What a Fixed-Price Sydney Bookkeeper Should Include

Updated: November 2026

To have this handled on a fixed monthly fee, see monthly bookkeeping without hourly billing.

A good fixed-price bookkeeping quote should spell out exactly what is included, the volumes it assumes, what happens if those volumes change, and what costs extra. If a quote does not cover reconciliation frequency, payroll, BAS lodgement, reporting and response times in writing, it is not really fixed. This checklist helps you read any quote, including ours, and compare providers fairly. For the broader case for fixed pricing, see our fixed-price bookkeeper Sydney page and fixed-price bookkeeping explained.

What core bookkeeping should be included?

• How often bank accounts are reconciled: weekly or monthly.
• Which accounts are covered: every bank account, card, loan and payment platform.
• Receipt and bill capture, including the tool used and who pays for it.
• Sales invoicing and debtor follow-up, if needed.
• Supplier payment runs, if needed.
• Month-end close, including clearing suspense accounts.

What should a quote say about payroll?

• Number of employees covered and pay frequency.
• Single Touch Payroll reporting each pay run.
• Super paid each payday under Payday Super, so it reaches each fund within 7 business days.
• Payslips issued within 1 working day of payday, as Fair Work requires.
• Leave tracking, new starters and terminations.
• STP finalisation at year end.

Our payroll service sets these out in writing.

What should a quote say about BAS and compliance?

• BAS preparation and lodgement by a registered BAS or tax agent. Check the Tax Practitioners Board register.
• Whether quarterly or monthly BAS is covered.
• IAS and PAYG instalments, if relevant.
• TPAR, if your business must lodge one by 28 August.
• Liaison with the ATO about lodgement or payment plans.

What reporting should be included?

• A monthly profit and loss and balance sheet.
• A cash position summary.
• Aged receivables and payables.
• A short plain English note on what changed.
• Year-end file handed to your accountant.

See our reporting service and our guide to a useful monthly report.

What volume assumptions should be written down?

A fixed price is based on assumptions. Ask for them in writing:

• Approximate number of transactions per month.
• Number of bank accounts and cards.
• Number of employees and pay runs.
• Number of invoices and bills.
• How and when the price is reviewed if volumes change.

What should be listed as extra?

Proper fixed pricing tells you what is not included:

• Catch-up work for prior periods, usually quoted separately. See our books catch-up service.
• One-off projects such as a new Xero setup or system migration.
• Software subscriptions, if you pay them directly.
• Advice that needs a tax agent or accountant.

What service terms should a quote include?

• Response time for questions. Ours is a 4-hour reply guarantee.
• Whether questions are included in the fee.
• Minimum term or lock-in, if any. Ours has no lock-in and a 30-day money back guarantee.
• Notice period to end the arrangement.
• Who owns the Xero subscription. It should be you.

How do our packs compare?

Our published packs are BAS Slayer from $900 a month plus GST, covering monthly reconciliation, quarterly BAS and a monthly profit and loss summary; Payroll Party from $1,500 a month plus GST, adding payroll; and The Lot from $2,200 a month plus GST, adding cash flow snapshots, supplier payment runs and a Xero clean-up. Each has a published range depending on volume or headcount. See our pricing.

How do you compare two quotes?

Put the quotes side by side against this checklist. A cheaper quote that leaves out payroll, BAS lodgement or reporting is not cheaper once you add those back in. Our guide on hourly vs fixed-fee bookkeepers helps if one quote is hourly.

What do most people miss?

The review clause. A fixed price that can be increased at any time without notice is not much different from hourly billing. Look for clear volume assumptions and a stated process for reviewing the price.

What questions should you ask before signing?

• What exactly happens if my volumes rise or fall?
• How much notice will you give before any price change?
• Who will work on my file, and who covers when they are away?
• What does your onboarding include, and is there a setup fee?
• Can I see a sample monthly report?
• How do I end the arrangement, and what will you hand back?

A provider confident in their pricing will answer each question in writing. Vague answers usually mean the scope is vague too, which is when fixed prices start to drift.

How do you keep a fixed price working well?

Fixed pricing works best with a short review each year. Compare the agreed volumes with what actually happened, confirm the scope still matches your business, and agree any changes before the new financial year. Tell your bookkeeper early about changes that affect workload, such as new staff, a new bank account or a new sales channel. Small, planned adjustments keep the price fair for both sides and avoid surprises.

Which red flags suggest a quote is not really fixed?

• The scope is one line, such as "bookkeeping services", with no detail.
• There are no volume assumptions, so any change can be called extra work.
• Emails and phone calls are billed separately on top of the fee.
• BAS lodgement is listed as an add-on with no price.
• The price can change at any time without notice.
• The provider, not your business, will own the Xero subscription.

Any one of these is worth a question. Several together usually mean the fixed price is a starting figure rather than a firm one. Ask the provider to fix each point in writing before you sign, and compare their answers with this checklist.

Is fixed pricing right for every business?

Most businesses with regular transactions and payroll suit a fixed fee, because the work is predictable. A business with very irregular activity, such as a seasonal operation that is almost dormant for part of the year, may prefer a lower fixed fee for quiet months with an agreed price for busy ones. One-off projects, such as cleaning up several years of records, are usually quoted as a separate fixed project. The principle is the same each time: agree the scope and the price before the work starts.

FAQ

Is a fixed-price bookkeeper cheaper than hourly?

Not always on the monthly invoice, but you know the cost in advance and there is no charge for questions. Compare like with like using a written scope.

What happens if my transaction volume grows?

A good quote explains how and when the price is reviewed. Ask for this in writing.

Are catch-up costs included in a fixed price?

Usually not. Prior-period clean-ups are normally quoted separately.

Should BAS lodgement be included?

For most businesses, yes. Make sure it is lodged by a registered BAS or tax agent.

Want a fixed quote you can check against this list?

Tell us your volumes and we will send a written scope and fixed price.

Next step: send us a message and a real person replies within a few working hours, or book a free Xero Roast, a 15-minute plain-English review of your file with a fixed quote at the end. Our fixed monthly packs include a 4-hour reply guarantee, no lock-in and a 30-day money-back guarantee.

About Sydney Bookkeeper

Sydney Bookkeeper is the modern, fixed-price Sydney bookkeeper for businesses with staff that are tired of slow, hourly, jargon-spouting incumbents. We work with professional services firms, construction and property businesses, agencies, tech and ecommerce companies, hospitality groups, and health practices across Sydney. Monthly bookkeeping, BAS lodgement, payroll, and Xero file cleanups, all on fixed monthly pricing, no lock-in.

Visit Sydney Bookkeeper | Get a Free Xero Roast | Book a Chat

The team uses a registered BAS Agent for all BAS and IAS lodgement services. Full registration details, agent particulars, and copies of the Tax Practitioners Board (TPB) Code of Professional Conduct, the TPB complaints process, and any conditions on the agent's registration are available on request by emailing hello@sydneybookkeeper.com. This content is general information only, written for Australian small and mid-market businesses. It does not constitute tax, financial product, or legal advice and should not be relied on as such. Tax obligations depend on your individual circumstances. For advice specific to your business, contact the team directly or consult a registered tax agent or licensed financial adviser. Sydney Bookkeeper is not a licensed tax agent or licensed financial adviser. Information was current at the time of publication and may change without notice. We review and update guides periodically.

Sources

• ATO, Payment deadlines for Payday Super: https://www.ato.gov.au/businesses-and-organisations/super-for-employers/paying-super-on-payday/payment-deadlines-for-payday-super
• Fair Work Ombudsman, Record-keeping and pay slips fact sheet: https://www.fairwork.gov.au/tools-and-resources/fact-sheets/rights-and-obligations/record-keeping-pay-slips
• Tax Practitioners Board, Public register: https://www.tpb.gov.au/public-register
• ATO, Work out if you need to lodge a TPAR: https://www.ato.gov.au/businesses-and-organisations/preparing-lodging-and-paying/reports-and-returns/taxable-payments-annual-report/work-out-if-you-need-to-lodge-a-tpar
• ATO, Due dates for lodging and paying your BAS: https://www.ato.gov.au/businesses-and-organisations/preparing-lodging-and-paying/business-activity-statements-bas/due-dates-for-lodging-and-paying-your-bas