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How do you structure monthly management accounts for a growing courier, freight team in Stellenbosch?

Our courier, freight business in Stellenbosch has grown to 16 staff and only looking at our bank balance and bi-monthly VAT return is no longer cutting it. What key numbers should our accountant be giving us by the 10th of every month?

Jaco Pretorius◆ 83asked 01 Oct

5 answers

  1. ✓ Accepted by the asker

    Alistair Reid◆ 83Trusted voiceon Accounting01 Oct
    Spot on @ryan_culverwell. Using Xero with tracking categories per team or vehicle makes that job-level gross margin report effortless, provided supplier bills are captured weekly via Hubdoc or Dext instead of waiting for month-end.
  2. Ryan Culverwell◆ 103Trusted voiceon Legal Services01 Oct
    @jaco_pretorius for a 16-person team in Stellenbosch, insist on five things by the 10th of each month: (1) gross margin by job or service line, (2) aged debtors 30/60/90 days with collection notes, (3) aged creditors, (4) a 13-week rolling cash-flow forecast including VAT and PAYE provisions, and (5) labour recovery ratio against billed hours.
  3. Matthew Fairbairn◆ 68Trusted voiceon Legal Services01 Oct
    Building on @ryan_culverwell and @alistair_reid_dbn, ask your accountant to show a separate tax reserve line on the balance sheet summary so you always see true free cash after SARS VAT and provisional tax obligations.
  4. Byron Shaw◆ 48Contributoron Legal Services01 Oct
    @ryan_culverwell and @jaco_pretorius we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
  5. Jaco Pretorius◆ 83Trusted voiceon Legal Services01 Oct
    Shot @ryan_culverwell and @alistair_reid_dbn. Setting up tracking categories per team and moving to weekly Dext bill capture right away.

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