Key points
- A complete accounting and documentary system, built from scratch inside your company.
- Four workstreams: accounting cycle, chart of accounts, written policies, system training.
- Kayan executes on site. We do not hand over recommendations for your team to implement.
- Ends with a configured system, opening balances, a trained team and signed handover minutes.
- A written scope, timeline and fee proposal is issued after one assessment visit.
The Foundation Package builds the accounting system a company should have had from its first day: a defined path for every transaction, a chart of accounts that matches how the business actually earns and spends, written financial policies, and a team trained on the system that was built for it.
It is not a software installation and it is not a set of recommendations. Our team works inside your company — coding items, counting stock, setting opening balances, drafting the documents your staff will use every morning — and steps back only once the system runs without us.
Who this is for
This package is for a company that is operating and earning, but whose numbers are held together by memory, notebooks and spreadsheets that only one person understands. Typically the owner can describe the business precisely and cannot produce a figure for stock, profit or receivables on demand.
It is also the right starting point when a company is about to grow — a second branch, a second store, a first bank facility — because every one of those steps assumes numbers that can be trusted, and none of them wait while a system is built.
What we do
Full accounting cycle design
Every transaction gets a defined path from source document to ledger entry, so nothing moves through the business without a trace. We write the cycle around your real operations — how goods arrive, who receives them, what is signed, when it is recorded — and produce the document set that carries it: receipt notes, issue notes, transfer forms, petty-cash vouchers. The cycle is what turns a shortage from an argument into a question with an answer.
Chart of accounts setup
A structure built around how your business actually earns and spends, not a generic template. Revenue and cost are separated the way you make decisions — by branch, by store, by product line, by project — so a monthly report answers questions instead of raising them. A chart of accounts designed once, correctly, is the difference between a report you read and a report you have to interpret.
Clear financial policies and procedures
Who approves, who records, who holds, and what each limit is — in writing. Approval authorities, purchase and payment steps, cash handling, stock issue rules, and the separation between recording and holding value. These are short documents, written to be used by the people doing the work, not filed. Where duties cannot be fully separated because of team size, the policy states the compensating control instead of pretending the risk is absent.
Basic system training
Your team is trained on the system that was built for them, before we step back. Training is done on your own data and your own documents, at the desks where the work happens, and it covers the ordinary day as well as the exceptions — a return, a damaged item, a transfer between stores, a correction. A system nobody was taught is a system that quietly stops being used in the second month.
Deliverables
Documented accounting cycle
- Format
- Written document (PDF)
- Approved by
- Company owner or delegate
Approved chart of accounts
- Format
- Spreadsheet and PDF
- Approved by
- Company owner and the responsible accountant
Written financial policies and procedures
- Format
- Written document (PDF)
- Approved by
- Company owner or delegate
Configured system with opening balances
- Format
- Configured inside your system
- Approved by
- Company owner and the responsible accountant
Trained team
- Format
- Live session and written summary
- Approved by
- Finance manager or the owner
Handover minutes
- Format
- Signed minutes
- Approved by
- Company owner or delegate
Duration and engagement model
Duration: Set per company. The timeline follows the size of the business and the state of the records already kept, so it is measured during the assessment visit and fixed in writing in the scope of work — we do not estimate it before seeing the books.
The engagement follows the same five stages as every Kayan assignment: an assessment visit, a written proposal, execution on site, a monitoring week, and handover against signed minutes.
Payments are staged against delivered and approved outputs, never against elapsed time. Work is sequenced around your operations; only stock counts require a scheduled pause.
What is not included
- Tax representation before the authorities.
- Correction of prior periods — that is the Past Years Cleanup package.
- ERP licence fees, which are paid to the software owner.
- Client-side data entry during execution.
Stated up front so a proposal never contains a surprise. Each of these is either a separate package or somebody else’s work.
Frequently asked questions
- Do we need to stop operating while the system is built?
- No. Work is staged around your operations; only stock counts need a scheduled pause.
- Do you choose the software for us?
- We shortlist and recommend based on your activity, number of stores and team capability; the decision and the licence remain yours.
- What do you need from us to start?
- Access to existing records, one full-time data-entry resource during execution, and one decision-maker who can approve.
- What happens after handover?
- A monitoring week, then optional monthly oversight.
Related packages
No prices are published. How our fees are determined