Every new project is created in Studio Manager with its budget, fee, programme, roles and deliverables recorded from day one, so the whole studio works from the same brief rather than from memory.

Fees are built from the hours each role needs at each stage, then sense-checked against a percentage. The studio sees whether a job is worth taking before it commits, not after.

We make sure every staff member records time daily against the right project, and chase the gaps. Without complete time, none of the profitability picture works, so this is non-negotiable.

Each live project is monitored on fee versus actuals, work in progress and programme. Overruns are flagged in the week they start, not discovered at invoicing.

Scope changes are identified as they happen, raised for client agreement, and made sure they are billed rather than quietly absorbed. This alone recovers margin most studios lose.

Claims are generated from project milestones in Studio Manager, passed to the receivables process, issued through Xero and reconciled on payment, so the project and the accounts always agree.

We maintain a forward view of committed workload across the studio, so resourcing, leave and hiring decisions are planned against real capacity rather than guessed.

Enquiries are tracked through a single lifecycle, from Enquiry to Pending to Active to Archived, with a weighted forecast so the studio can see what is likely to land and when.

We run the standing regular (weekly/fortnightly/monthly) review across every project, surfacing fee, programme and resourcing risks in one view, so problems are small when they are caught.

Proposals, fee agreements, registers and standard templates are kept current, consistent and version-controlled, so the studio stops rebuilding the same documents from scratch.

At completion we review what the project actually cost against its fee, and feed that learning back into the next fee, so the studio compounds what it knows instead of repeating mistakes.

Everything consolidates into one monthly studio report covering financial performance, project health and pipeline, so you can run the business from a single document.

We run every pay run end to end: gross pay, PAYG withholding, leave accruals, allowances and payslips, with Single Touch Payroll reported to the ATO each cycle. Award rates and employee classifications are kept correct so the studio is not exposed to underpayment.

We calculate the super guarantee or salary sacrifice at the current rate and lodge for payment on time. From 1 July 2026 this moves to Payday. Super, paid with each pay run rather than quarterly.

Supplier bills are entered and coded as they arrive, matched to approvals, and scheduled into a regular payment run that you release. We manage supplier queries and keep the studio's creditors clean and on terms.

Client invoices and progress claims are raised from the project data in Studio Manager, issued promptly, and followed up when overdue. We actively manage debtors so cash comes in on time, not whenever it happens.

Every bank, credit card and clearing account is reconciled continuously in Xero, so the financial position is always current and the month-end is a formality rather than a scramble.

We own the file: chart of accounts, consistent coding, tracking categories, integrations and general housekeeping, so your reports are accurate and your accountant gets clean data at year end.

GST is tracked through the period and the BAS or IAS is prepared, reconciled and readied for lodgement each quarter. Lodgement is made by you (Director) or a registered BAS or tax agent (see responsibilities, final page).

Company cards and employee expense claims are reconciled, with receipts captured and coded to the right project or account, so nothing leaks out untracked.

We maintain a rolling cashflow forecast, time payment runs against incoming receipts, and flag any pinch points early so the studio is never surprised by a tight week.

Each month we reconcile, post and produce a profit and loss a short plain-English summary of how the studio is actually performing.

PAYG, super, BAS, workers compensation, insurances and EOFY obligations are tracked on a single calendar, so the studio stays ahead of every deadline instead of reacting to them.