End-to-End Accounting Office Management

Audio-Visual Integration & Technology Solutions
Sydney, Australia
Description: Full-time remote accounting office management (since Jan 2023) The client is one of Australia’s leading audio-visual (AV) integration companies, delivering high-end AV solutions across diverse sectors — corporate, education, government, houses of worship, retail, and major venues such as stadiums.

Case Study Structure

A case study demonstratinghowa Pakistan-based virtual accounting team transformed financial management for a leading Australian AV integration company through process discipline, automation, and accountability

By Attiq Ur Rehman Chartered Accountant & Virtual Accounting Partner for Australian Firms

Their capabilities span the complete AV project lifecycle:

1. Consultation, Design & Engineering

2. Installation, Integration, Programming & Commissioning

3.Handover Training, Maintenance & Support

They have successfully executed large-scale projects for prestigious instsuch as:

Sydney Cricket Ground, Western Sydney University, Giants Stadium, AuTurf Club Royal Randwick, TransGrid, Hornsby Shire Council, and ChrisArena NZ.
This company’s technical expertise, scale, and client portfolio place it am top-tier AV solution providers in Australia.

Challenge

Before my team took over, theclient was already outsourcing its accounting operations to another remote team in Pakistan. However, the previous arrangement faced multiple operational challenges:

The six-hour time difference between Australia and Pakistan made real-time communication difficult
The previous team did not maintain consistent attendance and often failed to rpromptly during Australian business hours.
The scope of work was limited to partial bookkeeping, leaving payroll, reconciland invoicing unmanaged.

As a result, delays, data gaps, and poor coordination were affecting the client’saccounting accuracy and overall confidence in remote outsourcing. These issues required a more disciplined, accountable, and technically comperemote accounting team — a challenge my team was prepared to meet

My Role (Team Responsibilities under My Supervision)

When my team took over the accounting function, we completely reorganized the client’s financial operations under a structured remoteoffice model. Our responsibilities expanded significantly and now include:

1.Job & Cost Management

Creating comprehensive job cost models in SimPRO, covering all materials, consumables, and labor hours.
Coordinating with the Sydney technical team to validate supplier rates, approve purchase orders, and manage site-specific delivery logistics.
Updating and refining cost data to ensure accurate job profitability reporting.

Job & Cost Management

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2. Accounts Payable (AP)

Managing a dedicated AP mailbox for supplier invoices
Matching supplier invoices with corresponding POs and work orders.
Recording all approved invoices in SimPRO and Xero following the client’s accounting policies.
Handling additional vendor bills such as rent, utilities, phone, and waste collection—obtaining necessary approvals before recording.

3. Accounts Receivable (AR)

Issuing invoices to customers upon job completion, based on varied billing parameters (progress, percentage completion, or item-based)
Sending and tracking payment reminders; coordinating with the sales and technical teams to resolve disputes.
Reconciling customer receipts against invoices in Xero and SimPRO.

4. Payroll & Timesheet Management

5. Reconciliations & Reporting

Performing bank reconciliations and allocation of all transactions.
Conducting monthly supplier account reconciliations.
Preparing weekly cash flow reports containing:
Payables due by date and category (e.g., performance invoices, regular terms)
Receivables aging summaries (0–30, 30–60, 60+ days)
Producing job-costing and profitability reports comparing estimated vs. actual expenses on materials and labor.

Automation & Communication

Operating through three dedicated mailboxes (AP, AR, and Jobs) for structured task management.
Using GMass campaigns to re-engage inactive customers — successfully reconnecting several old clients.
Maintaining continuous communication with the Sydney-based team for issue resolution and realtime approvals.

Operational Highlights

All bookkeeping, BAS preparation, payroll, and invoicing now handled by my Pakistan-based virtual accounting team, requiring no in-house accountant for the client.
Implementation of a fully synchronized SimPRO–Xero workflow, improving reconciliation accuracy to 99%.
Weekly cash flow and receivable insights now provide real-time financial visibility for management.
The client now operates with a lean, remote finance function while maintaining full control and compliance.
This structure transformed the client’s finance function into a fully remote yet high-control operation.

Tools & Systems Used

5. Key Takeaways

A remote accounting office can outperform inhouse setups when systems are designed around automation and discipline.
Communication and process documentation are the foundation for trust and long-term collaboration.
Australian SMEs can save significantly through structured offshore partnerships without compromising quality.

“Attiq and his team have managed our entire accounts function for three years. Their accuracy, proactive reporting, and process improvements have made our financial operations seamless.”

Accounting Without Borders

If you’re an Australian accounting firm or SME looking for a reliable offshore accounting partner, Let’s discuss how a dedicated offshore accounting team can help your business achieve the same efficiency and savings