Real Bookkeeping Case Studies
At Books & Business, we know that bookkeeping is more than numbers — it’s about giving business owners peace of mind. Here are real examples of how we’ve helped small businesses in Surrey and across the UK simplify their finances, save time, and reduce stress.
Case Study 1 – The Electrician (“Sparky”)
Challenge
A recently retrained electrician set up QuickBooks himself to manage his accounts. Like many small business owners, he wanted to stay on top of things but quickly ran into problems:
- Accidentally signed up for two QuickBooks subscriptions (one via Apple, one direct) and ended up paying twice.
- Receipts were uploaded into the wrong subscription.
- Bank feed transactions were incorrectly categorised, with many sitting in “Uncategorised Expense.”
- With a tax return deadline approaching, he needed urgent help to fix errors and avoid penalties.
Our Approach
We worked closely with the client to get his bookkeeping back on track:
- Together, we identified how the duplicate subscription had happened and cancelled it, keeping the correct QuickBooks account for ongoing support.
- Corrected errors in the bank feed and uploaded missing receipts to ensure accurate records.
- Introduced Dext so receipts and sales invoices flow directly into QuickBooks, saving time and reducing mistakes.
- Ensured CIS deductions were properly recorded and reconciled.
- Now handle his ongoing bookkeeping, from bank transactions and receipts to his annual tax return.
Results
- Duplicate subscription costs eliminated.
- Tax return submitted on time, without the last-minute panic.
- Receipts and invoices now automatically flow into QuickBooks via Dext.
- CIS transactions correctly processed each month.
- With ongoing monthly support, he no longer worries about bookkeeping and can focus on his electrical work.
Takeaway
Even capable, hands-on business owners can run into challenges when managing bookkeeping alone. With the right support and tools, everything becomes clear, organised, and stress-free. For tradespeople, that means more time to focus on clients and less time battling the books.
Case Study 2 – Supporting a Small Retail Business
Challenge
- Growing business with 10+ staff using QuickBooks Online
- Struggled to match payments across one bank account + three credit cards
- VAT returns inaccurate due to missing/mistyped invoices
- Supplier ledgers disorganised with duplicates and misallocations
- PayPal account never integrated into the accounts system
- Result: stress, inefficiencies, and financial data they couldn’t fully rely on
Our Approach
- Took over day-to-day bookkeeping support
- Performed detailed bank reconciliations across all accounts
- Corrected supplier ledger errors and cleaned up historic data
- Added missing invoices/receipts and integrated the PayPal account properly
- Introduced Dext for supplier invoices and expense capture to reduce errors
- Client still makes supplier payments; we now handle accurate entry into QuickBooks via Dext
Results (Early Wins)
- Clearer, more accurate picture of their financial position
- VAT returns now more reliable, with fewer discrepancies
- Expenses recorded in a consistent, streamlined way
- Less stress for the owner, more efficiency for the business
Takeaway
Even experienced business owners can fall into bookkeeping pitfalls when juggling multiple systems and roles. Working with a bookkeeper early saves time, reduces stress, and ensures long-term financial clarity.
Case Study 3 – Restoring Financial Clarity for an Outdoor Activity Provider
Challenge
- Sole trader outdoor activity business with freelance contractors
- Previous AAT-qualified bookkeeper left after five years
- Office manager (trained by old bookkeeper) tried to take over, but flawed processes caused serious errors:
- VAT codes misapplied
- Expenses posted to asset accounts
- Assets not written off when no longer in use
- Expenses posted to income accounts → distorted P&L
- Missed personal tax return (year ending 5 April 2024) with no documentation or workings
- Client frustrated after receiving penalties for the missed tax return
Our Approach
- Engaged just two weeks before a VAT deadline
- Carried out detailed review and corrected numerous entries in Xero
- Submitted VAT return on time
- Re-classified expense and income transactions for accuracy
- Chased previous bookkeeper for tax return info (none provided)
- Reconstructed data and filed the overdue personal tax return
- Continued with Xero setup, but implemented more structured, compliant processes going forward
Results
- VAT return filed on time despite tight deadline
- Overdue personal tax return successfully submitted
- Accounts now give a clearer, more accurate picture of financial position
- Client relieved to be back on track, with confidence restored in their bookkeeping
Takeaway
Even capable business owners and staff can struggle without the right financial support. This case highlights the importance of:
- Working with a qualified, reputable bookkeeper who keeps full documentation
- Having a clear contract defining roles and responsibilities
- Ensuring proper training and oversight in any bookkeeping handover
A trusted bookkeeping partner provides not just compliance — but peace of mind and confidence in your numbers.
Why Businesses Trust Us
We specialise in helping small trade businesses in Surrey and across the UK — from construction and plumbing to electricians and other contractors. We understand the challenges you face, and we’re here to make bookkeeping simple, accurate, and stress-free.
Here’s why clients choose Books & Business:
- 20+ years of experience providing reliable bookkeeping for small businesses
- Friendly, down-to-earth support — easy to talk to, no jargon
- Tailored services designed for sole traders and small limited companies in trade
- Experienced with QuickBooks, Xero and Dext to fit the tools you use
At Books & Business, we’re more than just bookkeepers. We take care of the numbers so you can focus on running your business
Get in touch today, to book your free discovery call and take the first step toward stress-free bookkeeping
Email Us
Find out more about our comprehensive bookkeeping services and schedule an initial FREE meeting - no strings attached!
