How a Xero file review usually works
A professional xero file review starts with a short discovery to understand your structure (sole trader, company, trust or partnership), key deadlines (BAS, payroll, tax), connected apps and where the pain is showing up (bank recs, GST variance, payroll, reporting or year-end).
We then work through three layers:
- Immediate triage: identify urgent issues that affect BAS, payroll or cash (for example, unreconciled bank statements or miscoded GST).
- Process and data check: confirm tax rates, bank rules, chart design, tracking categories, contacts, conversion balances and lock dates are set correctly.
- Report and handover: deliver a clear report, prioritised action list, and if requested, implement fixes or move you into a Xero clean up or ongoing bookkeeping.
What we check in a Xero file review
- Bank feeds and reconciliations: statements tie-out, unreconciled lines, duplicate or missing transactions, correct clearing of suspense.
- GST/BAS settings: tax rates in use, BAS reconciliation, GST on imports/exports, PAYG W codes, and BAS vs general ledger variance.
- Payroll and STP Phase 2: employee setup, pay items mapping, super guarantee, leave accruals, payroll activity vs general ledger and STP/YTD alignment.
- Chart of accounts and tracking: consistent coding, inactive/duplicate accounts, tracking categories and reporting structure.
- Opening balances and lock dates: conversion balances, prior-year adjustments, and protecting closed periods.
- Fixed assets: register accuracy, depreciation methods and links to the balance sheet.
- Bank rules and automation: rule conflicts, false positives and reconciliation shortcuts that cause miscoding.
- Contacts and items: duplicates, ABN checks, items/inventory usage and revenue/COGS posting.
- Multi-currency (if used): revaluation impacts and realised vs unrealised FX.
- Connected apps: how POS, eCommerce, time, inventory or payroll integrations post into Xero.
Common issues we fix
GST out of balance
BAS doesn’t match the ledger because of custom tax rates, manual journals, or cash vs accrual misalignment.
Bank rec breaks
Statement balance is correct but reconciled balance is not, often due to historical edits or duplicated bank rules.
Payroll/STP variances
Payroll activity doesn’t equal general ledger, pay items mapped to wrong ATO categories, or super not accruing correctly.
Messy chart and tracking
Too many accounts or inconsistent tracking makes management reports unreliable.
Conversion balance issues
Opening balances or historical lock dates allow changes that distort comparative reports.
Integration posting errors
Apps push summaries and details inconsistently, creating double counting or unmapped accounts.
Australian context to keep in view
- Ensure your provider is appropriately registered for the work: BAS Agent registration for BAS, or Tax Agent registration for tax matters.
- STP Phase 2, super guarantee rates, leave rules and award requirements can affect payroll accuracy and reporting.
- If you’re moving into or out of Xero, combine the review with Xero conversion help or a scoped clean up to lock in a clean starting point.
What to compare before you commit
Scope
Confirm the review covers the drivers behind your xero file review (BAS, payroll, reporting, cleanup or migration) and the exact deliverables.
Software fit
Look for deep Xero knowledge plus experience with your add-ons (POS, inventory, time or payroll integrations).
Turnaround and communication
Ask how secure access is handled, when you get the findings report, and how urgent issues are escalated.
Commercial fit
Compare fixed-fee vs hourly, meeting rhythm, and whether implementation support is available after the review.
Timing, costs and deliverables
- Timing: most reviews complete in 3–10 business days once access is provided; complex multi-entity files can take longer.
- Deliverables: written health report, a prioritised action plan, and an optional implementation scope for corrections.
- Pricing: fixed-fee quotes based on entity type, transaction volume, connected apps and issues discovered.
When to request a review
- Before lodging BAS or year-end tax when figures feel uncertain.
- After migrating to Xero or changing bookkeepers.
- When payroll or STP doesn’t match payslips or reports.
- If the bank rec shows unexplained differences or old unreconciled items.
- When management reports don’t align with how you run the business.
Best next steps
Write down the outcome you want (accurate BAS, reliable payroll, cleaned-up balances, clear reporting or a clean switch to Xero). Shortlist providers against that outcome, not just a job title. The right fit can explain the process, set expectations and connect the work to your deadlines.
Use the related pages below to go deeper, or send your details and we will outline the scope, timing and costs for your xero file review.
Frequently asked questions
What is a Xero file review?
A structured health check of your Xero organisation. We verify bank recs, GST/BAS coding, payroll/STP and core settings, then provide a report with fixes so you can rely on your numbers.
What do you check during the review?
Bank feeds and reconciliations, BAS/GST codes and variance, payroll and STP Phase 2, chart of accounts and tracking, opening balances and lock dates, fixed assets, bank rules, contacts, multi-currency (if used) and connected apps.
How long does a review take?
Typically 3–10 business days after secure access is granted. We’ll confirm timing once we see the file size, connected apps and issues.
Will you fix issues you find?
Yes. You can take the report and implement internally, or we can deliver a scoped Xero clean up and ongoing bookkeeping.
Is this the same as a Xero clean up?
No. A review diagnoses and prioritises; a clean up implements corrections. Many businesses do both to secure a reliable baseline.
How do I know if this service suits my business?
If you’re uncertain about BAS, payroll, bank recs or management reporting—or you’ve just moved to Xero—book a review before lodging or scaling up.
What should I compare before choosing a provider?
Scope, pricing, turnaround, registrations (BAS/Tax Agent), Xero app experience, and whether they offer review plus implementation.
What should I read next?
Explore Xero Bookkeeper, Xero BAS Agent, Xero Clean Up, Xero Conversion Help and Xero Migration.