Finance Vendor Switch — Tracker

Why this exists

Fullstack has been Vyro's accounting firm since Nov 2021. Current pain points:

Vyro team still does monthly bank reconciliations and runs payroll internally — paying Fullstack a "bookkeeping" retainer that's really BAS-prep + tax compliance
BAS lodgement reliability mixed (multiple resends, missed signature deadlines)
Brian (CRO) is liaising on GST treatment questions — separation-of-duties conflict when reviewing his own comp
Bookkeeper turnover at Fullstack (Jhona → Mylalyn Jan 2026) — Vyro re-onboards them, not the other way around

Goal: small accounting firm OR hybrid (private bookkeeper + specialist for tax/R&D) that takes finance ops fully out of Vyro's internal workflow.

Current spend (Fullstack baseline)

Monthly retainer: AUD $795/mo (stepped up from $675 in Sept 2025)
Periodic extras: ~$3.8k across last 12 months
R&D Tax Incentive claim: separate per-FY engagement (FY2025 just signed Apr 2026)
Annual tax returns + FBT + ASIC: separate / unclear allocation
All-in estimate: ~AUD $18–25k/yr ex-GST

Vendor pipeline

Vendor	Status	Owner	Discovery scheduled	Notes
Standard Ledger	Email sent (4 May 2026) — awaiting reply	Will	—	Tech-startup specialist, transparent fixed-fee, R&DTI "no-success-no-fee". Contact: [email protected]
BlueRock	⚠️ Email bounced (4 May 2026) — use contact form	Will	—	Tech startup focus + integrated legal. [email protected] address invalid — use website contact form as fallback.
Northern Beaches Bookkeeping Solutions	⚠️ Email bounced (7 May 2026) — use contact form	Will	—	Bookkeeper. Gmail reported temporary delivery problem on 5 May; retrying for ~46hrs. If no delivery confirmation by 7 May, use website contact form as fallback. Contact: [email protected]
Scale Suite	🟢 Engagement letter sent by Rhys (6 May) — check spam, pending Will's review (7 May 2026)	Will	Discovery call completed 6 May 2:00pm AEST	Strong fit. Option B ($2,250/mo) confirmed as right scope — includes invoicing (confirmed on call), cashflow forecast, full payroll end-to-end. Anderson McCarthy (Melbourne) to handle annual tax returns (~$2–3k/yr). R&DTI: Will to decide whether to keep Fullstack or switch. Rhys sending engagement letter. Onboarding within 1 week of decision.
Bookkeeping Central	⚠️ Email bounced (4 May 2026) — use contact form	Will	—	Bookkeeper. [email protected] address invalid — use website contact form as fallback.
Small private bookkeeper (hybrid)	Not yet sourced	Will / Claude to shortlist	—	Use Xero Advisor Directory, filter NSW + Gold/Platinum + 2–5 person practice + named backup
Sleek (Australia)	Skipped	—	—	Ruled out: light evidence of R&DTI specialism
Fullstack (current / status quo)	Active	Mylalyn (bookkeeping), Jack (R&D), Kaitlyn (tax)	—	Hold until alternative landed

Decision criteria

Bookkeeping (incl. reconciliation) done end-to-end by vendor — not Vyro
Fortnightly payroll executed by vendor for 6 FTE
BAS prep + lodgement on a tight SLA, with make-good if missed
R&DTI capability — registered tax agent, SaaS-startup track record