A free tool by propertyaiOS · The Prompt Series
TOOL 06 · QUARTERLY BOOKKEEPING & BAS PREP

Close the books before your accountant asks.

For investors with a portfolio, the quarterly shoebox is the worst job on the calendar. This connects your Xero or QuickBooks (via the Ledger connector), categorises every transaction per property, builds a clean BAS-ready workbook, and drafts the email to your registered tax agent — you review and send. AI does the prep; a tax agent reviews and lodges.

What you'll connect

The Ledger connector reads from both Xero and QuickBooks, so it works whichever you're on.

  • 01Xero or QuickBooks (via Ledger MCP)
  • 02Your property / entity accounts
  • 03Your list of properties
  • 04Your registered tax agent's email
  • 05Gmail connector (to draft the email)
06
The Prompt

Quarterly bookkeeping & BAS prep

Xero / QuickBooks via Ledger · categorise per property · draft the tax-agent pack

Copy & Paste
My Xero (or QuickBooks) is connected via the Ledger MCP connector. Pull every transaction from the most recent complete BAS quarter for my property investment accounts.

Then do four things:

1. CATEGORISE every expense against the categories an Australian property investor's tax agent cares about: loan/mortgage interest, council rates, water rates, strata / body corporate fees, land tax, property management fees, repairs and maintenance, building & landlord insurance, advertising for tenants, accounting/bookkeeping fees, and other. Split by property where the data allows. If a transaction does not fit cleanly — or looks like a CAPITAL IMPROVEMENT rather than a repair — flag it for me rather than guessing.

2. INCOME by property: rent received per property, plus any other income, with each property's share.

3. VISUALISE the quarterly cash position per property as a bar chart, with a net line and a stacked expense-category breakdown.

4. FLAG anything that needs a human eye: outliers more than two standard deviations above the category average, a category that did not exist last quarter, likely duplicates, and any repair that might actually be a capital works item (different tax treatment).

Produce a single Excel workbook with these tabs:
- Summary: headline numbers (total rent, total expenses, net position, quarter-on-quarter delta), the per-category table, the chart embedded as an image, and the flagged items. Format to print cleanly on one A4 landscape page.
- Transactions: cleaned, categorised, per property.
- Income: rent and other income per property, amounts and % share.
- GST/BAS: GST collected vs GST paid for the quarter. Note: residential rent is generally input-taxed — flag any GST mis-coding.
- Trends: the flagged items with a one-line reason each.

Then draft an email to my registered tax agent at [agent@example.com] via the Gmail connector and save it to Drafts. Do not send. Subject: "Quarterly BAS & bookkeeping summary, [entity name]". Body: three short paragraphs — headline numbers, what changed vs last quarter, and the flagged items — plus a short list of 3-5 questions for them based on the flags (e.g. repair vs capital, GST coding, anything ambiguous). Attach the workbook.

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IMPORTANT: Educational preparation only. Not tax, accounting or BAS advice. Residential rent is generally input-taxed; depreciation requires a quantity surveyor's schedule; capital works vs repairs is a tax-agent call. A registered tax agent must review before anything is lodged.
Built around the Ledger connector, which pulls from both Xero and QuickBooks. It prepares the pack — a registered tax agent reviews and lodges. Swap the categories, entity name and tax-agent email for your own.
What comes back
Every expense categorised, split per property
Rent and income by property with % share
A quarterly cash-position chart per property
A GST/BAS summary (flags residential-rent mis-coding)
Flagged outliers, duplicates, and repair-vs-capital items
A one-page Summary workbook (A4 landscape)
A drafted email to your tax agent — you review and send
Heads up

Two Australian traps this flags but can't decide for you: residential rent is generally input-taxed (so it shouldn't carry GST), and a 'repair' that's really a capital improvement is taxed differently. Depreciation still needs a quantity surveyor's schedule. The pack is preparation — your registered tax agent makes the calls and lodges.

Questions to ask your accountant
Is this expense a repair (deductible now) or a capital improvement (depreciated)?
Have I coded GST correctly — what should be input-taxed?
Can I claim the interest on this loan split / offset / redraw?
Which items belong in this quarter vs deferred?
Anything in the flagged list that changes how you'd lodge?
Accountant handoff

This tool preps the pack; it doesn't replace your accountant or registered tax agent. Bring the workbook, the drafted email and these questions to them at BAS time — organised books make their job faster and your bill smaller. Need the lending side reviewed too? .

Education only

These tools are for preparation and education only. They do not replace credit assessment, financial advice, tax advice, legal review or lender policy checks. Verify everything with qualified professionals. Finance on the Coast is a subdivision of Model Mortgages Pty Ltd (ABN 82 108 681 063), Australian Credit Licence 387460.

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