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How do you structure monthly management accounts for a growing coffee roaster, hospitality team in Stellenbosch?
Our coffee roaster, hospitality 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?
Liezel C. · 04 Sept 2026
@craig_macleod 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.
Marilize · 04 Sept 2026
Spot on @liezelc_paarl. 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.
Chantal · 04 Sept 2026
Building on @liezelc_paarl and @marilize_design, 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.
Megan · 05 Sept 2026
@liezelc_paarl and @craig_macleod we implemented this exact setup in Stellenbosch last quarter and it cut our monthly admin and reconciliation time in half.
Craig MacLeod · 05 Sept 2026
Shot @liezelc_paarl and @marilize_design. Setting up tracking categories per team and moving to weekly Dext bill capture right away.