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 our clients simplify their finances, save time, and reduce stress.

Case Study 1 – A self-employed Electrician


The Situation
A self-employed electrician had set up QuickBooks himself to manage his bookkeeping. While keen to stay organised, he found that as the business grew, the system needed refining and better structure.


He had:

  • inadvertently set up two QuickBooks subscriptions
  • receipts uploaded to the wrong account
  • bank feed transactions not consistently categorised
  • CIS deductions that needed reviewing


With tax deadlines approaching, he wanted reassurance that everything was in good order and compliant.


Our Approach
We worked closely with the client to review his existing setup and put clear systems in place.


  • Identified and resolved the duplicate QuickBooks subscription, keeping the correct account for ongoing use
  • Reviewed and tidied bank transactions and receipts
  • Introduced Dext so receipts and invoices flow smoothly into QuickBooks
  • Ensured CIS deductions were recorded and reconciled correctly
  • Took over ongoing bookkeeping and tax return preparation


The Outcome

  • One clear QuickBooks system, properly organised
  • Smooth monthly processing of receipts, invoices, and CIS
  • Tax return submitted on time without unnecessary pressure
  • Ongoing monthly support, giving the client clarity and confidence


With his bookkeeping now handled properly, he can focus on running his business knowing the numbers are under control.


Takeaway
Many capable business owners start out managing their own bookkeeping. As systems and requirements become more complex, having the right support in place brings clarity, consistency, and peace of mind — allowing business owners to spend their time where it matters most.

Case Study 2 – an independent Music Retail business


The Situation
An established music retail business with over ten staff was using QuickBooks Online to manage its finances. As the business grew, the volume and variety of transactions increased, and the owner wanted greater clarity and confidence in their financial information.


They were managing:

  • one main bank account and several credit cards
  • supplier payments made across different systems
  • VAT reporting that required more consistent supporting records
  • a PayPal account that had not yet been fully integrated


Our Approach
We took over the day-to-day bookkeeping and worked methodically to bring everything into a clear, well-organised structure.


  • Completed detailed reconciliations across bank and credit card accounts
  • Reviewed and tidied supplier ledgers, resolving duplication and misallocations
  • Added missing documentation and integrated the PayPal account into QuickBooks
  • Introduced Dext for supplier invoices and expense capture to streamline processing


The client continues to manage supplier payments, while we ensure everything is recorded correctly and consistently within QuickBooks.


The Outcome

  • A clearer, more reliable view of the business’s financial position
  • VAT returns prepared with confidence and fewer discrepancies
  • Consistent, streamlined expense recording
  • Reduced pressure on the owner and smoother day-to-day operations


With systems now working efficiently, the business can focus on trading, growth, and managing its team.


Takeaway
As businesses grow, bookkeeping naturally becomes more complex. Having structured systems and ongoing support in place brings clarity, saves time, and supports confident decision-making.

Case Study 3 – Outdoor Activity Provider


The Situation
A sole trader running an outdoor activity and riding stables business needed support following a change in bookkeeping provider. With freelance contractors, VAT requirements, and multiple expense types, the business required clear structure and consistent processes to move forward with confidence.


An office manager had taken on some bookkeeping tasks during the transition, but the client wanted reassurance that systems were set up correctly and that everything was back on track.


Our Approach
We carried out a detailed review of the existing records and worked methodically to bring the bookkeeping into a clear, compliant structure.


  • Reviewed and corrected transaction coding within Xero
  • Submitted the VAT return on time
  • Reconstructed and submitted an overdue personal tax return
  • Put clearer processes in place for ongoing bookkeeping
  • Worked closely with the office manager, providing guidance and training to support accurate day-to-day entries


This collaborative approach ensured the business had both professional oversight and practical, in-house understanding.


The Outcome

  • VAT and personal tax obligations brought up to date
  • Clearer financial records and improved visibility
  • Confidence restored in the bookkeeping process
  • A structured setup that supports the business going forward


With systems and support now in place, the client can focus on running the business, knowing the finances are being handled properly.


Takeaway
Transitions and growth can place pressure on bookkeeping processes. Having a trusted bookkeeping partner who provides structure, support, and clear guidance helps businesses regain control and move forward with confidence.