Owners & managers
Built this to do the real work.
Winning the work, delivering it and leading the team - not chasing invoices and reconciling bank feeds between jobs.
Sector · Small & medium businesses
The admin, books and compliance that come with running a business.
The inbox and operations, the books and payroll, the filings and obligations, and the systems that hold it all together - handled properly, by one experienced person.
You started the business to do the work you're good at, not to spend the day on the back office. Hand it off. Consider it done.
- No babysitting required
- Works alongside your accountant
- Te Puke & remote NZ-wide
01The reality of running a business
The back office that eats into your day.
Whether you have three staff or thirty, the back office grows with the business. Quotes and invoices, supplier bills, Xero, the pay run and leave balances, the GST return, the employment agreement for the new hire, the health and safety register nobody has looked at since it was set up. In a smaller team it lands on the owner; as the business grows, it spreads across whoever has a spare hour. Either way, it takes hours out of every week.
And it's rarely the hours that cost the most - it's the focus. The quote you meant to finish, the customer you meant to call back, the planning that keeps sliding to next week because the admin landed on your desk first.
Your team
Is there to deliver.
Your best people shouldn't be pulled away from customers to process timesheets, file paperwork or work through the admin inbox.
Someone needs to
Hold the back office.
The books reconciled, the pay runs right, the filings lodged, the paperwork current and the systems written down. Nothing is farmed out to a stranger, and nothing is left half-done.
The shiftSqueezed in around the real workHanded off. Consider it done.
02What this covers
Everything behind the business, running cleanly.
The work that keeps a business trading properly - the money, the people paperwork, the obligations and the everyday admin. Here's what I pick up for small and medium businesses, mapped to the four service areas.
Show
18 services
Xero bookkeeping & reconciliation
Bank feeds reconciled, transactions coded properly and receipts attached - so Xero tells you the truth about the business, every week.
Invoicing & debtor follow-up
Invoices out on time and overdue accounts followed up politely and persistently - so the money you've earned actually arrives.
Bills & supplier payments
Supplier bills entered, checked against orders and batched for your approval - paid when they should be, not when someone remembers.
Payroll & leave
Pay runs processed in iPayroll or your payroll system, payday filing lodged, KiwiSaver and deductions right, and leave balances kept accurate.
GST prep & your accountant
GST returns prepared on your filing cycle, and a clean year-end pack ready for your accountant - so their time (and fee) goes further.
Inbox & diary management
The admin inbox triaged, enquiries answered or routed, and bookings and reminders managed - so the important emails reach you and the rest are handled.
Customer & supplier admin
New customers and suppliers set up properly, accounts and contact details kept current, and the paperwork behind every relationship in order.
Staff onboarding & HR admin
New starter paperwork, tax code and KiwiSaver forms, induction checklists and leaver processes - handled the same way, every time.
Quotes, tenders & proposals
Quotes, tender responses and proposals formatted, checked and submitted on time - you supply the thinking, I make sure it goes out looking professional.
Insurances, leases & renewals
Insurance, lease, licence, vehicle and subscription renewals tracked ahead of time - no lapsed cover, no surprise auto-renewals.
Companies Office annual return
Your company's annual return filed in its filing month, with director, shareholder and address details kept current on the register.
Employment records
Signed employment agreements for everyone, and wage, time, holiday and leave records kept the way employment law expects - ready if they're ever asked for.
Health & safety administration
Hazard and risk registers, incident records, inductions and training logs kept current - so your health and safety system is lived, not a folder on a shelf.
Director & advisory meetings
If you have a board, shareholders or an advisory group, I prepare the papers, attend the meeting, take my own notes and write the minutes.
Processes & how-to guides
The way things are done in your business written down - so it doesn't live in one person's head, and new staff can pick it up quickly.
Policies & staff handbook
Workplace policies and a staff handbook that reflect how your business actually runs - privacy, health and safety, leave, conduct and the rest.
Files, templates & storage
A sensible folder structure in your own Microsoft 365 or Google Drive, with templates for the documents you create over and over.
Compliance & renewals calendar
One calendar for every filing, pay date, renewal and review the business has - so nothing depends on anyone's memory, including yours.
Engage one area or all four.
03In practice
All four areas of the back office - handled.
Small and medium businesses rarely need just one thing. Here's what ongoing support looks like across the four service areas - the admin, the books, the filings and the systems. Engage one area or all four.
Business admin & operations
The operational load, off your desk
- Inbox triaged, and enquiries answered or routed
- Diary, bookings and reminders managed
- Customer and supplier set-up and records kept current
- New starter and leaver paperwork handled the same way, every time
- Quotes, tenders and proposals formatted and submitted on time
- Insurance, lease and licence renewals tracked ahead of time
Financial administration
The books, kept in order
- Xero reconciled and coded every week
- Invoices out on time, and overdue accounts followed up
- Supplier bills entered and batched for your approval
- Pay runs, payday filing and leave records right
- GST returns prepared on your filing cycle
- A clean year-end pack ready for your accountant
Compliance & governance
Obligations met, evidence on file
- Companies Office annual return filed in your filing month
- Employment agreements and wage, time and leave records kept
- Health and safety registers, incidents and inductions current
- Personal information handled in line with the Privacy Act 2020
- Director, shareholder or advisory meetings attended and minuted
- Decisions and actions tracked through to done
Systems & documentation
How the business runs, written down
- Processes and how-to guides documented
- Policies and a staff handbook kept current
- A sensible file structure in your own Microsoft 365 or Google Drive
- Templates for the documents you create over and over
- One compliance and renewals calendar for the whole business
- Onboarding packs so new staff get up to speed quickly
04Your obligations as a business
The compliance that comes with trading - quietly handled.
Every New Zealand business carries obligations that don't care how busy you are - filings to the Companies Office and Inland Revenue, records for every employee, a working health and safety system and proper care of the personal information you hold. None of it is hard on its own. It's keeping all of it current, all year, that wears owners down.
I keep the obligations moving in the background and the evidence tidy - so if your accountant, an Inland Revenue review, an employment question or an insurer ever asks, the answer is already on file.
An annual return, filed on time.
Every company files an annual return with the Companies Office in its filing month, with directors, shareholders and addresses kept up to date.
How I handle itYour filing month in the calendar, details checked beforehand, lodged and confirmed - every year.
GST and payday filing, on schedule.
GST returns on your filing cycle, and employment information filed with Inland Revenue every time you pay your team.
How I handle itBooks reconciled before the GST period closes, and payday filing done as part of every pay run - not after it.
Employment records that stand up.
A signed employment agreement for every employee, plus wage, time, holiday and leave records kept as employment law requires.
How I handle itPaperwork issued before day one, records updated every pay run, and files kept together in one place.
A health and safety system that's used.
Risks identified and managed, incidents recorded, and workers inducted and trained - the duties every business carries under the Health and Safety at Work Act 2015.
How I handle itRegisters kept current, inductions logged and reviews scheduled - so the system reflects what actually happens on the job.
Personal information, properly held.
Customer and staff information collected, stored and shared in line with the Privacy Act 2020, and business records kept for the required period.
How I handle itSensible access and storage in your own systems, a privacy policy that fits, and records retained without the clutter.
Works alongside your accountant. Tax advice, year-end accounts and your income tax return stay with your accountant. I keep the records they work from clean, current and ready - and I'm not a lawyer, so legal and employment advice stays with the right professional too.
05How this works
Not another person to manage. A back office that runs.
Not a contractor you have to babysit. Not an offshore VA who needs step-by-step instructions. Not a corporate firm with a 200-page manual. An experienced part-time expert inside your business admin, doing the work alongside you.
More than a spare pair of hands
The tasks are only part of it. I work alongside you and your team to bring consistency to how the back office runs - not just ticking off a list, but making sure the money, the people paperwork and the obligations all hold together.
I bring a lean way of working - simple systems, no wasted steps, nothing done twice - and apply as much of it as suits the size and shape of your business.
- Cash coming in on time, and bills paid when they should be.
- Pay runs right, first time, every time.
- Filings lodged before they're due, without a reminder from you.
- Systems written down, so the business doesn't live in one head.
When something isn't working, we find it together and fix it properly - a business that doesn't depend on you remembering everything.
Built on trust
Handing over your books, your pay runs and your inbox takes trust. It needs someone steady, discreet and experienced - someone who treats your business like it matters, because it does.
You deal with me directly, every time. Because I'm already across your admin, finances and compliance, I can ask the right questions - and I usually know enough of the context to find the answer without interrupting you.
Answers and finished work, not twenty questions.
- Confidential. Your numbers, your staff details and your customers stay private.
- Your systems, your data. Everything stays in your own accounts - nothing leaves with me.
- No surprises. Anything outside the agreed scope is quoted and approved first.
Outcomes for everyone in the business
- YouYour time and focus back on the work that grows the business.
- Your teamPaid right, on time, with their paperwork in order.
- CustomersQuick replies, clear invoices and nothing slipping.
- Your accountantClean records, fewer queries, a faster year-end.
- The businessCompliant, organised and ready to grow.
06How it's delivered
Remote-first by design - not by default.
Most business admin doesn't need someone at a desk in your office. I work directly inside your cloud systems - Xero, iPayroll (or your payroll system), Microsoft 365, Google Drive and Zoom - and I'm there in person when it counts.
Focused, uninterrupted work
Dedicated time on your admin and books - not squeezed in between phone calls, walk-ins and whatever else lands during the day.
Full access, without a desk
Cloud tools give me the same visibility as someone in the office - your Xero, payroll, email and files, all current, all the time.
Consistency through busy seasons
Peak trading, staff holidays or a big contract - the back office keeps running on the same reliable schedule.
Check-ins that suit you
A quick Zoom, a phone call or a coffee in person across the Bay of Plenty - short, regular and built around your day.
Your systems, your data
Everything stays in your own accounts and storage. Nothing lives on a personal drive, and nothing leaves with me.
No cost for a desk you don't need
You pay for the actual hours spent on your admin - not for a salary, a workstation, leave cover or someone sitting in a chair.
- 1998Made the leap into business
- 2008Started Compleation Limited
- 100%Done by me - never handed off
07Who you'd be working with
Someone who knows what a business needs.
Hand it off. Consider it done.
I made the leap into business in 1998, so I know what it's like to be the owner, the salesperson and the admin team all at once. I know which jobs quietly pile up, which deadlines bite, and how much easier everything gets when the back office simply works.
Working with me, you get the books current, the pay runs right, the filings lodged on time and the paperwork in order - handled by one experienced person who already understands how a business runs. I started Compleation Limited in 2008 to do exactly this work. Nothing is farmed out to a stranger, and nothing is left half-done. You deal with me directly, every time.
Kirsten WinterCompleation Limited, Te Puke
08Two ways to work
Predictable pricing. No meters running.
Flexible hours for a catch-up or one-off job, or a fixed monthly retainer for the admin that repeats - senior support without a senior salary.
When the work varies
Hourly
Price on application · plus GST
Best when the work is occasional, one-off or overflow. You get me, available for whatever needs doing - no fixed scope, no retainer commitment, no paying for hours you don't use.
Ideal for
- Cover while your office person is on leave, or an admin clean-up
- Catching up when the books or payroll have fallen behind
- Employment agreements, policies or a health and safety tidy-up
- Writing up processes or setting up a sensible filing system
When the work repeats
Monthly retainer
Price on application · plus GST
Best when the same work repeats every week and month. A set block of hours at a fixed fee, dedicated to the tasks that recur - the same trusted hands, priced predictably, month after month.
Ideal for
- Inbox, customer and supplier admin kept moving
- Xero, invoicing, payroll and GST, every month
- Filings, employment records and health and safety kept current
- Processes, templates and your compliance calendar maintained
This is bespoke governance and admin work, so pricing is scoped to your business - no rigid packages, no paying for hours you won't use. Anything outside an agreed retainer is quoted and approved first. All prices in NZD plus GST.
09Common questions
Business owner questions, answered.
Straight answers to what owners and managers want to know before we talk.
What kind of businesses do you work with?
Small and medium businesses, from owner-led teams of a few people through to growing businesses that need their back office run properly without adding a full-time role. Trades and services, professional practices, retail, rural and family businesses - usually where the owner, or one busy person, has been carrying the admin alongside everything else.
Do you replace my accountant?
No - you keep your accountant, and they get cleaner records to work from. Tax advice, year-end accounts and income tax returns stay with them. I handle the day-to-day bookkeeping, payroll, GST prep and admin, so their time and your fee go further.
Can you run our payroll?
Yes - pay runs that are right, on time and filed properly. I process payroll in iPayroll or your payroll system, lodge payday filing with Inland Revenue, keep KiwiSaver and deductions correct, and record leave accurately.
We don't need a full-time office manager. Is this for us?
That's exactly who it's for. You get experienced, senior support for the hours the business actually needs - no salary, no desk, no leave cover. Many businesses start with a few hours a week and adjust as they grow.
Our admin has fallen behind. Where do we start?
With a catch-up, then a rhythm that keeps it caught up. Hourly work suits getting the books, filing or paperwork back in order. Once it's current, a monthly retainer keeps it that way, so it never piles up again.
Who owns our records and systems?
You do - always. Everything stays in your own Xero, payroll system, Microsoft 365 or Google Drive. I work inside your systems and nothing is held on a personal drive, so the business keeps full control and continuity.
Do you work on site or remotely?
Both, depending on what the work needs. Most business admin runs remotely inside your cloud systems. I'm based in Te Puke and work on site across the Bay of Plenty when it counts, and remotely with businesses anywhere in New Zealand.
Still have a question? Get in touch →
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Ready to hand off the back office?
If invoicing, payroll, filings or paperwork are taking time and focus your business needs for customers and growth, that's exactly the sort of thing I'm good at picking up.
- No obligation
- No pressure
- No meter running
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