OTIUM | Digital Accounting Outsourcing

Your accounting should close the month with information that is organized, reconciled and available.

We take on your company's monthly bookkeeping, review and follow-up, integrating tax management and a SharePoint document structure so information is supported, traceable and continuous.

See how we work ↓ See deliverables

● It's not just about bookkeeping. The service organizes the monthly flow: what information comes in, where it is documented, what is reconciled, what is flagged and what management receives.

Tax management included Accounting and taxes within the same monthly process.

Document SharePoint Supporting documents and reports centralized in the cloud.

External accounting team Coordinated bookkeeping, review, close and follow-up.

The monthly accounting cycle Recurring process

01 Information Invoices, banks, vouchers, payroll sheets, contracts and reports.

02 Organization Documentation centralized and structured in SharePoint.

03 Bookkeeping Purchases, sales, expenses, income, banks, payroll and taxes.

04 Reconciliation + review Banks, supporting documents, accounts and open items that need clarification.

05 Close + taxes Accounting close and tax management for the period.

06 Reports + follow-up Financial statements, observations and upcoming open items.

What problem we solve

Having accounting doesn't always mean having accounting information under control.

The problem appears when information exists but is scattered, arrives late, doesn't reconcile or is hard to rebuild when management, an auditor, a bank or a partner needs it.

Scattered information

Invoices, vouchers, statements and contracts spread across email, WhatsApp, folders and systems.

Late closes

Information piles up and the monthly close becomes an exercise in reconstruction and improvisation.

Little reconciliation

Differences between banks, vouchers, invoices and records remain unresolved during the period.

Little management insight

The company complies, but doesn't always have timely information to review results, open items and decisions.

What we do for your company

An external team that records, reviews, reconciles and documents every period.

The scope adapts to the company's volume and complexity, but the goal is to keep a visible and orderly monthly process.

Bookkeeping

Purchases, sales, income, expenses, banks, payroll, social charges, taxes and journal entries.

Reconciliations

We match bank transactions against the period's records and available supporting documents.

Document review

We identify missing support, inconsistencies and transactions that need clarification.

Tax management

We integrate monthly tax obligations with the company's accounting information.

Accounting close

We prepare monthly and annual closes based on the information delivered and the defined scope.

Core reports

Balance Sheet, Income Statement, ledgers, trial balance and other agreed reports.

Audit readiness

We organize accounting information and support to make external reviews easier when needed.

Follow-up

We keep observations, pending documents and issues to resolve with the client visible.

Main process

A monthly cycle that turns documents into usable accounting information.

Frequency may vary with the client's volume, but the monthly close works best when information is delivered during the period and there is a defined administrative counterpart.

We receive

Invoices, statements, vouchers, payroll sheets, contracts, inventories and reports for the period.

We organize

We centralize documentation in SharePoint and maintain a traceable structure.

We record

We process accounting transactions and update the period's information.

We reconcile

We match banks, vouchers and records; we identify differences and open items.

We review + close

We analyze accounts, supporting documents and tax obligations before the monthly close.

We report

We deliver accounting information, observations and follow-up for the next period.

Purchases Sales Banks Vouchers Payroll Taxes Contracts Inventories when applicable

Closing target: when the company delivers statements and documentation regularly and there is an active administrative counterpart, OTIUM can work with the 10th of the following month as the target closing date. The actual date depends on the operation and on timely delivery of information.

Digital model / SharePoint

The cloud organizes the evidence of the accounting process.

SharePoint is part of the service to centralize documents, supporting files, reports and relevant records. Technology helps organize and rebuild information; it doesn't replace accounting judgment.

A repository that supports the work

Microsoft 365, SharePoint, structured Excel, Power Query, accounting software and SIN (tax authority) tools are part of the working ecosystem. Depending on the case we can also use Power BI, Power Automate and AI applied to review, classification, analysis or drafting observations.

Input Documents + systems Invoices, banks, vouchers, payroll sheets, reports and access.

OTIUM work SharePoint + accounting + review Organization, bookkeeping, reconciliation, control and follow-up.

Output Close + reports + support Financial statements, observations, open items and a traceable archive.

What the client receives

Information that shows what is recorded, what is reconciled and what is still pending.

The exact mix depends on the agreed scope, the client's operations and the information available each period.

Financial statements

Balance Sheet and Income Statement when the information and scope allow monthly preparation.

Ledgers and balances

General ledgers, trial balance and account analysis as needed.

Reconciliations

Bank reconciliations and follow-up of differences or items that need clarification.

Observations + open items

Missing documentation, relevant accounting matters and issues that need the client's response.

Document base

Up-to-date accounting SharePoint

An organized space for supporting documents, reports and relevant service documentation.

Depending on scope

Management reports

Accounts receivable, accounts payable, income, expenses, indicators or Power BI can be added depending on the need and maturity of the information.

Responsibilities

Orderly monthly accounting needs coordination between OTIUM and your company.

The best results come when there is an administrative counterpart who delivers information regularly and helps resolve day-to-day questions.

OTIUM

✓ Records and classifies the accounting information received.

✓ We reconcile bank transactions and review available supporting documents.

✓ We manage the monthly tax obligations tied to the accounting.

✓ We prepare closes, reports and observations according to scope.

✓ We organize and document the work in SharePoint.

Your company

✓ Delivers invoices, statements, vouchers and other required supporting documents.

✓ Provides access to accounting, administrative or tax systems when applicable.

✓ Answers questions about transactions that need business context.

✓ Keeps an administrative counterpart to coordinate the flow of information.

✓ Approves or carries out decisions and corrections related to its internal operations.

When the need goes beyond the month

We also carry out specific accounting and financial engagements.

• Opening balance sheets.
• Company liquidations.
• Business valuation.
• CAPEX and OPEX analysis.
• Business profitability assessment.

These engagements are assessed and quoted separately for each case. Financial audit, complex tax inspections, full system implementations, payment administration and advanced dashboards also require a specific scope.

What changes for the client

The value shows in how information is closed and rebuilt.

OTIUM doesn't promise to eliminate all accounting or tax risk. The goal is a monthly process that is more orderly, traceable and visible to management.

Without a structured process Documents scattered across people, emails, chats and folders.

With OTIUM Accounting documentation centralized and organized in SharePoint.

Without a structured process The close starts after the month has ended, with data still to be rebuilt.

With OTIUM Information received and processed during the period to make the close easier.

Without a structured process Bank differences or incomplete support stay hidden until a review.

With OTIUM Reconciliations, observations and open items visible for follow-up.

Without a structured process Accounting mainly serves compliance.

With OTIUM The accounting base can evolve into reports and information for management.

How we start

Let's first review how your accounting is closing today.

We understand the volume of transactions, the quality of information, the systems used, the internal owners and the reports the company needs. From there we define scope, frequency, responsibilities and way of working.

Document volume Number of banks and accounts Systems used Administrative counterpart Current state of the accounting Required reports Pending historical information Tax needs

The right scope starts by understanding how the company really works.

Digital Accounting Outsourcing is designed for companies that want more than bookkeeping and filing: they want an orderly, documented monthly process supported by an external team.

Let's talk about your accounting