Internal SQ Digital

• Complete the bank rec for all bank/credit card accounts each day
  • Make sure all bills/invoices have been put on Xero by the end of the month for Kamal
  • Attach all invoices/receipts for any spent money to the bank rec and also add them to the purchase invoice folder in one drive

• Make a note of overdue fees every Wednesday and provide these to Mel for the AM notes. Include the figures for any cancelations and onboarding customers.
• Once a month cross reference Eddie’s spreadsheet with all monthly invoices in Xero to make sure any upgrades/downgrades and new monthlies have been updated/added both in Xero and Eddie’s spreadsheet
• Update the reports list at the end of every week to show what reports will need to be done for the following week
• Every week check Accelo and take any reports off the reports list that have been sent to the customer and chase any if necessary with the AM
• Open the post and action/file away
• Ask Husen to pay any bills that are not paid by DD or SO – mainly Deft Creative (make sure Spiral Cellars have paid their invoice first)
• Bank any cheques – although we no longer accept these, so this would be on a rare occasion. If a customer does send a check. Give them a call to try and take payment another way.
• Action any accounts@ & admin@ emails as soon as possible
• Credit control twice a week or as & when necessary
• Populate monthly reports
• Once a new customer has paid make sure their account in Accelo has been updated or moved from lead to active customer. Move along any tasks in Accelo as appropriate.
• Check the website invoices each month and move the due date along if the next payment is not required – please do this before the invoice goes overdue to ensure a chaser email is not sent the customer
• When we receive the 50% deposit payment for a website invoice please ensure the due date is updated – move it along 6 months.

Bank reconciliation must be done daily as soon as the feeds arrive in Xero, sales ledger side first and then the purchase ledger side to make sure you have paid off invoices before the automatic chaser sends out payment chasing letters on the sales ledger for that day.

Send out receipts via Xero email system for standing order or GI payments received because the customer would not have received their invoice before payment is made.

Check if any actions need to be taken following the receipt of a payment. i.e. move along any tickets in Accelo or renew the domains etc

Sales invoicing – check the invoices that are due to go out that have not been automatically sent.

Hosting invoices are to be checked using our hosting server spreadsheet, if the IP address number is on our IP list in the spreadsheet, it is fine for the invoice to be emailed out to the customer. If unsure, put a tech support ticket in with the subject ‘Hosting Check’ and James will check this for you.

Make sure the dates in the narrative under the description heading relate to the coming year, once you have updated the invoice and sent it out, update the following year’s repeating invoice so that the date for the next year’s period is correct. Also remember to change the due date to 30 day terms.

Check for emails and notes on Xero and Accelo to see if the client has cancelled with us and we have just forgotten to stop the repeating invoice.

Google Ads invoices are to be checked against Google Ads for the PPC spend. It is normally a percentage of whichever is greater, the minimum amount that the customer will pay should always be on the repeating invoice and edited if the client spends more.

Remember to change the date range on the repeating invoice for next month, so that it populates correctly.

When putting any purchase invoices on to Xero make sure that you put the invoice date and that the due date are correct on the invoice and the invoice number in the reference box. What you put on the invoice must reflect the invoice or receipt.

Please make sure the correct description code and the correct cost centre are used on the invoices.

Domain renewals at the beginning of each month check which domains are due to expire the following month, by downloading the list in Fasthost & Nominet. Email each customer and chase a couple of weeks later if not received a reply. If still not heard anything from the customer make sure we have tried calling a few times too.

Phones – Online Systems run the phone system for us. Login to Business Continuity to configure who is taking calls for the day.

Meter reading Read the meter and send the reading to Smartest Energy around the 24^th of each month. The meter cupboard is in the entranceway to the flats next door (ask Husen if unsure)

Supplies Keep on eye on the amount of money on the love2shop card and ensure a new one is ordered before the balance gets too low, as it can take a while to come through. Order coffee, toilet roll, paper towels etc via Amazon. Remember to look for the best deals. Use the love2shop card in Iceland to get the milk and breakfast supplies.

Bin collection the general waste and the recycling gets collected early Thursday AM. The bags need to be put out before leaving Wednesday night.

Office Cleaning Margaret Cleaning Services are the cleaners for the office. Any problems speak to Husen/Vilayte.