Team
KM
Keith Mino
CEO
M
Michelle
Finance & Administration
DN
Dylan Nguyen
Service Delivery Manager
LR
Les Ritchie
Infrastructure & Projects Manager
Weekly 8
MON
TUE
WED
THU
FRI
Reconcile Hubdoc / Xero MI
Check emails for action items MI
Check credit card balance MI
Top up Debit Card to $3,000 MI
Excess cash → Macquarie MI
Payments to Keith (Fri auth) MI
Authorise payments KM
Clean up accounts mailbox KM
Monthly 17
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Invoices sent to clients KM
Datagate → Xero invoice sync KM
Domain name renewals (6 wk ahead) DN
CW → Xero invoice sync KM
Azure Budget Checks LR
SSL Certificate Renewals LR
P&L from previous month MI
Ingram Micro invoice paid (last month) MI
Pay Doc Brown Cafe DN
Debtor check-in / overdue statements MI
PAYG lodgement with ATO MI
Ingram Micro → ConnectWise billing sync DN
Purchase WatchGuard points (Leader) LR
M365 Licensing Overage Checks DN
Payroll + super + drawings MI
Debtor follow-up / alert Keith MI
Create invoices (CW + Datagate) KM LR
Quarterly / Yearly 3
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Pay BAS (25th) MI (Feb, May, Aug, Nov)
Renew WorkCover MI (July)
Finalise financial year MI (July)
Task Reference
| Frequency | When | Task | Owner | Notes |
|---|---|---|---|---|
| Weekly | Mon / Thu | Reconcile Hubdoc / Xero | Michelle | Login, load, and reconcile Hubdoc with Xero |
| Weekly | Mon / Thu | Check emails for action items | Michelle | Review inbox for items requiring financial action |
| Weekly | Mon / Thu | Check credit card balance | Michelle | Monitor credit card balance |
| Weekly | Mon / Thu | Excess cash → Macquarie | Michelle | Move excess cash to Macquarie account |
| Weekly | Mon / Thu | Payments to Keith (Fri auth) | Michelle | Payment batch sent to Keith for Friday authorisation |
| Weekly | Friday | Authorise payments | Keith | Review and authorise payment batch |
| Weekly | Mon / Wed / Fri | Clean up accounts mailbox | Keith | Triage and clean up the accounts mailbox |
| Monthly | 1st | Invoices sent to clients | Keith | All client invoices distributed |
| Monthly | 1st | Datagate → Xero invoice sync | Keith | Sync Datagate invoices to Xero |
| Monthly | 5th | Domain name renewals (6 wk ahead) | Dylan | Check and complete domain renewals due within 6 weeks |
| Monthly | 7th | CW → Xero invoice sync | Keith | Sync invoices from ConnectWise to Xero |
| Monthly | 7th | Azure Budget Checks | Les | Review Azure budget consumption for all client subscriptions; flag any accounts approaching or exceeding budget thresholds |
| Monthly | 7th | SSL Certificate Renewals | Les | Check all SSL certificates for upcoming expiry; renew or flag any certificates due within 60 days |
| Monthly | 10th | P&L from previous month | Michelle | Profit & Loss report completed |
| Monthly | 14th | Ingram Micro invoice paid (last month) | Michelle | Ensure Ingram Micro invoice for the previous month is paid |
| Monthly | 14th / 30th | Pay Doc Brown Cafe | Dylan | Pay Doc Brown Cafe invoice |
| Monthly | 15th | Debtor check-in / overdue statements | Michelle | Email statements for overdue accounts |
| Monthly | 20th | PAYG lodgement with ATO | Michelle | Lodge IAS / PAYG with ATO |
| Monthly | 21st | Ingram Micro → ConnectWise billing sync | Dylan | Sync Azure billing from Ingram Micro into ConnectWise |
| Monthly | 21st | Purchase WatchGuard points (Leader) | Les | Purchase points from Leader and apply to WatchGuard portal |
| Monthly | 21st | M365 Licensing Overage Checks | Dylan | Review Microsoft 365 licence assignments; identify and action any overage or unused licences across all client tenants |
| Monthly | 26th | Payroll + super + drawings | Michelle | Payroll processed, payment to Keith (staff paid 27th), super and drawings |
| Monthly | 30th | Debtor follow-up / alert Keith | Michelle | Second debtor check-in — escalate issues to Keith |
| Monthly | 31st | Create invoices (CW + Datagate) | Keith, Les | Generate next month’s invoices in ConnectWise and Datagate |
| Quarterly / Yearly | Feb / May / Aug / Nov | Pay BAS (25th) | Michelle | Quarterly BAS payment due — Keith to authorise |
| Quarterly / Yearly | July | Renew WorkCover | Michelle | WorkCover insurance renewal |
| Quarterly / Yearly | July | Finalise financial year | Michelle | End of financial year finalisation for taxes |