Benefits of Outsourcing Your Bookkeeping

We Asked Our Expert Project7 Bookkeepers To Lend Us Their Expertise This Month For Our ‘P7’S Monthly 7’ And Tell Us Seven Reasons Why You Should Be Hiring A Virtual Bookkeeper Now To Help Change Your Business For The Better.

As a business owner, you’re constantly getting pulled this way and that with the never-ending pile of to-do lists. You’re growing your empire, managing teams, suppliers and customers, as well as all the paperwork and nitty-gritty admin you dread.

Hiring a virtual bookkeeper is one of the best ways to reduce your daily stress. This may be common knowledge, but is it common practice? We asked our expert Project Seven bookkeepers to lend us their expertise this month for our ‘P7’s Monthly 7’ and tell us seven reasons why you should be hiring a virtual bookkeeper now to help change your business for the better.

You went into business to do what you love or what makes you money. Your time is money, and we all know there is only so much one person can do. Nevertheless, did you start your business because you are passionate about paperwork and administration? Probably not. Therefore, if you are currently trying to ‘do it all,’ think about how your time could be better spent on the growth of your business by choosing a virtual bookkeeper.

Instead of slaving over your bookkeeping, with our help, you could concentrate on your business's core – increasing sales, processing tasks, overseeing job quality, and keeping your customers happy. The real question is, what will be the cost of not hiring Project Seven as your virtual bookkeeping service?

Your accounting information needs to be kept safe and easily accessible from anywhere when you need it in a hurry. However, if you are trying to do it yourself, you may have let slip some of those safety measures and ease of accessibility. When hiring a P7 bookkeeper, you get instant access to leading bookkeeping software, strategies and best practices.

We operate on a completely online interface, which helps streamline processes and handle everything efficiently while allowing you access to your data anytime and anywhere. The benefit of this is that all the information you need for your business will be ready for you to use as the need arises. Your centralised information is organised, anyone you choose can view or alter it, and you have a more accurate picture of your business's finances, which is a significant plus in reporting.

All the big businesses have dedicated bookkeepers and admin support staff - when they get big enough. But it’s the best business hack to have that support with you from day one. By hiring a P7 bookkeeper, you will actually save up to 50 percent of the costs of hiring an employee. There is no need for training costs, holiday pay, sick leave, maternity leave, PAYE or ACC. You also won’t need to supply us with office space, supplies or equipment; we already have it all, and you simply pay us for the hours we work. Simple.

Project Seven can give you a flexible service level agreement that can change as your business grows or in the event of a recession. It means you can scale our hours up or down without interruption. Depending on the volume of work, we can present you with a payment option that best fits your requirements. During the peak season, you can scale up the work we do for you and, when the workflow is slow, our services can be slimmed down.

Our job is to ensure everything is accurate; that is where our maximum focus lies. How nice would it be never having to worry that you are doing something wrong or fear the need to go back and fix a reconciliation error from months before?

Hiring a P7 bookkeeper allows you access to a professional with a higher level of expertise at an affordable price. Our bookkeepers continuously improve their skills and qualifications to stay competitive in the market. You get maximum efficiency from the very first day.

You know that feeling when there are bookkeeping tasks to be completed and, if you could only find the time, you’d streamline your processes, and that would take a massive weight off your shoulders? With Project Seven, your jobs are invoiced then and there and followed up promptly. Better yet, if we see expenses on things that are not being used or jobs are more expensive than quoted, we point it out straightaway. Think of us as your personal waste management system for your bookkeeping. Our main goal is to help your business succeed, saving you time, money and energy. Our expert bookkeepers will streamline your business, get your bills and invoices sorted, and keep on top of your finances.

New Zealand business owners like us try to do everything themselves to cut costs and struggle to give up the reins. The problem you have is not necessarily that you don’t know what to do to stay accountable with your numbers. The problem is that you don’t do what you know. Isn't that true?

Giving our experts regular access to your information keeps you accountable for your numbers. If your business numbers are kept up to date regularly and are accurate and meaningful, it’s easier to stay on top of cash flow issues and spot any potential problems before they happen. If numbers aren’t accurate, it isn’t easy to have a clear view of how your business is tracking.

When you dreamed of running your own business, your brain probably ‘conveniently’ forgot about the bookkeeping side of things, and you focused on the exciting parts alone. With our virtual bookkeepers, everything should be good to go and ready for tax time with only a couple of clicks of a button. Accurate data and recording of financial information by one of our expert bookkeepers will reduce the costs associated with keeping your financial obligations up to date with your accountant. This will allow you to save money come year-end and get more value out of the relationship. 


Between managing employees, paying bills, and long-term decisions like analysing costs, there never seems to be enough time in the day to handle everything involved in making your business tick. It’s not your fault that it’s become unmanageable for you but, now that you know the truth, it is your responsibility for your business and your future.

The decision isn’t really whether or not to hire Project Seven today; it’s how much longer are you willing to tolerate the stress and mountains of paperwork. New results require new actions. If your goal is to grow your business and reduce your everyday stress, then it’s time to talk to Project Seven now!

20 Ways a Virtual Assistant can Help a Real Estate Agent

Discover the ways a Virtual Assistant can revolutionise the daily operations of a Real Estate Agent. From tackling administrative tasks, to amplifying online presence, let us take your real estate realm to new heights!

1. Administrative Tasks: Streamlining the chaos, they efficiently manage emails, schedule property showings, and organize crucial documents. Data entry, expense tracking, and maintaining records become effortless under their skilled hands.

2. Lead Generation and Research: Unearth hidden gems by delegating lead research. These assistants scour for potential leads, gather property information, and compile market research, granting agents a treasure trove of prospects.

3. Listing Management: The hassle of updating property listings is a thing of the past. Virtual Assistants skillfully handle everything from crafting captivating descriptions to engaging with interested buyers.

4. Social Media Management: Harness the power of social media with their expertise. They craft engaging posts, interact with followers, and visually showcase properties, translating into broader reach and increased engagement.

5. Email Campaigns: Stay ahead in clients' inboxes with meticulously designed email campaigns. From market updates to property listings, they ensure your emails deliver value and leave a lasting impression.

6. Client Communication: Offer clients unparalleled attention by entrusting follow-ups, appointment reminders, and process updates to these professionals. Clients remain well-informed and assured throughout their real estate journey.

7. Appointment Coordination: Effortlessly coordinate property showings and open houses. Virtual Assistants liaise with buyers, sellers, and fellow agents, guaranteeing a seamless experience for all involved.

8. Market Research: Stay ahead of market trends with insightful research. They gather neighborhood information, property values, and comparative data, empowering agents with knowledge to make informed decisions.

9. Document Management: Simplify the chaos of paperwork by delegating document creation and organisation. Prepare presentations, manage transaction documents, and ensure everything stays in its place.

10. CRM Management: Organise client relationships with precision. Virtual Assistants update CRM systems, maintain contact lists, and facilitate seamless follow-ups, fostering strong connections.

11. Virtual Tours and Content Creation: Elevate listings with interactive virtual tours and engaging content. Utilizing video and graphic design skills, they captivate potential buyers and drive interest.

12. Administrative Support: Navigating contracts becomes a breeze. They aid in contract preparation, liaise with title companies, and handle administrative tasks, ensuring smooth transactions.

13. Appointment Reminders: Never miss a beat with timely reminders for appointments, showings, and deadlines. Virtual Assistants keep schedules on track and organised.

14. Market Analysis: Impress clients with data-driven insights. They prepare market analysis reports, compile sales data, and offer informed perspectives on the real estate landscape.

15. Customer Service: Deliver exceptional client service. From inquiries to updates, they provide responsive and helpful communication, reinforcing client-agent trust.

16. Follow-Up and Feedback: Gather valuable feedback post-showings, refining strategies based on insights. Virtual Assistants also nurture leads, gauging interest and progression.

17. Database Cleanup and Organisation: Ensure accurate client information by entrusting them with database maintenance. Clean contact lists and updated databases lay the foundation for effective outreach.

18. Content Marketing: Demonstrate expertise through informative content creation. Virtual Assistants craft blog posts, articles, and materials, engaging clients and prospects alike.

19. Prospecting Assistance: Expand your network effortlessly. Let them identify potential clients, gather contact information, and initiate lead outreach, bolstering your business growth.

20. Online Presence Enhancement: Make a lasting online impression. These professionals update websites, optimize profiles on real estate platforms, and ensure listings shine bright in the digital realm.

Experience a transformed real estate journey with the aid of Virtual Assistants. From the mundane to the monumental, they infuse every task with expertise, innovation, and efficiency, enabling agents to focus on what truly matters - forging meaningful connections and closing deals.

Double Your Productivity and Streamline Your Business Finances with These Game-Changing Bookkeeping Tips

Here are Project Seven's 7 Tips on how to automate and streamline bookkeeping processes. By implementing these tips, you can automate and streamline your bookkeeping processes, which will save you time and help you stay on top of your finances.

1. Choose the right accounting software:

There are several accounting software options available in the market. Choose the one that meets your business requirements and budget. Some popular accounting software options include QuickBooks, Xero, FreshBooks, and Wave.

2. Set up automatic bank feeds:

Link your business bank account to your accounting software and set up automatic bank feeds. This will automatically import transactions and reduce manual data entry errors.

3. Create recurring invoices:

If you have customers who pay you on a regular basis, create recurring invoices. This will save you time and effort from creating invoices manually every time.

4. Track expenses:

Set up expense categories and track all your business expenses. Use apps such as Expensify or Receipt Bank to capture receipts and expenses on the go.

5. Automate payment reminders:

Set up payment reminders for your customers so that they receive reminders automatically when an invoice is due. This will help you get paid on time and reduce the need for manual follow-up.

6. Reconcile accounts regularly:

Reconcile your bank accounts and credit cards regularly to ensure that your accounting records are accurate and up-to-date.

7. Use cloud-based accounting software:

Cloud-based accounting software allows you to access your financial data from anywhere, at any time. This makes it easier for you to manage your finances on the go.

By implementing these tips, you can automate and streamline your bookkeeping processes, which will save you time and help you stay on top of your finances.

How Outsourcing Your Accounts Payable can Rescue Your Cashflow

Outsourcing accounts payable is a process in which you, as a business owner, choose to outsource your accounts payable management to an external service provider/bookkeeper. This allows you to focus on your core competencies, while the outsourced bookkeeper manages the accounts payable process. They would typically handle the entire accounts payable process, including invoice processing, payment processing, vendor management, and reporting. Outsourcing AP, can help businesses save money by reducing or eliminating the need for in-house staff to handle these tasks. Additionally, the outsourced bookkeeper can provide valuable insights and analytics to your business, allowing you to make better decisions and improve your financial performance.

Wait, what exactly are accounts payable?

Accounts payable is a term used to refer to the amount of money that your company owes to suppliers, vendors, or other businesses. It is a liability on your company's balance sheet, typically paid off over time with either cash or credit. Accounts payable is a critical component of your company's financial health, as it measures how much money your company owes to its creditors. It is essential to manage your accounts payable in order to maintain a good credit rating and to ensure that you are able to pay your suppliers and vendors in a timely manner.

Outsourcing accounts payable can provide a number of benefits to your business. It can save time and money, allowing you to focus on your core operations, and growing your business. It can also reduce the risk of errors and fraud, as well as provide access to the latest technology and best practices. It provides your business with access to an experienced professional who can help to ensure that all accounts payable processes are performed accurately and efficiently.

The primary benefit of accounts payable outsourcing, however, is cost savings, as the costs associated with accounts payable processing can quickly add up. By outsourcing this process, you can reduce the amount of time and resources spent on managing the manual processes of accounts payable. This can lead to significant savings in labour costs, as well as the costs associated with managing and maintaining accounts payable software. All of these advantages can help businesses to save time and money, while also improving their overall financial performance.

Challenges of in-house accounts payable:

If you’re trying to manage the AP processes on your own, or have someone on your staff (in-house), you/they are most likely getting overwhelmed, especially if you’re a small business with piles of invoices coming in each day. The top challenges holding AP back are exceptions to the usual rules, lengthy invoice approval times, and too much paperwork. Another big challenge is the amount of time staff spend handling supplier enquiries. By not solving these tactical and manual-based issues, companies cannot expect to extract value from their AP departments, which means lowering processing costs, improving workflow, driving back office efficiency, and making better-informed decisions, all fall to the wayside.

Outsourcing the AP function is becoming more and more common as companies realise they can improve operations without making an in-house investment in technology. Being stuck with AP operations that are manual, time-consuming, prone to errors and lack visibility, will not enable future growth and will only create more problems down the road. Outsourcing accounts payable removes those challenges and positions your company to compete and thrive in the current business environment.

At Project Seven, we offer comprehensive bookkeeping services that can help you streamline your accounts payable operations and optimise cash flow. With our experienced professionals, we can help reduce paperwork, verify data, ensure accuracy and compliance and maximise efficiency. Contact us today to learn more about how we can help you make accounts payable outsourcing a success.

Social Media Tips for Small Business

1. Develop a content plan

Developing a social media content plan that aligns with business goals is an important step in creating a successful digital marketing strategy. The plan should include objectives, target audience and content strategy. Objectives should be specific and measurable and should focus on the desired outcomes for the business. The target audience should be identified, and their preferences and behaviours should be taken into consideration when creating content. Content should be tailored to the target audience and should be varied in order to keep users engaged. 

One big mistake small businesses make on social media is posting content on the fly. While it may seem easier to spend a little time every day coming up with something to post, this can actually be more time-consuming (and stressful) in the long run. Creating a social media content calendar can help you plan your content in advance and avoid last-minute scrambling. Plus, it’s easier to come up with a mix of content (e.g., blog posts, images, infographics, etc.) when you have some time to think about it.

2. Schedule your posts in advance using an automation tool

Social media automation tools can be a great way to save time and resources when managing your business's social media account. Automation tools allow you to automate repetitive tasks such as scheduling posts, tracking analytics and managing customer interactions. You can save time and resources by eliminating manual processes, allowing more time to focus on other areas of your business. Automation tools can also help businesses stay up-to-date with their social media accounts, ensuring posts are published on time and customers are responded to quickly. 

Scheduling your posts in advance allows you to dedicate one block of time per day, or even per week, to creating your social content. It’s much more effective than letting social posting take you away from other business tasks throughout the day. By regularly posting content that is both relevant to your audience, and timely, you can ensure that your followers stay engaged and interested in your content. Additionally, by posting regularly, you can build a strong presence on social media and increase your reach.

3. Monitor and respond to customer feedback promptly.

Sure, posting creative content is important. But if you want to really see results from social media marketing for your business, you need to commit to community management. It is important to monitor and promptly respond to customer feedback on social media. Think of it as an extension of your customer service. 

Customers expect a timely response, and if they do not receive one, they may become frustrated or dissatisfied. Therefore, it is important to be aware of any customer feedback on social media and to respond to it as soon as is feasible. This could include responding to comments, addressing any customer concerns and thanking customers for their feedback. This way, you can create a network of customers who feel connected to your brand and are more likely to become loyal, repeat customers.

4. Pay attention to trends and engage with influencers in your industry

By staying up-to-date with the latest trends and engaging with influencers, you can ensure that your business is in the best position to take advantage of any new opportunities that may arise. This is important to help you understand what people are looking for when they sign in to their social channels and helps you create appropriate content that resonates with your audience. Doing so can help to increase brand awareness, build relationships with key industry players and create new opportunities for your business growth. Additionally, engaging with influencers can help to increase your credibility and can be a great way to gain valuable insights into the industry.

5. Track key metrics to measure the success of your campaigns and to guide future posts.

Even for small businesses, it’s important to keep track of what works and what doesn’t on social media. Tracking key metrics is an essential part of any successful social media campaign. This data can then be used to inform future posts and strategies, helping you to maximise the effectiveness of your social media campaign. Key metrics to track include reach, engagement, impressions, clicks and conversions. By keeping an eye on these metrics, you can make sure that your social media campaigns are as successful as possible.

Analytics can also help you understand which social media platform is working best for your business. If you see that you’re getting more engagement on one platform than another, you may want to consider making a switch. You don’t have to be everywhere, so stick to the platforms that are giving you the best results.

7 Benefits of Business Networking

From personal experience here at P7 we know that business networking is an invaluable tool for entrepreneurs and professionals alike. It allows you to build relationships with other professionals, find new opportunities, and increase your visibility within your industry. With the right approach, it can be one of the most powerful tools for growing your business. 

The first step to successful business networking is to identify the right people with whom to connect. Think about the type of professionals you want to meet, and then find ways to connect with them. This could include attending relevant networking events, joining professional organisations, or even connecting with people online. Once you’ve identified the right people, it’s time to start building relationships.

The key to successful networking is not just collecting business cards, it’s about focusing on building relationships. Take the time to get to know the people you meet and focus on building trust and rapport. Ask questions, listen to their stories and offer help and advice where you can. As you build relationships, you’ll be able to identify potential opportunities and collaborations without sounding like a salesperson. With little effort, you can use business networking to help your business grow.

P7’s 7 Benefits of Business Networking

  1. Establishing new contacts and relationships

Networking opens up new opportunities, provides access to valuable resources, and helps build a strong network of contacts for you. It is important to take the time to build relationships with people in the industry, as well as those outside of it. Developing trust and understanding with these contacts can lead to mutually beneficial partnerships and collaborations. Additionally, having a strong network of contacts can help to spread the word about your business and its products or services.

  1. Sharing industry knowledge and best practices

This allows you to stay up-to-date on the latest trends and developments in your field, as well as to learn from the experiences of your peers. By exchanging ideas and advice with other professionals, you can gain valuable insight into the industry. Furthermore, sharing industry knowledge and best practices can help to create a culture of collaboration and innovation, which can lead to improved performance and productivity.

  1. Generating new business opportunities

Networking allowed you to identify potential markets, understand customer needs, and develop strategies, through communication with other like-minded individuals, to maximise profits. Generating new business opportunities requires creativity, research, and a willingness to take risks and put yourself out there. Through networking, you can make sure you have a clear understanding of the industry and the current trends to make informed decisions.

  1. Accessing resources and expertise

It is essential to have access to the right resources and expertise at your fingertips to run your business smoothly. This will help to reduce costs, improve quality and increase the chances of success, and this can be achieved through some research and good networking.

  1. Developing strategic partnerships

A strategic partnership is an agreement between two or more parties to work together to achieve a common goal. This type of partnership can be beneficial to all parties involved, as it can help to increase efficiency, reduce costs, and create new opportunities. Strategic partnerships can also help to strengthen relationships between the parties, as well as create new markets and revenue streams. These partnerships can be formed between companies, organisations or individuals, and can be used to help achieve various objectives. It is important to carefully consider the goals of each partner and the potential benefits of the partnership before entering into an agreement.

  1. Expanding professional networks

Having a strong network of contacts can help you stay informed about job opportunities, industry trends, and other career-related information. Additionally, a strong network can provide you with advice and support as you navigate your career/business path. It is important to maintain your professional network by staying in touch with contacts, offering help when needed, and keeping up with industry news. 

  1. Creating a professional support system

Having a strong professional support system can provide encouragement, advice and resources to help you and your business meet its goals. This support system can include mentors and professionals you meet by attending networking events. It is important to ensure that the people in your support system are positive and supportive and that they understand and believe in your goals. This support system can help you stay motivated and on track, and can provide a source of strength when times are tough.

Business networking provides you access to a wide range of contacts, resources and opportunities that can help your business grow and succeed. It can help you find potential customers, partners and investors, as well as build relationships with industry experts who can provide valuable advice and insights. It can also help you stay informed about industry trends, new technologies, and other developments that can help you stay competitive. Additionally, it can help your business build credibility, create visibility and generate referrals. All of these benefits can help a business reach its goals and become more successful.

Seven Tips to Get your Business Ready for the Summer Break

Taking These Points Into Consideration Will Help You And Your Business Get Some Well-Deserved Time Off This Summer.

Tip #1: Chase unpaid invoices and invoice promptly and early

December can be an expensive month. Christmas gifts, events, bonuses and, for many businesses, a period of closure over the holidays. December is not only a costly month but also a month with fewer business days. This can create a tricky dynamic between bills and income, which takes a bit of strategy and know-how to manage. Make sure you have enough cash to cover any unexpected bills and to keep the business comfortably ticking over during the holidays.

Collecting as much money as possible before Christmas is a great way to head into the holidays in a strong financial position. Following up on unpaid invoices and sending out December invoices promptly is a good way to make sure you get a solid influx of money before you head away on holiday.

Tip #2: Get your holiday pay organised

Remember that banks don't work during the holidays either, so make sure that all the payroll is cleared before the shutdown. Load wages before you go on your break so you don’t forget, and make sure you know if there are three or five pay-run periods between now and 20 February because that’s when you’ll have collected all the money for these, often light, billing months.

Tip #3: Set up your social media to continue over the break

Craft your Christmas and/or holiday break Social Media posts now, and schedule them to be uploaded on the right day just the way you want, so that you don’t have to worry about it during your break.

Tip #4: Setup your call-back list 

Create a list of projects to do, and people you didn’t get a hold of, before the holidays and make sure that’s a priority for when you’re back in the new year. This means, when you start up again you’ll have a ready-made list of things to do and people to contact and you won’t waste time racking your brain for things you need to do or should have remembered. It's all ready to go!

Tip #5: Set up your get-back-to-work plan

As mentioned above, have a few dates booked in the calendar so everyone is on the same page and all staff are off to a strong start when work starts up again. Organise a staff meeting, a welcome reception, and the critical work lists to address for your staff.

Tip #6: Set up an answerphone machine message and automated emails

When customers call or email you over the break, you want to tell them that you’re having a holiday and inform them when you will be back in action so they don’t feel ignored. So set up a special holiday answering machine message and an automated email that will reply to any emails that come in to inform them of your holiday dates and give them any other information they may need over the break.

Tip #7 – Get your tax sorted

There are several important tax dates in early January, and it’s best to be aware of those before the Christmas break so you can plan your finances accordingly. The January tax dates are below:

Jan 16th

Jan 20th

Jan 30th

If you can get the payment for these dates sorted before Christmas, it means when you return to work in January, you can focus on catching up on missed time instead of worrying about sorting tax.

We hope this article has been useful. Book a meeting here if you need our help or want to discuss any of these points further. We’d love to get together for a no-cost catch-up and discuss how we can help reduce your stress levels at this busy time of year.  

Would You Let Your Partner do the Bookkeeping?

Who Is Currently Performing The Task Of Your Business's Bookkeeping? If ‘The Mrs’ Or ‘My Partner’ Is Your Answer, You Should Keep Reading.

Tradespeople, one-person bands or those operating small businesses tend to have a bad habit of handing over the responsibility of their bookkeeping to their wife, husband, girlfriend, boyfriend or even their Mum. This is generally not the best idea. Let us tell you why.


Nine times out of ten, your partner is not a fully qualified bookkeeper. If they are AND are willing and eager to take on your business finances, then, by all means, feel free to get them to do the bookkeeping! But if not - get a professional in.

Hiring a professional is not meant to disrespect your partner's work; however, bookkeeping is not an unskilled task that some of us have been led to believe is. Software like Xero makes some tasks much more straightforward, allowing your partner to undertake the fundamentals of bookkeeping such as reconciliation and bill payments. Yet, they may not be aware of the finer details.

The role of a professional bookkeeper is a technical job. One that requires experience to have your numbers dealt with appropriately - so while your partner might be doing the best they can - they are bound to make mistakes. Outsourcing a bookkeeper will allow you to go beyond just keeping your books in check, ensuring potentially costly mistakes are reduced.


Precise financial details can be industry-specific, and if your partner doesn't know the ins and outs of the industry, then they may struggle. Constructing accurate balance sheets, profit and loss accounts, cash flow, and other financial statements and reports can be intricate and complicated.

Outsourcing a professional bookkeeper will allow your business to be taken care of with the ability for them to point you in the right direction to take your business to the next level. While paying the bills on time is excellent, a bookkeeper can advise on the latest developments in the industry and changes to tax laws and ensure your business is compliant and functioning at its best.


“She’ll be right!” - It’s fine until she’s not. You want to trust your partner to do the right thing and not make mistakes that could cost you, and you probably don’t want to upset them by double-checking their work.

You communicate differently with your partner than you would with an employee, and there are different boundary levels, with decisions being made differently, too. So rather than allowing your partner to do your bookkeeping, outsource a professional and keep your loving relationship intact.


As your business grows, your partner’s bookkeeping may become inefficient and problematic. You’re worried they may feel threatened or unwanted if you suggest you want to pay a professional to do the job. Will they be able to relinquish control?

Firing your partner adds emotion to an already tough decision, but communication is vital. You need to explain your business goals - what you want your business to achieve and how outsourcing a bookkeeper will improve your success. This is in your family's best interest. Separating your business and personal life means you have more opportunities to treasure your relationship at home, with less ‘business talk’ taking up conversation topics.