A fixed price per file
Agreed before we start. It typically works out at about 15% of what you bill your client. A fixed price, not a percentage of your fee, so you know what each file costs in advance.
Outsourced bookkeeping for accounting firms
Bookkeeping capacity,
Busy season. A vacancy you can’t fill. A client you can’t resource. Hand the bookkeeping to a licensed Maltese firm, in the EU, working in English. We prepare. You review, sign and file. Your own client portal, in your brand, is included.
A fixed price per file, agreed before we start, typically about 15% of what you bill your client · The first file is free · If a file doesn’t pass your review, you don’t pay for it, capped per engagement
Outsourced bookkeeping in four steps
Outsource the bookkeeping. Keep the sign-off.
1. Your client uploads, in your portal. 2. We prepare it, on Vacei.
3. You review and sign off. 4. Your client gets it, from you.
A fixed price per file. The first file is free.
The offer
Priced per file.
Priced per file.
Judged by your review.
Try us on one file. Then decide.
The first file is free
Send us one real file. Review what comes back before you send another.
Fails your review? You don’t pay.
If a file doesn’t pass your review, you don’t pay for it, and we put it right, up to a cap per engagement, agreed with you before we start.
What we take over
The routine leaves your desk.
The routine leaves your desk.
The review stays.
Scope is agreed per client before we start. You give us your framework, your templates and your deadline calendar. We work to them.
What stays with you
Your clients, your professional judgement, the review, the signature and the filing. We don’t approach your clients or take them on.
Documents, coded as they arrive
Invoices, receipts and statements, coded as your clients upload them to your portal.
Bank reconciliations
Bank accounts reconciled, with open items flagged for your review.
VAT workings
Prepared for your review, planned around your deadline calendar.
Payroll workings
Prepared for your review, in your templates.
Management accounts
On the cycle you agree with each client, in your templates.
Year-end packs and draft financial statements
In IFRS or your local GAAP, ready for your review.
How we prepare a file
A closer look. We automated the process with our software.
Document entry: a supplier invoice is read field by field and becomes an entry in your client’s books, ready for review.
Bank reconciliation: every statement line matched by VEE, the difference down to €0.00, reconciled.
The September reconciliation is stamped review-ready. Ready for your review.
Included in the price
Your own client portal,
Your own client portal,
in your brand.
Every firm that outsources its bookkeeping to us gets its own client portal for its clients, included in the per-file price. Your logo, your colours and your domain, with a small “Powered by Vacei” mark. Your clients upload documents, answer requests and see live figures, on the web and on their phone. They deal with your firm, in one place, not in email chains.
Sample portal with fictional data.
Illustrative walkthrough · your client portal, in your brand
How it works
From first call to
From first call to
first file.
Four steps, and the first file is on us.
Tell us the gap
On a first call, tell us your file counts and the services you need. No client names needed.
Agree the scope and the price
Per client: your framework, your templates, your deadline calendar and a fixed price per file. Confidentiality is agreed before any file moves.
Send us a first file
We prepare it. You review it. It’s free.
Carry on, file by file
Your portal goes live in your brand. Your clients upload there, we prepare, and every file comes to you for sign-off.
Your client relationship, your way of working, your final review
Your client relationship. Your clients see your firm. The September bank statement is requested in your own client portal, and your client uploads it there: sent, and received.
Your way of working. Agree the templates, scope and deadlines before handing over the first files.
In your partner portal: your management accounts template and engagement letter, the scope (bookkeeping, reconciliations, reporting) and the deadlines. You click Agree: scope agreed first.
Your final review. Our team prepares the work. Your reviewers keep professional judgement.
The September file waits in your review queue with its trail: prepared by our team, every bank line matched, every document linked. You mark it as reviewed. Prepared by our team, reviewed by your firm.
Who does the work
Prepared in Malta.
Prepared in Malta.
Reviewed by you.
Your files are prepared by A4 Services Limited, a licensed Maltese accounting and audit firm, working on Vacei. AI agents prepare the routine work, and our people make each file ready for your review. You get more hands without making a hire.
In the EU, on Central European Time
Malta is in the EU, on Central European Time. Your clients’ data stays in the EU.
In English
English is an official language of Malta. Working papers, queries and calls are in English.
Confidential from the start
Confidentiality is agreed before any file moves.
When you’re ready
Bring it in-house later.
Bring it in-house later.
Keep the portal.
Filled the vacancy? Season over? Bring the work back in-house. You keep your client portal and subscribe to Vacei, the operating system it runs on. Your clients stay in the portal they know. Your team does the work, with AI agents preparing the routine.
What does a file cost?+
A fixed price per file, agreed before we start. It typically works out at about 15% of what you bill your client. It is a fixed price, not a percentage of your fee, your client portal is included, and the first file is free.
What counts as a file?+
We agree that with you, per client, before we start, along with the scope and the price. You know what each file covers and what it costs before any work begins.
What if a file doesn’t pass our review?+
Then you don’t pay for it, and we put it right, up to a cap per engagement, agreed with you before we start.
Is this white-label bookkeeping? Will our clients see you?+
Your clients see your firm. Their portal carries your logo, your colours and your domain, with a small “Powered by Vacei” mark. You review, sign and file, so the work reaches them from you.
Do our clients stay ours?+
Yes. We don’t approach your clients, and we don’t take them on if they come to us directly. They deal with your firm, in your client portal, in your brand, and every file reaches them from you.
Do you file returns for our clients?+
No. We prepare the work: VAT and payroll workings, management accounts, year-end packs and draft financial statements. Your firm reviews, signs and files. Scope is agreed per client before we start.
Do you work to our framework and templates?+
Yes. You give us the framework each client reports under, IFRS or your local GAAP, with your templates and your deadline calendar. We work to them.
What about confidentiality?+
Confidentiality is agreed before any file moves, and your clients’ data stays in the EU. On the first call we need file counts and services, not client names.
What if we hire later?+
Bring the work in-house. You keep your client portal and subscribe to Vacei.
Short of hands? Send us a first file.
It starts with a 30-minute call: your file counts and the services you need. No client names needed. We agree the scope and a fixed price per file before we start.
A fixed price per file, agreed before we start, typically about 15% of what you bill your client · The first file is free · If a file doesn’t pass your review, you don’t pay for it, capped per engagement Short of audit fieldwork? See outsourced audit →