fill out form on HMRC website with the new company details for PAYE scheme registration |
| 2 | Update Payroll Excel control with new clients PAYE details/notes | Add new schemes details, emails, notes for clients, keep excel control up to date |
| 3 | Check letters received to our office related to PAYE/CIS queries | Check letters received from Admin department - see if any action to take, notify client, call HMRC |
| 4 | Check PAYE tax code notices | Check HMRC tax code notices/emails from client/letters received by post and update tax codes in Payroll system |
| 5 | Claim Advance funding for SMP - clients that qualify | Prepare and submit the SMP advance funding claims for clients that qualifies, add SMP details in payroll system, check calculations, advise client when the funds will be received |
| 6 | Prepare Payroll & RTI Submissions | Prepare payroll for clients, either weekly or monthly, save payslips in company folder, submit RTI via payroll system, send email to client with the payslips and reports attached, explain employer taxes to be paid |
| 7 | Add new employees in payroll for clients | Add new employees details in payroll system, request missing data from clients, etc |
| 8 | Prepare PAYE payslips internally | Prepare and send our employees payslips to financial department, send copies of payslips to employees, submit RTI and advise financial of employer taxes to be paid to HMRC |
| 9 | Prepare P11Ds for client | Prepare and submit the annual P11Ds for clients that have benefit in Kind paid to their employees. Save P11ds in company folder, submit via payroll system or HMRC website, send email to client with the P11ds, explain employer taxes to be paid |
| 10 | Register new clients as CIS contractors (LTD) | Fill out form on HMRC webiste with the client details to register for CIS contractors |
| 11 | Prepare CIS submissions for clients that are Contractors (LTD or SE) | Prepare CIS submissions for clients, either weekly or monthly, save CIS payslips in company folder, submit CIS return via HMRC portal, send email to client with the CIS payslips and reports attached, explain CIS taxes to be paid |
| 12 | CIS - verify new CIS workers with HMRC and add in payroll system | Verify new CIS workers for clients on HMRC agent portal, update the worker details and verifications on Payroll system, email client with outcome, ask for more details if missing data to verify |
| 13 | Prepare CIS refund claims for deductions suffered (LTD) | Check total CIS suffered for client, ask for CIS statements for the tax year, check if values match the bookeeping, submit claim to HMRC to request excess refund, send email to client with value claimed. |
| 14 | Send reminder about CIS submissions each month | Send monthly reminders by email to CIS clients to request CIS payments reports for workers (needed for monthly CIS submissions to HMRC). As well the CIS statements showing CIS suffered for the company needed to offset CIS/PAYE taxes |
| 15 | Payroll/CIS enquiries from clients | Answer queries from clients via email or phone call |
| 16 | Deal with HMRC enquiries for Payroll/CIS | Answer queries ies from HMRC via email or phone call |
| 17 | Request Agent Codes and PIN codes for PAYE/CIS clients | Request the Agent codes and enroll new clients for online PAYE services with HMRC - send email to clients to advise about the codes and when expect to receive |
| 18 | Check PAYE accounts for clients and send overdue taxes | Check 2 times per year all PAYE clients on HMRC agent portal and send overdue PAYE taxes reminders |
| 19 | Pension Scheme - Auto enrolment | Check which clients needs to enroll employees into the AE scheme, send email with communication letter, enroll employee into NEST, check opt outs, update the payroll system |
| 20 | Submit Declaration of Compliance Pension regulator | Check which clients are due for declaration or re-declaration, prepare and submit it to Pension Regulator |
| 21 | Help bookkeeping department with payroll reports and queries | Prepare and extract excel reports from payroll system with salaries details, employer taxes, Employer NI - send to bookkeper or adviser as per request |
| 22 | Prepare newsletters for clients regarding PAYE news and changes in legislation | Prepare changes in employment law and send newsletter to PAYE clients database |
| 23 | Send documents/reports/data to clients that are leaving us | Prepare email with all info/login details/reports for clients that leave us |
| 24 | Prepare Employment Contracts for clients | Prepare and send employments contracts for clients when they pay the fee, or send free templates |
| 25 | Prepare reports for accountants and provide support | Prepare payroll reports for accountants when needed for Annual accounts -export data in excel from payroll system and clean up leaving just the info needed |
| 26 | Upload and update files/documents on Share Point | Upload documents and files on the shared point clients folders |
| 27 | Holiday control - update holidays calendar | update holidays excel report + Outlook agenda for Holidays - after approved for employees |
| 28 | Control of Employees Birthdays & Vouchers | Send Birthday wishes in company whatsapp group on each employee's birthday, send Amazon Vouchers |
| 29 | Responsible for Employment contracts & agreements - internal employees | Prepare and update employments contracts for internal employees/subcontractors |
| 30 | Update Employee Handbook & Holiday Policy | Update Employee Handbook & Holiday Policy when needed |
| 31 | Responsible for HR - report to CEO | Deal with internal employees complaints, try to solve them, report to company CEO |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Organise the income/expenses allocating correct department | Allocate income and expenses to the correct department and cost centre |
| 2 | Create a report with view as company owner | Prepare management reports with company performance overview |
| 3 | Responsible for accounts payable Vertice services e Vertice Italy | Manage supplier payments |
| 4 | Financial reports | Prepare financial reports for management review |
| 5 | Profit & loss Report | Generate profit and loss reports |
| 6 | VAT Vertice service, Vertice Italy | add invoices QB's system and review VAT returns |
| 7 | PAYE payment | Process PAYE payments |
| 8 | Bank Reconciliation | Reconcile bank accounts with accounting records |
| 9 | Monthly reconciliation with Rodolfo | Review monthly balances and reconciliations with Rodolfo |
| 10 | Responsible Employees’ salaries payments | Process employees salary payments |
| 11 | Final Monthly Reconciliation for Vertice Services, Vertice Italy | Complete final monthly reconciliation for all companies |
| 12 | Vertice Services Bookkeeping | Maintain bookkeeping records for Vertice Services |
| 13 | Vertice Italy Bookkeeping | Maintain bookkeeping records for Vertice Italy |
| 14 | Gocardless Integration and reconciliation | Reconcile GoCardless payments with accounting records |
| 15 | Paypal integration and reconciliation | Reconcile PayPal transactions |
| 16 | Refunds to Clients | Process client refunds |
| 17 | Monthly Jornal entry for Payroll - Vertice Italy | Post payroll journal entries for Vertice Italy |
| 18 | Pontual jobs for Rodolfo | Complete ad hoc finance tasks for management |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Issue and verify customer invoices and statements for Limited and SE | Prepare, issue, and verify invoices and customer statements for Limited and SE clients. |
| 2 | Monitor accounts receivable and ensure accurate payment application | Track incoming payments and ensure payments are correctly allocated to customer accounts. |
| 3 | Manage outstanding invoices by contacting customers regarding overdue payments | Follow up with customers regarding overdue invoices and outstanding balances. |
| 4 | Prepare overdue and aging reports | Generate reports showing overdue invoices and customer aging balances. |
| 5 | Identify and resolve payment discrepancies | Investigate and resolve inconsistencies between payments, invoices, and bank records. |
| 6 | Notify relevant stakeholders of payments as necessary | Inform internal teams or stakeholders when relevant payments are received or processed. |
| 7 | Communicate with clients via WhatsApp | Handle client communication regarding payments, invoices, and account updates through WhatsApp. |
| 8 | Manage and monitor financial tasks in Accountancy Manager system | Track and update financial workflows and tasks in the Accountancy Manager system. |
| 9 | Handle company incorporation and register in QuickBooks | Manage company incorporation processes, communicate payment requirements, and register new companies in QuickBooks. |
| 10 | Monitor cancellations and unpaid transactions in GoCardless | Review failed, cancelled, or unpaid transactions within GoCardless. |
| 11 | Manage collections in GoCardless | Process and manage customer collections through GoCardless. |
| 12 | Register bank details in GoCardless | Add and maintain customer bank details within GoCardless. |
| 13 | Manage recurring payments | Set up, monitor, and update recurring payment schedules. |
| 14 | Review internal notes and task workflow in Accountancy Manager | Review internal notes and confirm workflow processes are being followed correctly. |
| 15 | Prepare annual price increase reports and communicate updates | Prepare annual pricing increase reports, notify clients, and implement updates. |
| 16 | Update Accountancy Manager system with Per Service information | Update service-related information and records within the Accountancy Manager system. |
| 17 | Check and update payments in Accountancy Manager SE team | Review and update payment statuses for the SE team in Accountancy Manager. |
| 18 | Update QuickBooks system for clients who have left | Update or deactivate QuickBooks profiles for former clients. |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Issue and verify customer invoices and statements for Limited and SE | Prepare, issue, and verify invoices and customer statements for Limited and SE clients. |
| 2 | Monitor accounts receivable and ensure accurate payment application | Track incoming payments and ensure payments are correctly allocated to customer accounts. |
| 3 | Manage outstanding invoices by contacting customers regarding overdue payments | Follow up with customers regarding overdue invoices and outstanding balances. |
| 4 | Prepare overdue and aging reports | Generate reports showing overdue invoices and customer aging balances. |
| 5 | Identify and resolve payment discrepancies | Investigate and resolve inconsistencies between payments, invoices, and bank records. |
| 6 | Notify relevant stakeholders of payments as necessary | Inform internal teams or stakeholders when relevant payments are received or processed. |
| 7 | Communicate with clients via WhatsApp | Handle client communication regarding payments, invoices, and account updates through WhatsApp. |
| 8 | Manage and monitor financial tasks in Accountancy Manager system | Track and update financial workflows and tasks in the Accountancy Manager system. |
| 9 | Handle company incorporation and register in QuickBooks | Manage company incorporation processes, communicate payment requirements, and register new companies in QuickBooks. |
| 10 | Monitor cancellations and unpaid transactions in GoCardless | Review failed, cancelled, or unpaid transactions within GoCardless. |
| 11 | Manage collections in GoCardless | Process and manage customer collections through GoCardless. |
| 12 | Register bank details in GoCardless | Add and maintain customer bank details within GoCardless. |
| 13 | Manage recurring payments | Set up, monitor, and update recurring payment schedules. |
| 14 | Review internal notes and task workflow in Accountancy Manager | Review internal notes and confirm workflow processes are being followed correctly. |
| 15 | Prepare annual price increase reports and communicate updates | Prepare annual pricing increase reports, notify clients, and implement updates. |
| 16 | Update Accountancy Manager system with Per Service information | Update service-related information and records within the Accountancy Manager system. |
| 17 | Check and update payments in Accountancy Manager SE team | Review and update payment statuses for the SE team in Accountancy Manager. |
| 18 | Update QuickBooks system for clients who have left | Update or deactivate QuickBooks profiles for former clients. |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Manage Rodolfo’s calendar (book meetings, update cancelations) | |
| 2 | First contact for new self-employed and Limited leads on behalf of Rodolfo | |
| 3 | Support Rodolfo with his emails (reply on his behalf) and catch up weekly for actions to be taken; | |
| 4 | Reply clients' emails and whatsApp messages according to their queries - daily | |
| 5 | Follow up proposals sent and keep a record updated | |
| 6 | Book and/or cancel events / personal meetings / company meetings; | |
| 7 | Send task to Admin to onboarding new clients | |
| 8 | Request new clients information needed for onboarding and AML procedures | |
| 9 | Send services proposal; | |
| 10 | Follow up Rodolfo's clients | |
| 11 | Support Bank provider business bank account opening, send forms to Business Manager; | |
| 12 | Set up correspondence address for Directors; | |
| 13 | Support with liquidation process | |
| 14 | Support with HMRC enquiries | |
| 15 | Trademark registration | |
| 16 | Contact Rodolfo's clients (SE and directors) to prepare tax returns; | |
| 17 | Catch up with Limited Company admin department to update accounts due; | |
| 18 | Support financial when requested to contact client in order to charge for unpaid invoice; | |
| 19 | Support Rodolfo with international structure incorporation application; | |
| 20 | Upload and update files/documents on Share Point; | |
| 21 | Support SE department by sending all info to prepare tax returns (SE and directors) | |
| 22 | Translation of articles and other contents to be sent to clients | |
| 23 | contact directors for follow up - monthly | |
| 24 | Keep record of accounts to be approved by the accountant or client | |
| 25 | Update clients details on HMRC and Accountant Manager | |
| # | Tarefa · Task | Descrição · Description |
|---|
| 1 | Manage all marketing for the company and activities within the marketing department | |
| 2 | Develop the marketing strategy for the company in line with company objectives | |
| 3 | Co-ordinate marketing campaigns with sales activities | |
| 4 | Create and publish all marketing material in line with marketing plans | |
| 5 | Overall responsibility for brand management and corporate identity | |
| 6 | Monitor and report on effectiveness of marketing initiatives | |
| 7 | Working closely with design agencies and assisting with campaigns | |
| 8 | Analyze potential strategic partner relationships for company marketing | |
| 9 | Interview, hire, and provide training for marketing staff members | |
| 10 | Establish marketing goals based on past performance and market forecasts | |
| 11 | Researches and analyses market trends, demographics, pricing, competitor products, and other relevant information to form marketing strategies | |
| 12 | Approve and oversee the creative development of promotional materials, website content, advertisements, and other marketing-related projects | |
| 13 | Work within the department budget to develop cost-effective marketing plans for each product or service | |
| 14 | Liaise with Rodolfo to develop and deploy marketing strategies and tactics to get the word out about our company and drive qualified traffic to our front door | |
| 15 | Experiment with a variety of organic and paid acquisition channels – content creation, content curation, pay per click campaigns, event management, publicity, social media, lead generation campaigns, copywriting, performance analysis, and much more | |
| 16 | Communication channels include but are not limited to: Website, Facebook, Instagram, LinkedIn, Twitter, email marketing and other channels where Vertice has paid publicity | |
| 17 | Occasionally execute work in videos, design, copywriting, photo and web design | |
| 18 | Eventually create strategies and manage campaigns and media production for external clients referred through Vertice Services via Vertice Studio | |
| 19 | Trademark application | |
| 20 | Trademark control | |
| 21 | Manage all newsletters, social media, SEO and Google AdWords campaigns | |
| 22 | Manage and publish articles on the website and share on social media | |
| 23 | Social media include Facebook, Instagram, Twitter, Linkedin and Youtube | |