Jewell.
Finance function
Internal handover · 2026

Bookkeeping,
handed over.

The Jewell bookkeeping function, in one place. Every task by rhythm, the controls that keep money safe, and the path to running it on your own.

For
Lizelle Vertera
Guided by
Nicole and Louis
Solo-capable by
28 July 2026
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Why this exists

The goal is simple. You run it.

By 28 July you can run the bookkeeping on your own, with support close by. From August, you hold most of what Nicole and Louis do today.

01

Nicole trains you

Screen-share and video, on real work. She checks your first solo runs before the 28th.

02

Louis is here to 28 July

Ask him about the quirks and history of these books while he is still around.

03

The AI prepares

It pulls the numbers, drafts the emails, and flags your worklist. You do the human parts.

You will not be learning alone, and you will not be left alone. I got you.

What this covers

Two streams. Four rhythms.

The whole role fits on one page. Business and personal work, sorted by how often each task falls due.

Daily3
  • Bank reconciliation
  • Bills in Hubdoc
  • Email monitoring
Weekly4
  • Sue and Spencer pays
  • Supplier bills
  • Overdue invoices
  • Meeting agenda
Monthly5
  • PH contractors and Rao
  • ATO obligations
  • Account review
  • Profit and Loss
Personal2
  • The children's pays
  • Other payments as needed
Business · every working day

Daily The morning routine

Daily

Bank reconciliation

Match the bank feed to Xero. Little and often keeps it to minutes. Never force a match to clear a line.

Daily

Process bills in Hubdoc

Work the Hubdoc inbox so supplier bills flow into Xero coded and ready, with the receipt attached.

Daily

Check and monitor email

Triage the accounts mailbox. Forward invoices once to Hubdoc. Treat any bank-detail change as suspect.

Set aside a short slot each morning. A daily habit turns a big job into a small one.

Business · each week

Weekly Pay, chase, prepare

Pays for Sue and Spencer
Process the weekly pay run for Sue and Spencer when it applies. Check hours and amounts against the norm before you pay.
Supplier bills for payment
Work the approved bills into a payment run. Anything new, or over 1,000 off the recurring list, waits for Clent's written OK.
Follow up overdue invoices
Chase clients whose invoices have passed their due date. A steady, polite follow-up keeps cash coming in.
Weekly meeting agenda
Prepare the agenda for the weekly finance meeting so decisions and open items are ready to discuss.
Business · each month

Monthly Pay, review, report

Philippine contractors
Run the monthly payments to the Philippine contractors on their standing amounts.
e.g. Ronnie 2,000 · Liz 1,000 · clear reference on each transfer
Payment to Rao
Process Rao's monthly payment. His fortnightly Payoneer invoices are a separate rail, so check both.
Rao 500 monthly · Payoneer ~110 per fortnight
ATO obligations
Process ATO payments, including BAS and PAYG instalments. TWB lodges the BAS. You handle the payment on the notice.
Monthly review of the accounts
Step back and review the accounts for the month. Spot anything unusual before it becomes a problem.
Profit and Loss report
Prepare and send the monthly Profit and Loss report so Clent sees the month clearly.
Personal · handled with care

Personal A separate, private stream

Personal payments sit apart from the business books. Same care, same controls, kept discreet.

Regular

The children's pays

Process the regular payments for the children on their usual schedule and amounts.

As required

Other personal payments and expenses

Handle other personal payments and expenses as they come up. Anything new or unusual goes to Clent first.

The part that matters most

Three rules that govern every payment.

Hold these even under time pressure. They are the difference between safe and sorry.

Rule 1

Get written approval

Never pay a new payee, or anything over 1,000 off the recurring list, without Clent's written OK. A reply you can point back to, not an assumption.

Rule 2

Trace to an invoice

Never pay from a raw email. Every payment ties back to a real invoice or a line in the pack. Check it has not already been paid.

Rule 3

Verify bank details

A convincing bank-detail change email is the classic scam. Verify by voice on a number you already hold, never one from the email.

Where to get help

You always know who to ask.

One support system, four rungs. Work down it in order, and never sit on a payment question.

01
The handbook
Your single reference for the how. It lives in the shared finance folder.
02
Asana
Your daily worklist. Check it each morning for tasks, chases and follow-ups.
03
Slack, the finance channel
Post any question, any time. A plain-English answer comes back each weekday morning.
04
Clent, direct
Urgent or money-moving questions go straight to Clent by call or message.
The path from here

From shadowing to solo.

Now → 28 Jul
Learn and practise
Train with Nicole on real work. Shadow a full payment run. Do 1 reconciliation and 1 payment run solo, with Nicole checking.
28 July 2026
Louis departs
The final FY26 BAS is landed by Louis, Nicole and TWB. The accounts mailbox becomes yours alone.
From August
You run it
You hold the daily, weekly and monthly work, with the AI preparing and Clent as backstop. Nicole and Louis stay on in overwatch.
In one line

Do it daily, keep it
traceable, ask early.
The rest follows.