QUICKFILE BOOKKEEPER · UK
You keep QuickFile and your account. We join as a user and keep your books up to date every UK working day: bank transactions tagged, purchases and receipts recorded, sales invoices matched to payments, and missing paperwork followed up.
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HOW THE WORK RUNS IN QUICKFILE
QuickFile is UK cloud accounting software for small businesses, the self-employed and landlords. Transactions can come in through a bank feed, and receipts can be photographed in the QuickFile app. Someone still has to tag each bank line, record each purchase properly and chase what is missing. That is the part a QuickFile bookkeeper takes on.
BANK TAGGING AND RECONCILIATION
In QuickFile, each imported bank transaction needs to be tagged before it counts in your accounts. Each working day we work through the untagged lines on every bank and card account. A customer receipt is tagged to the sales invoice it pays. A supplier payment is tagged to the purchase it settles, or recorded as a new purchase with the right nominal code and VAT. Part payments and one payment covering several invoices are applied to the right invoices.
QuickFile lets you save bank tagging rules for regular items such as rent, software and bank charges. We set these up carefully and keep them on manual approval until we are sure they tag lines correctly, so a rule never codes something wrongly in bulk. We then check each account against your bank statement balance. If a bank feed stops or needs renewing, we tell you, as that step usually needs the account holder.
PURCHASES AND THE RECEIPT HUB
In QuickFile, a receipt or bill is attached to a purchase record. So we record each supplier bill or receipt as a purchase, attach the document, and tag the bank payment to that purchase. Your supplier balances and VAT figures then come from real documents.
If you capture receipts with the QuickFile mobile app or upload them to the Receipt Hub, we review each one, check the supplier, date, total and VAT, and match it to the right purchase. With a bank feed in place, we take care not to mark items as paid in a way that would create a second copy of the bank line.
With your permission, we also watch the finance inbox you agree with us for supplier invoices and receipts. Anything still missing goes on a short list, and we follow it up with you or the supplier in the way you choose.
SALES INVOICES
Many QuickFile users raise their sales invoices in QuickFile itself. Where you do, we match each customer payment to its invoice as it lands in the bank, so the list of unpaid invoices shows who really owes you money. Where you invoice from another system, we record sales in QuickFile in the way you agree with us, so income is complete and nothing is counted twice.
Each month we look at the oldest unpaid invoices and tell you which ones look overdue, so you can chase them or ask us to raise them with you.
VAT AND MAKING TAX DIGITAL
QuickFile says it supports standard and flat rate VAT, on a cash or accrual basis, and that VAT returns can be filed to HMRC directly from your account. Accurate VAT figures depend on every line underneath being coded correctly.
We record each purchase and sale with the right VAT treatment as we go, and flag anything that needs a decision, such as a mixed business and personal purchase. When the VAT period ends, the bank accounts are tagged and checked, and the figures are ready to review. You or your accountant can then check and submit the return in QuickFile. Preparing and submitting the VAT return is outside the monthly packages and is quoted separately if you want us to do it.
MONTH-END
At month-end we run a set of checks in QuickFile: every bank account agreed to its statement balance, no old untagged lines, unpaid sales and purchases reviewed, and any items posted to a general or suspense account cleared or listed for you.
You then get a short monthly financial summary in plain English, with any open questions. If your accountant prepares your year-end accounts or tax return from QuickFile, they start from books that are already tidy.
ACCESS AND OWNERSHIP
Your QuickFile account and any QuickFile subscription or bank feed add-on stay in your name, paid by you and separate from our fee. QuickFile allows more than one user on an account, so you add us as a user and can remove our access at any time.
Your accountant can keep working in the same account for year-end accounts and tax. We agree who does what at the start, so nothing is done twice and nothing is missed.
QUICKFILE BOOKKEEPING PRICES
Use your annual turnover to find your starting point. We review your QuickFile account, your volumes and how paperwork reaches you, then confirm one fixed monthly fee in your quote. One business entity per package. Above £5 million turnover, we give a tailored quote.
FOR SMALL BUSINESSES
Daily bookkeeping for sole traders, consultants and small businesses who want their time back.
£295/ month
Talk about EssentialsFOR GROWING BUSINESSES
For growing agencies, trades and service businesses with more people, purchases and paperwork.
£495/ month
Talk about PlusFOR ESTABLISHED BUSINESSES
For established teams who need someone keeping the day-to-day books moving across their business.
£795/ month
Talk about ManagedPrices are per month, with the final fee confirmed in your quote. Any QuickFile subscription or bank feed add-on is separate. Catch-up work, tax returns, payroll, CIS returns, VAT return submission and statutory filings are quoted separately. Full pricing details →
BEHIND IN QUICKFILE?
If your QuickFile has months of untagged bank lines, duplicate purchases or a lot posted to general accounts, we review it first and agree a catch-up plan with a separate quote. Once it is up to date, the daily routine takes over.
Read about catch-up bookkeepingQUICKFILE BOOKKEEPER QUESTIONS
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No. Your QuickFile account stays yours. You add us as a user, and you can remove our access at any time. We work in the software you already use.
Yes. If you capture receipts with the QuickFile app or upload them to the Receipt Hub, we review them, check the details and match each one to the right purchase. If you send receipts another way, we attach them to the purchase ourselves.
Yes, for regular items where a rule makes sense. We check how each rule behaves before relying on it, and we still review the tagged lines each day.
The monthly packages keep your VAT records accurate and ready for the return. Preparing and submitting the VAT return is outside the packages and quoted separately.
Essentials is £295 per month for turnover up to £150,000, Plus is £495 for £150,000–£500,000, and Managed is £795 for £500,000–£5 million. We review your records and workload, then confirm a fixed monthly fee in your quote. There is no hourly billing.
Yes. We also work in Xero, QuickBooks, Sage, FreeAgent and others. See our FreeAgent bookkeeper and Xero bookkeeping service pages.
LET’S TALK ABOUT YOUR QUICKFILE
Tell us how your QuickFile is set up, which bank accounts are connected and where receipts arrive. In a 30-minute call we will talk through the daily routine and the monthly fee that fits. You can also call 020 7123 9335, email [email protected] or message us on WhatsApp.
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