Client Onboarding Questionnaire

Xero – ZAR South Africa

First Name

Enter your first name.

This field is required.

Last Name

Enter your last name.

This field is required.

Email Address

Enter a valid email address for communication.

This field is required.

Phone Number

Enter your phone number including area code.

This field is required.

Business Name

Enter the name of your business.

This field is required.

Trading as (if different to Business Name)

Enter the "trading as" name of your business.

This field is required.

Business Registration Number

Company Registration Number

This field is required.

Tax File Number (TFN)

Enter your VAT Registration Number (if applicable).

This field is required.

No VAT

Business Address

Enter the address of your business.

Address Line 1

This field is required.

Address Line 2

This field is required.

City

This field is required.

State

This field is required.

Postal Code

This field is required.

Country

Postal address is the same as business address

Postal Address

Enter the address of your business.

Address Line 1

This field is required.

Address Line 2

This field is required.

City

This field is required.

State

This field is required.

Postal Code

This field is required.

Country

Type of Services Provided

Describe the services your business provides.

This field is required.

Business Website

Enter your business website URL, if available.

This field is required.

Preferred Contact Method

Select your preferred method of contact.

Phone

Both

This field is required.

Additional Notes

Any additional information you would like us to know.

Banking, Credit Card, Payment Gateway and Load Account Information

Please submit all bank statements for the current financial year by email to accounts@systemology.online. Should you want to make use of the “Automatic Bank Feeds” facility please indicate for per account.

Bank

This field is required.

Account Type

This field is required.

Branch Code

This field is required.

Account Number

This field is required.

Bank

This field is required.

Account Type

This field is required.

Branch Code

This field is required.

Account Number

This field is required.

Bank

This field is required.

Account Type

This field is required.

Branch Code

This field is required.

Account Number

This field is required.

Bank

This field is required.

Account Type

This field is required.

Branch Code

This field is required.

Account Number

This field is required.

Do you have any additional bank accounts you would like to connect? <br>Please supply details below.

Please email proof of accounts to accounts@systemology.online.

Ownership & Directors

Full Names

This field is required.

ID Number

This field is required.

Role

This field is required.

% Ownership

This field is required.

Full Names

This field is required.

ID Number

This field is required.

Role

This field is required.

% Ownership

This field is required.

Full Names

This field is required.

ID Number

This field is required.

Role

This field is required.

% Ownership

This field is required.

Full Names

This field is required.

ID Number

This field is required.

Role

This field is required.

% Ownership

This field is required.

Full Names

This field is required.

ID Number

This field is required.

Role

This field is required.

% Ownership

This field is required.

Accounting and Tax Requirements

Financial Year End

This field is required.

Vat Submissions

VAT Filing Frequency<br>(Monthly/Bi-monthly)

This field is required.

Tax Complaince Status (SARS Pin or confirmation)

This field is required.

Xero Accounting

Industry Specific Chart of Accounts (as stated above) else specify details of current system from which Chart of Accounts will be submitted

This field is required.

Branding (logo, templates, payment terms). Please email high resolution images and templates to <a href="mailto:accounts@systemology.online">accounts@systemology.online</a>.

This field is required.

Third-Party Integrations (POS, payroll, inventory, CRM)

This field is required.

User Access in Xero

If you require user access, we can set up secure logins which will be sent to the user via their specified email address. Each user will have their own profile with access to import bank statements, reconcile the bank reconciliation, ensuring that sensitive information is protected while still allowing you to process the Cashbook and run financial statements.

User (Full name and Surname)

This field is required.

Role

This field is required.

Email address

This field is required.

Password

This field is required.

Please specify number of additional users below and email user information to <a href="mailto:accounts@systemology.online">accounts@systemology.online</a>.

This field is required.

Compliance and Supporting Documents

Please email all documentation to accounts@systemology.online.

Proof of Address
CIPC Registration Documents
Certified ID Copies (directors/shareholders)
Beneficial Ownership Declaration
Tax Clearance Certificate
BEE Certificate (if applicable)

Next Steps

Verify Chart of Accounts.
Compile take-on trial balance for last year end.
Prepare any current cashbook transactions for take on as per template below.
Schedule a live walkthrough of your bank reconciliation.
Watch the following video on “Starting out with bank reconciliation”

I need help compiling my Take-On data

Bank Transactions Import Data Preparation

Excel file should be saved is .csv format.

Columns: Date; Amount; Payee; Description; Reference; Check Number.

Date Format: yyyy/mm/dd

Amount: BANK + DEBIT / – CREDIT (positive values are money into the bank [receipts] and negative values are money out of the bank [payments] in the same column).

Recommendations

In order to keep all your online activity, tasks we perform for you and access to your sensitive information we request that you open a Gmail account specifically for the storage of your documentation on Google Drive.

This allows us to access your information without having it saved on local devices.

This also allows us to work in a seperate browser environment where only information relevant to your business is managed.

We ask that you create a specific email address and password and share this with us. Should you at any point in time terminate the relationship by changing this password you have then revoked all our access to your sensitive information and documents.

On creation of the Gmail account, please upload all your documentation and information as per the above to the Google Drive. This supercedes any requests to email documentation and/or information.

We also suggest that you open a free Bitwarden Password Manager account linked to this Gmail email address and share the access with us so that we can update all your login information in one secure access point; shared access allows you to manage what we access to and track what we have access to. Changing the password will revoke all our access to your sensitive information. For more information see https://bitwarden.com/products/personal/

Save this link to schedule booked time in my calendar. You only book the hours that you need. Please note that this is a tentative booking, confirmation of requested times is based on avaiability in my calendar. An invoice will be sent along with confirmation of scheduled time booked for services requested, and payment is due on receipt of invoice and prior to commencement of work scheduled.

https://calendly.com/systemology-virtual-solutions/book-scheduled-time

How To Work With US

Business hours are Monday to Friday from 11am to 8pm. If weekend work is required this needs to be pre-arranged three (3) business days in advance. Terms and conditions apply.

You only book the hours that you need. Please note that scheduled time will only be booked through my dedicated booking service. You will receive a specified link to book time and and invoice will be issued on confirmtion of booking.

My preferred method of communication is either email or WhatsApp. All emails and WhatsApp’s received during operating hours will be answered the same day. Any video conferences or meetings should please be scheduled forty eight (48) hours in advance and time scheduled is billable.

All invoices are sent via email or WhatsApp. For retainer packages, you will receive an invoice at the beginning of the service month, and the payment is due
upon receipt. For hourly service, an invoice will be sent along with confirmation of booking based on time booked for services, and payment is due prior to commencement of work scheduled.

Xero monthly subscription invoices are sent on the last day of the month and payment is due no later than the 1st of the following month.

Submitted by (Full Name and Surname)

This field is required.

Role

This field is required.

Date

This field is required.

I acknowledge that all information is true at date of submission and confirm that this form has been digitally signed in agreement to terms and conditions.

I agree

Frequently Asked Questions

Answers to common queries about our services and how we can assist you.

How can I request a quote for your services?

You can request a quote by filling out the contact form on our website, sending us an email at connect@makeadminsimple.com , or giving us a call. We’ll provide you with a detailed quote based on your requirements.

What are your business hours?

Our business hours are from 11:00 AM to 8:00 PM, Monday through Friday. We are closed on weekends and major holidays. However, you can still reach us through our website or email, and we’ll get back to you on the next business day.

Do you offer customized solutions for unique projects?

Absolutely! We specialize in tailoring our services to meet the unique needs of each project. Whether you have specific requirements or a creative idea, we’re here to work closely with you and develop a customized solution that fits your vision.

What is your response time for inquiries?

We are committed to prompt responses. You can expect to hear from us the same day for queries submitted during our operating hours else within 24-48 hours of submitting your inquiry. If your request is time-sensitive or urgent, please let us know, and we’ll prioritize it accordingly.

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