Finance and operations support for UK small businesses
Finance and operations support for UK small businesses
I run accounts receivable for UK commercial services businesses — managing your monthly billing cycle, chasing overdue invoices, and keeping your cashflow visible. Plus the day-to-day Xero admin that keeps everything clean. Email-based, structured, dependable.
Who I work with
I support UK small business owners running commercial services companies — cleaning contractors, facilities management firms, maintenance and trade businesses, landscaping and grounds maintenance companies. Typically owner-led businesses turning over £300k to £2 million, often billing dozens of sites or customers on a recurring monthly cycle.
You probably already have a bookkeeper and an accountant. What you don't have is someone actively managing your day-to-day cashflow — running your monthly billing cycle, chasing overdue invoices, tracking customer payment patterns, and giving you a clear monthly picture of what's outstanding, what's coming in, and where the risks are.
Alongside that, I handle the routine financial admin that keeps everything ticking over — logging your supplier bills, keeping your Xero clean and reconciled, and producing the operational reports you actually need to run the business.
That's where I come in.
What I Do
What I Do
Five service areas, all aligned to your existing finance and operations setup.
Five service areas, all aligned to your existing finance and operations setup.
Accounts Receivable Management
End-to-end accounts receivable for businesses with recurring monthly billing. I run your monthly invoicing cycle in Xero — setting up automated invoicing where it makes sense, manually generating and sending the rest, and maintaining a master tracker of every invoice across the cycle. Weekly review of overdue accounts, structured reminder emails sent from your account in your voice, payment reconciliation in Xero as money comes in, and a monthly cashflow report so you always know what's outstanding, what's coming in, and what to watch.
Invoice Processing
Generating customer invoices from your job data — whether that's contract schedules, completed jobs, or recurring monthly billing — and sending them out on agreed schedules. On the supplier side, processing incoming invoices into Xero against your pre-agreed expense categories, checking them against quotes or purchase orders where relevant, and flagging anomalies for your attention. Monthly supplier statement reconciliation to make sure no invoices have been missed or duplicated, with any discrepancies clearly documented and handed to your bookkeeper for resolution.
Day-to-day Xero Support
Keeping your Xero account clean, current, and ready for your bookkeeper at month-end. That includes daily or weekly transaction categorisation as items flow in from your bank feed, setting up new customers and suppliers as you take them on, monitoring the bank feed for anything that needs your attention, and pulling standard reports when you need them — P&L, debtors, creditors, cashflow snapshots. Your bookkeeper handles closing entries, VAT returns, and statutory work. I handle the day-to-day data discipline that makes their job easier and your numbers reliable.
Operational Admin
The recurring administrative work that keeps your operations running smoothly but eats your time if you try to do it yourself. That includes finance and operations-focused inbox management — filtering, flagging, and responding to routine queries on your behalf — maintaining internal trackers and digital filing systems, producing recurring reports you need but don't have time to compile, and managing recurring admin tasks like supplier contract renewals or compliance date tracking. Focused specifically on the finance and operations side of your business, not general PA or personal admin.
Airtable Systems (specialist project work)
Airtable Systems
If your business needs an operational system that doesn't fit in a spreadsheet — staff trackers across multiple sites, sales pipelines, supplier databases, project management with automation — I build these in Airtable from the ground up. That includes designing the right structure for your data, building views and forms for your team, setting up automations where they save real time, and training your team on how to use what's been built. Available as a one-off setup project (£600–£2,000 depending on complexity) or maintained as part of an ongoing retainer for existing clients.
Scope
MayLo's remit is finance and operations admin. That means I work alongside your bookkeeper and accountant — handling day-to-day accounts receivable, supplier invoice processing, Xero admin, and operational reporting.
Outside that remit: I don't do statutory bookkeeping work (closing entries, VAT returns), tax or legal advice, debt enforcement, marketing, customer-facing sales support, general personal assistant tasks like diary management or travel booking, or HR admin. If you need any of those, I can usually point you toward the right specialist.
How I Work
Email-based and structured. I run my work over email and shared trackers, with weekly written updates and clear handovers. It's how I deliver consistent support across multiple clients without losing the detail — and most clients find they prefer it once they've experienced it.
Calls when they're useful, not by default. I'm happy to schedule a call when something genuinely benefits from a real-time conversation — onboarding, scoping a new project, an occasional check-in. Beyond that, my work happens over email and shared documents, which keeps things efficient for both of us.
UK working hours. I'm based in Cape Town, one to two hours ahead of the UK. My working day overlaps fully with UK business hours, so messages sent in the morning are typically answered the same day.
GBP invoicing. I invoice in pounds sterling, payable to a UK account number via Wise Business. No international transfer fees or currency complications on your side.
Monthly retainers or ad hoc. Most clients prefer a monthly retainer for predictable budgeting and guaranteed availability. Ad hoc hourly work is also available for one-off projects or short-term needs.
Rates
Rates
Monthly Retainers
10 hours per month — £350
20 hours per month — £675
40 hours per month — £1,200
*Retainers include guaranteed turnaround within 24 hours on routine work. Unused hours don't roll over.
One-Off Projects
Airtable system setup — building out a new operational system in Airtable, including views, automations, and team training. Typical range £600–£2,000 depending on complexity.
Xero clean-up — getting a neglected accounting system back to a clean, current state ready for ongoing management. Typical range £400–£1,200 depending on the scale of the backlog.
Operational system audit — a structured review of how your finance and operations admin currently runs, with written recommendations and a 30/60/90 day plan. Fixed fee £750.
*All one-off project work is scoped in writing before any commitment.
About MayLo
Consulting
About MayLo
Consulting
MayLo Consulting is run by May Loubser, a Xero Certified Associate based in Cape Town, South Africa. Before launching MayLo, I spent four years providing finance and operations support to a UK commercial services business — running a 130-customer monthly billing cycle in Xero, managing accounts receivable, building Airtable systems, and handling the day-to-day admin that keeps a small business running.
That experience is the foundation of MayLo. The brief was simple: take the same approach that worked for one UK business, and offer it to others like it.
I work with a small number of clients at a time so each gets proper attention. If you'd like to talk about whether we'd be a good fit, you can reach me at may@mayloconsulting.com.
Get in Touch
The easiest way to start a conversation is by email — may@mayloconsulting.com. Tell me a bit about your business and where you're feeling the admin pressure, and I'll come back to you with whether and how I can help.
If you'd prefer, you can use the form below.