Online Outsourced Bookkeeping Services

Case Study

Gates Eyewear

Newmarket's Premier Optometrists

Gates Eyewear

Gates Eyewear is the iconic kiwi-owned optometrist in Newmarket. They are industry-renowned for our service and expertise in both eyecare and eyewear with a vast, carefully curated selection of superb sunglasses and eyewear. Delivering across the board from a unique style at a moderate price to top shelf brands you won’t find anywhere else in NZ. They also specialise in orthokeratology, contact lenses and sports vision, and have an on-site lab that can deliver same day glasses

Gates Eyewear's part-time in-house bookkeeper was moving on.

The directors decided to look at the viability of outsourcing their bookkeeping to an online bookkeeping service provider.

They were looking for a bookkeeping company that was more than just bookkeepers - rather one that could help with process efficiency and give them advice on certain business decisions.

Key Message
Work the way they were currently working but also identify opportunities and implement improvements.

Key Requirements

  • Bookkeepers that could start within 1 month of initial contact.
  • Cost to be same or less than having an in-house bookkeeper.
  • Move from offline paper documents to online documents.
  • Make a smooth transition from ACE payroll to Xero Payroll.
  • Implement month-end accruals to fully understand performance of business on a monthly basis.
  • Implement monthly management reporting for directors.
  • Look at overall process improvements and gain efficiency.
We took the following steps to ensure a successful outcome for Gates Eyewear.

  • Met with the Directors and understood their business and the industry better.
  • Presented a cost effective and tailored bookkeeping plan that was right for their business.
  • Documented and analysed what the incumbent bookkeeper did on a weekly basis.
  • Created a plan with the directors to switch to online bookkeeping.
  • Implemented HubDoc to easily capture smaller receipts.
  • Transitioned payroll over from ACE payroll to Xero payroll including leave balances.
  • Took over full bookkeeping from an agreed date.
  • Updated vendor details including bank accounts and groups in Xero.
  • Moved from manual payments for vendors and employees to batched payments including overseas vendors.
  • Put through Month-End accruals to ensure true reflection of business performance.
  • Created a monthly management reporting pack for directors highlighting performance, trends and key product performances.
Learn & Improve
  • We continue to suggest and take-on any suggestions that management and directors have.
Our 4 step approach ensured that all the requirements for Gates Eyewear was met in a timely manner with minimal hindrance to their day to day business activities.

Gates Eyewear achieved cost-effective streamlined service than they were experiencing with an in-house bookkeeper.

Get in touch with Intouch Bookkeeping today and find out how we can assist your business with bookkeeping as well.
✔Bank Reconciliations ✔Invoice & Data Entry ✔Creditor Management incl. Payments ✔Debtor Management incl. Invoices ✔Cashflow Management incl. Forecasting ✔Email Management ✔GST Returns ✔Payroll Services incl Returns

Accounting & Reporting
✔Month End Accounting & Accruals ✔Accounts Reviews ✔Meetings ✔Monthly Management Reporting

Software & Process
✔Xero Training ✔Payroll Systems - Xero Payroll ✔Process Improvement and re-engineering ✔Document Management Platform - HubDoc

Our Bookkeeping Approach.



How do you currently do bookkeeping? What is unique about your industry? What are your requirements? Can we see opportunities for process flow improvements? Our extensive research phase uncovers answers to these key questions which lead on to development of a plan of action specific to your business.


We analyse our findings and develop a plan to suit your budget, expectations and bookkeeping needs. Your plan is unique to your business and budget. Measurement and performance tracking are key to measure success and we work with you to develop KPI's and SLA's for your business.


We ensure that systems, logins, access to relevant systems / processes are in place prior to onboarding. We agree a date to either onboard piecemeal or fully dependent on our plan. Once onboarded we look to implement the plan of action within an agreed timeframe.

Learn and Improve

Our CANI (constant and never-ending improvement) approach ensures we always look at identifying opportunities for improvement. Our review and reporting controls ensure that any errors or omissions are picked up straight away and fixed. We aim to lessen your workload at all times so you can focus on your business.

Start Your Bookkeeping Journey With Intouch

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Intouch Bookkeeping Auckland

Ellerslie, Auckland

Phone: 0800 115 188


Address: Level 1, 582 Great South Road, Ellerslie, Auckland, New Zealand

Opening Hours
Monday - Friday: 8:00 a.m. - 6:00 p.m.
Weekends & Public Holidays: By prior appointment only

Client Meetings
Client meetings are by appointment only.

After Hours Free Consultations Available.

For your convenience - we can come to you at a time suitable to you.

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