BookkeeperInterview Answers

I'm advanced in Xero and MYOB — including reconciliations, invoicing, payroll, BAS preparation, and reporting. I also have experience with QuickBooks and Reckon. I stay current with software updates and new features, including automation tools like Dext (Receipt Bank) and Hubdoc for receipt capture and coding. I use bank feeds extensively to streamline reconciliation. I can work effectively in any cloud accounting platform — the principles are consistent across tools.

I import or review the bank feed daily, coding transactions to the correct account and GST treatment. I reconcile the bank account balance in the software to the bank statement balance at the statement date, investigating and resolving any unreconciled items — timing differences, bank errors, or mis-coded transactions. I follow up on unreconciled items promptly, not letting them age. A clean bank reconciliation is the foundation of reliable financial records — if the bank doesn't reconcile, nothing downstream can be trusted.

For AP: I process and code invoices promptly, schedule payments within agreed terms (taking advantage of early payment discounts where available), and maintain a weekly payment run for approval. I follow up on any disputed invoices immediately rather than letting them age. For AR: I issue invoices promptly, monitor the aged debtors report weekly, send payment reminders at 7, 14, and 30 days overdue, and escalate persistent non-payers to management. Cash flow depends on timely collections, and I treat AR management as a priority.

I build review steps into every process — never trusting a single entry without a cross-check. I reconcile control accounts monthly: the AR ledger to debtors control, AP ledger to creditors control, payroll to the payroll liability account. I use system reports to verify coding — a detailed transaction report lets me spot mis-coded entries that a summary report would hide. When I find an error, I investigate root cause and update my checklist or process to prevent recurrence. Accuracy is a discipline, not an accident.

I process payroll for [number] employees [weekly/fortnightly/monthly], including ordinary hours, overtime, allowances, leave entitlements (Annual Leave, Sick Leave, Long Service Leave), superannuation at the correct rate, and payroll tax. I'm familiar with STP (Single Touch Payroll) lodgement through Xero/MYOB. I ensure superannuation is paid quarterly by the due date and maintain accurate leave balances. I also prepare payroll tax returns for the relevant state(s). Payroll accuracy directly affects employees' income — I take it very seriously.

I reconcile GST collected and paid for the period, verifying that all transactions are correctly coded (GST, GST-free, input-taxed, out-of-scope). I use the BAS preparation report in Xero/MYOB, cross-reference it to the GST account balance, and identify any unusual transactions for review before lodging. I lodge via the tax agent portal (if applicable) or the ATO business portal by the due date. I maintain a copy of every lodged BAS and the supporting workpapers. I manage PAYG withholding reporting simultaneously with the BAS.

I stay calm and work methodically. I start by identifying which account or period is out of balance — narrowing the problem before diving into individual transactions. I check the most recent changes first (a mis-posting is usually recent). I use audit reports and journal logs to review recent entries. If it's a complex issue, I reconcile each account individually to isolate the discrepancy. I document every step of the investigation. Finding and correcting errors correctly is far better than applying a correction entry to mask a balance — I always understand the root cause.

I maintain a well-organised digital filing system: source documents linked to transactions in the accounting software (via Dext, Hubdoc, or manual upload), reconciliations saved as PDFs for each period, and a clear folder structure by financial year. I ensure every journal entry has supporting documentation and a clear description. I provide the external accountant with a trial balance, reconciliation workpapers, and a list of any unusual or judgement items. A well-maintained set of books significantly reduces audit time and cost.