SME bookkeeping in VaudEntries, bank reconciliation, account matching and VAT
Need your accounts kept regularly, without year-end catch-up work? Robuste Fiduciaire organises document entry, bank reconciliation, customer and supplier matching, and VAT follow-up for your SME in Vaud.
This page focuses on day-to-day bookkeeping: the monthly work that keeps accounts clean, documents traceable and annual closing much smoother. For full-service accounting support, the Accounting Lausanne & Vaud page explains the broader scope.
What bookkeeping for an SME includes
Bookkeeping is the foundation of the file. It does not replace tax advice or annual closing, but it determines their quality. The more regular the bookkeeping, the less expensive and stressful the closing process becomes.
Document entry
Customer invoices, supplier invoices, expenses, credit notes, bank receipts and recurring documents.
Bank reconciliation
Checks between bank movements, cards, payment platforms and accounting entries.
Account matching
Matching invoices with payments to identify open receivables, supplier debts and discrepancies.
VAT checks
Application of rates, method control and preparation of the items needed for VAT returns.
Document classification
Organisation of documents so supporting evidence can be found quickly for closing or a review.
Closing preparation
Follow-up of suspense accounts, accruals and anomalies to avoid massive corrections at year-end.
A simple monthly process to avoid delays
Good bookkeeping rarely comes from software alone. It comes from a rhythm: send, process, check, flag and prepare.
Collection
You send documents through the agreed channel: shared folder, dedicated email, accounting tool or bank export.
Processing
Transactions are entered, classified, reconciled and allocated to the right accounts in your chart of accounts.
Control
We check open accounts, missing documents, sensitive entries and inconsistencies.
Flagging
You receive the points to correct or complete before delays become a closing problem.
The documents needed for reliable bookkeeping
Clean bookkeeping depends on the quality of the document flow. The goal is not to send everything once a year, but to create a simple routine.
Banks and payments
Bank statements, cards, Twint, Stripe, SumUp, PayPal or secondary accounts.
Monthly basisInvoices
Customer invoices, supplier invoices, credit notes, subscriptions and purchase receipts.
EssentialExpenses
Expense claims, travel, business meals, representation costs and supporting documents.
To documentContracts
Leasing, loans, rent, important customer contracts, guarantees or financial commitments.
To reportPayroll
Where applicable: entries, exits, hours, absences, permits and withholding tax.
According to mandateInventories
Stock, work in progress, equipment, fixed assets or period-end corrections.
ClosingVAT depends directly on the quality of entries
VAT is not separate from bookkeeping. A wrongly coded document, missing receipt or incorrect rate can create a later correction.
Applicable rates
The current Swiss VAT rates are 8.1%, 2.6% and 3.8%. The activity type determines the treatment.
VAT method
Effective method or net tax rate method: the choice must be consistent with the activity and available documentation.
Input VAT
The right to deduct depends on business use, supporting documents and classification quality.
Mixed activities
Businesses with several types of activities require clear and regular allocation.
Bookkeeping can prepare VAT returns, but the scope must be written in the mandate: frequency, method, controls, filing and responsibility.
Monthly or quarterly: which rhythm should you choose?
The right frequency depends on volume, VAT, payroll and management needs. An active SME often benefits from avoiding large quarterly or annual catch-up work.
Monthly
Suitable for SMEs with regular volume, VAT, cards, customer/supplier accounts or a need for visibility.
Quarterly
Possible for a simpler activity, with few movements and low VAT complexity.
Catch-up work
Useful when the file is late, but more costly and less comfortable than a regular routine.
Indicative packages based on volume and complexity
The prices below are benchmarks. The final quote depends on the number of documents, banks, VAT, file takeover, payroll if relevant and the expected level of control.
Simple
From CHF 290 / monthLight activity, few documents, simple organisation.
- Basic monthly entry
- Simple reconciliations
- Document classification
- Consistency checks
Standard SME
CHF 490 – 790 / monthSME with VAT, open accounts and regular volume.
- Full monthly bookkeeping
- Bank reconciliation
- Customer/supplier matching
- VAT preparation according to mandate
- Monthly correction points
Takeover / complex
On requestLate file, multiple banks, more delicate VAT or reporting needs.
- Initial audit
- Account clean-up
- Historical takeover
- Enhanced VAT controls
- Annual closing coordination
Indicative hourly rate for one-off or out-of-package work: CHF 180/h. Annual closing, payroll, complex VAT or takeover work can be defined separately.
Estimate the right bookkeeping package
This estimate gives an order of magnitude. It does not replace a quote, but helps explain why two SMEs do not pay the same price.
Simple profile, generally without complex VAT or significant takeover work.
Request a precise quote →This simulation is intentionally indicative. The final mandate always depends on documents, software, access rights, VAT, payroll if relevant and the expected level of control.
Is this service right for your SME?
Bookkeeping is ideal when the monthly flow needs to be stabilised. It should remain distinct from broader services: advanced reporting, tax closing or financial management.
Suitable if:
- You are an SME, LLC/Sàrl, SA or structured sole proprietorship in Vaud.
- You have recurring documents, several payment methods or VAT.
- You want to avoid catch-up work before annual closing.
- You need to know what remains open for customers and suppliers.
- You want a clear monthly accounting organisation.
Less suitable if:
- Your activity is very simple, without VAT, volume or follow-up needs.
- You only need a one-off annual correction.
- You expect closing, tax and payroll to be included without a clear mandate.
- You cannot send documents regularly.
Common errors when bookkeeping is not followed regularly
Most problems appear gradually: missing documents, unmatched open accounts, incorrectly coded VAT, unreconciled banks. A monthly routine reduces these risks.
Documents processed too late
Invoices accumulate, VAT becomes uncertain and closing takes longer.
Catch-upUnreconciled banks
Payments remain without documents, duplicates go unnoticed and cash visibility becomes unclear.
ControlNo account matching
Open invoices are not under control, making reminders and supplier debts harder to manage.
ReceivablesVAT coded incorrectly
A wrong rate or wrong method can create a later correction.
VATSuspense accounts growing
Temporary entries remain open and make annual closing more complex.
ClosingScope not clearly defined
The client thinks everything is included, the fiduciary invoices supplements: the mandate becomes unclear.
MandateFrequently asked questions
Short answers to the most common questions before delegating SME bookkeeping.
What is bookkeeping?
It is the regular processing of operations: entry, classification, reconciliation, matching, VAT follow-up and checks that prepare the annual closing.
How much does SME bookkeeping cost?
The cost mainly depends on document volume, banks, VAT, software, possible takeover work and processing frequency.
Is VAT included?
Yes, if this is specified in the mandate. The method, frequency, rates and expected controls should be defined.
Is annual closing included?
Not automatically. Regular bookkeeping facilitates closing, but it can be included or billed separately.
Can I change fiduciary during the year?
Yes, but the takeover must be organised: documents, balances, software access, VAT, open accounts and work already completed.
Which tools do you use?
The choice depends on the file. We can work with online tools or organise a transition according to volume and needs.
Receive a clear proposal for your bookkeeping
Explain your situation: document volume, VAT, bank accounts, current software, possible delay and takeover needs. We usually reply within 24 working hours with a clear scope.
- Analysis of real volume and payment methods.
- Clarification of VAT, matching, open accounts and takeover.
- Package proposal adapted to your accounting rhythm.
- First exchange with no obligation.
Free diagnosis
Briefly describe your bookkeeping needs.