Workspace · Wrenmoor Holdings Ltd and its subsidiaries
Settings
12 people (11 in today), three companies on three ledgers, all connected, approval rules in 3 bands for each company and 4 Fernlea Bank accounts. Every change you save here goes into the activity log.
One system over three ledgers
Three companies, three ledgers, one finance team. The ledgers (Xero, Sage, QuickBooks) stay the books of record; this system reads from them and posts back to them.
Wrenmoor Holdings LtdXerobooks of record✓Trial balance balances£3,084,688.80Connected, synced 10:41Wrenmoor Trading LtdSagebooks of record✓Trial balance balances£6,577,625.63Connected, synced 10:41Wrenmoor Services LtdQuickBooksbooks of record✓Trial balance balances£2,745,711.66Connected, synced 10:40
Group details
Shown on remittance advice, the board pack cover and every email the system sends to suppliers.
This workspace
CompaniesHoldings, Trading, Services
Books of recordXero (Holdings), Sage (Trading), QuickBooks (Services); this system posts to them and never replaces them
Financial yearFY 2026/27, April to March, year end 31 March
Currency£ sterling
People70 across the group; 12 use the system
Demo dayFriday 2 October 2026, 10:42
| Company | Ledger | VAT number | Staff | What it does |
|---|---|---|---|---|
| Wrenmoor Holdings Ltd | Xero | GB 318 4471 26 | 6 | Owns Wrenmoor House (offices and warehouse), employs the group finance team and the MD, charges rent and a monthly management fee to Trading and Services, and has lent Services money. |
| Wrenmoor Trading Ltd | Sage | GB 318 4502 61 | 24 | Sells commercial heating, ventilation and air conditioning spares to the trade from the Derby warehouse and trade counter. Holds the stock. Sells parts to Services at cost plus 10%. |
| Wrenmoor Services Ltd | QuickBooks | GB 318 4519 08 | 40 | Planned maintenance contracts for heating and ventilation in offices, schools and care homes, plus reactive repairs. Contracts are billed quarterly in advance and released to income month by month. |
Team
Everyone who approves, codes, pays or closes the books, from the buyer to the MD. Tap a person to see what they did this week.
Unlimited users, £0 per seat
Every budget holder gets a login to approve on their phone, so nobody forwards invoices by email. Invite as many people as the work needs.
12people
11in today
0invited
| Person | Role | Company | Approves | Today |
|---|---|---|---|---|
| CAClaire Ashworth (you) | Group Finance Director | Holdings | Second approver up to £10,000 in all three companies; second approver on every payment run | In since 07:52, Office |
| MHMartin Hale | Financial Controller | Holdings | Budget holder for Holdings; first approver on every payment run; reviews journals | In since 08:06, Office |
| JPJoanne Pickering | Accounts payable, Holdings and Trading | Holdings | Prepares payment runs; resolves exceptions | In since 08:24, Invoice inbox |
| LBLiam Bradshaw | Accounts payable, Services | Holdings | Prepares payment runs; resolves exceptions | In since 08:02, Invoice inbox |
| SWSarah Whitfield | Management accountant | Holdings | Prepares journals, the consolidation and the board pack | In since 08:11, Month-end close |
| DKDavid Kershaw | Group Managing Director | Holdings | Third approver above £10,000 | In since 09:05, Board room |
| GLGareth Lomas | Warehouse and operations manager | Trading | Budget holder: warehouse and delivery fleet | On leaveOn annual leave until Fri 9 Oct; approvals go to Kate Rowley |
| KRKate Rowley | Buyer | Trading | Budget holder: purchasing and stock; raises and approves purchase orders; resolves price queries | In since 08:15, Purchasing |
| SWSteve Wragg | Sales manager | Trading | Budget holder: sales, marketing, office and IT | In since 08:40, Trade counter |
| MEMark Ellison | Operations manager | Services | Budget holder: planned maintenance and reactive repairs; raises purchase orders | In since 07:30, On site, Mapleton Court |
| DFDawn Fletcher | Contracts manager | Services | Budget holder: office, contracts, IT and training | In since 08:30, Office |
| CHChris Haddon | Fleet and facilities coordinator | Services | Budget holder: engineer fleet | In since 07:45, Yard |
Delegation
GLGareth Lomas→KRKate Rowley
Annual leave, Mon 28 Sep to Fri 9 Oct. Gareth's approvals go to Kate for those dates; the audit trail records that Kate approved for Gareth.
Kate's approvals →When an approver is away, their approvals go to the named delegate for the dates set.
Connected ledgers
Each company keeps its own books in its own package. The system reads the chart of accounts and balances from each one and posts approved invoices, journals and payment runs back to it. Nothing is replaced.
Wrenmoor Holdings Ltd
XeroConnected
Xero stays the books of record for Holdings. Approved work is posted to it within a minute.
Last sync10:41 today
Chart of accounts51 accounts, each mapped to one of 43 group accounts
Trial balance✓ Balances: debits = credits = £3,084,688.80
Posted since July55 supplier invoices, 23 journals, 13 payment runs
Waiting to post5 invoices waiting for approval or on query
SeptemberOpen. Lock September in Xero on working day 3, Martin Hale
VAT numberGB 318 4471 26
Wrenmoor Trading Ltd
SageConnected
Sage stays the books of record for Trading. Approved work is posted to it within a minute.
Last sync10:41 today
Chart of accounts56 accounts, each mapped to one of 43 group accounts
Trial balance✓ Balances: debits = credits = £6,577,625.63
Posted since July361 supplier invoices, 21 journals, 13 payment runs
Waiting to post8 invoices waiting for approval or on query
SeptemberOpen. Lock September in Sage on working day 3, Martin Hale
VAT numberGB 318 4502 61
Wrenmoor Services Ltd
QuickBooksConnected
QuickBooks stays the books of record for Services. Approved work is posted to it within a minute.
Last sync10:40 today
Chart of accounts52 accounts, each mapped to one of 43 group accounts
Trial balance✓ Balances: debits = credits = £2,745,711.66
Posted since July255 supplier invoices, 23 journals, 13 payment runs
Waiting to post10 invoices waiting for approval or on query
SeptemberOpen. Lock September in QuickBooks on working day 3, Martin Hale
VAT numberGB 318 4519 08
Approval rules
Who approves what, by company and amount, using the invoice total including VAT. Changes apply to invoices that arrive after you save; invoices already on a route keep theirs.
Bands for Wrenmoor Holdings Ltd
Up to£
Budget holder
From £1,000.01 up to£
Budget holder→Claire Ashworth, Group FD
Over£10,000
Budget holder→Claire Ashworth, Group FD→David Kershaw, Group MD
Applied to this quarter's 0 Holdings invoices that went on a route:
Budget holder only 0Also the Group FD 0Also the MD 0
Budget holders
The first approver for each cost centre in Holdings.
| Cost centre | Budget holder |
|---|---|
| FINGroup finance | |
| BLDWrenmoor House | |
| GITGroup IT | |
| WHSWarehouse | |
| PURPurchasing and stock | |
| SALSales and trade counter | |
| FLTDelivery fleet | |
| ADMOffice and IT | |
| PPMPlanned maintenance | |
| REAReactive repairs | |
| FLTEngineer fleet | |
| OFFOffice and contracts |
For all three companies
Within 2% or £25 of the purchase order, whichever is less.
Always
Matched to an orderMatched to an approved purchase order and its delivery, within tolerance: approved by the match. The purchase order was approved when it was raised.
Group rechargesRent, management fees and loan interest from Wrenmoor Holdings: approved by rule (agreed in the group budget). The Financial Controller is told.
Higher approversAnyone higher on the route can approve in place of a lower step. The audit trail records who approved and for whom.
Payment runsWeekly on Friday for each company. Two approvers: the Financial Controller, then the Group FD (or the MD). Released to Fernlea Bank by Faster Payment at 14:00 and posted to that company ledger.
Bank accounts and payments
Four Fernlea Bank accounts, read by bank feed and reconciled to 30 Sep. Today's runs are checked against each balance before anyone approves them.
| Account | Reconciled at 30 Sep | Bank feed now | Today's run | After the run | Minimum |
|---|---|---|---|---|---|
| Holdings: current accountFernlea Bank, ending 2290 | £239,497.55 | £236,872.55feed read 10:30 | £1,095.485 payments, waiting for you | £235,777.07 | £50,000 |
| Holdings: deposit accountFernlea Bank, ending 8114 | £250,893.90 | £250,893.90feed read 10:30 | No run | £250,893.90 | None |
| Trading: current accountFernlea Bank, ending 6031 | £164,378.41 | £234,309.51feed read 10:30 | £6,200.387 payments, waiting for you | £228,109.13 | £75,000 |
| Services: current accountFernlea Bank, ending 5528 | £549,474.41 | £587,894.41feed read 10:30 | £27,620.0921 payments, waiting for you | £560,274.32 | £40,000 |
Last read at 10:30 today
Payment runs
BuiltAt 09:00 from approved invoices due by the next Friday; anything held or on query is left out
ApprovalsWeekly on Friday for each company. Two approvers: the Financial Controller, then the Group FD (or the MD). Released to Fernlea Bank by Faster Payment at 14:00 and posted to that company ledger.
Today0 of 3 runs approved by you; open the payment runs
Bank detail change control
A change to supplier bank details holds every payment to that supplier until someone calls the supplier on the number already on file and records the call.
Lorbeck Water Hygiene LtdWaiting for a call-backEmail from an address this supplier has not used before, Tue 29 Sep 08:56: account ending 3318 to 7740. Not applied.2 calls logged; £3,264.00 on AP-24657 held out of today's runIntegrations
What the system connects to. It keeps each one right; it never stands in for any of them.
XeroLedger: Wrenmoor Holdings Ltd
Invoices, journals and payments posted to Xero. Xero stays the books of record for Holdings.
55 supplier invoices posted since July, 23 journals for July to September
ConnectedLast sync 10:41 today
SageLedger: Wrenmoor Trading Ltd
Invoices, journals and payments posted to Sage. Sage stays the books of record for Trading.
361 supplier invoices posted since July, 21 journals for July to September
ConnectedLast sync 10:41 today
QuickBooksLedger: Wrenmoor Services Ltd
Invoices, journals and payments posted to QuickBooks. QuickBooks stays the books of record for Services.
255 supplier invoices posted since July, 23 journals for July to September
ConnectedLast sync 10:40 today
Fernlea BankBank feeds and payments
Feeds for all four accounts; payment runs released by Faster Payment at 14:00.
4 accounts; 39 payment runs paid since July; today's 3 runs release at 14:00
ConnectedLast sync 10:30 today
AP mailboxInvoice capture
Every supplier invoice sent to the accounts payable mailbox is read automatically.
547 invoices read from the mailbox since July, 15 of them today
ConnectedLast sync 10:39 today
Payroll reportsMonthly import
The payroll report for each company becomes the payroll journal.
9 payroll journals for July to September, one per company each month
ConnectedLast import Fri 25 Sep