Bookkeeping

Bookkeeping is the operating system of your finance function. If transaction posting, documentation and reconciliations are inconsistent, everything built on top - VAT, tax, reporting, forecasting, audits - becomes slower and riskier.

Oceans provides bookkeeping that is accurate, structured and scalable: clean general ledger logic, documented transactions, and reconciliation discipline that keeps balances truthful and traceable.

We combine practical processing (invoices, bank transactions, platform data) with controls (quality checks, classification rules, and issue logs) so your records remain reliable as volume grows.

What’s included

✔️ Daily/weekly/monthly transaction recording (based on your volume and decision cadence)

✔️ Sales and purchase invoice processing with documentation checks and consistent posting rules

✔️ Bank and payment platform reconciliations (including variance explanations and open-item tracking)

✔️ Expense classification rules to keep P&L consistent and management-friendly

✔️ Balance sheet account maintenance (AR/AP, taxes, payroll, accruals/prepayments, loans where applicable)

✔️ Document trail setup: source → approval → payment → posting references

✔️ Issue identification and resolution workflow (missing documents, duplicates, mispostings)

✔️ Optional: monthly close checklist + a short management snapshot (cash, profitability drivers, key risks)

What we need from you

✔️ Access to invoices/receipts (or agreed document submission workflow)

✔️ Bank statements or bank feed access + payment platform reports

✔️ Chart of accounts (existing or we help refine it)

✔️ Brief description of your revenue model and transaction flows (how money comes in/goes out)

✔️ VAT/tax details where relevant (VAT registration status, key transaction types)

✔️ A contact person for fast clarifications and approvals

How it works

1. Onboarding and process review: confirm tools, document flow, chart of accounts, posting rules and deadlines.

2. Set the control structure: define what must be supported, who approves, and how exceptions are handled.

3. Process transactions: record invoices and bank/platform entries with consistent classification logic.

4. Reconcile and validate: tie banks and key balance sheet accounts; flag anomalies early.

5. Resolve issues: chase missing documentation, correct duplicates, fix mispostings, and document adjustments.

6. Close and deliver: produce a clean close position and (optionally) a monthly snapshot for management.

Typical timeline

Initial setup: typically 1–2 weeks (depends on tool access and document flow readiness).

Ongoing bookkeeping: continuous, delivered in your chosen rhythm (weekly processing + monthly close is common).

If switching providers: include an opening balance review so continuity is clean.

Common pitfalls we prevent

✔️ Posting without documentation—creating audit and tax exposure

✔️ Bank balances not reconciled, leading to cash confusion and hidden errors

✔️ Inconsistent classification across months, making trends meaningless

✔️ Uncontrolled ‘miscellaneous’ accounts that hide real cost drivers

✔️ Duplicate or missing transactions caused by poor process and no exception log

Late discovery of VAT/tax treatment errors due to rushed month-end posting

FAQs

Find answers to common questions!

Can you work with our existing accounting software?

Yes. We adapt to your current setup and can improve structure without forcing a re-platform.

Is this suitable for scaling businesses?

Yes. We scale processing rhythm, controls and automation as transaction volume increases.

Will records be audit-ready?