The independent magazine for Xero users, by Xero users ISSUE 16 magazine

COVER STORY

Let Receipt Bank Do It, So You Don’t Have To

INTERVIEW Steve Vamos Xero’s new CEO

ISSN 2054-7226 16 Plus lots more from Xero connected Apps

9 772054 722009

Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 1 Brought to you by Brought to you by PKF New Zealand View Point Tax Brought to you by PKF New Zealand Proposed Ring-

PKF Asia Dorian Crighton, Business Jono Bredin, Head of Tax Advisory Services Director, Director, PKF Bredin McCormack PKF Goldsmith Fox - Recastle - Dunedin Christchurch [email protected] Fencing of [email protected] catches the Residential

Chris Lamb, Business Advisory Services Director, PKF Property Losses Rutherfords - Palmerston North Xero Bug [email protected]

A ny day now, Inland D orian Crighton from interest of the Asian delegates go to As far as the rest of the conference Revenue is expected to Christchurch and Chris another level as they watched how went, China is, of course, hugely finalise their views on a proposal Lamb from Palmerston North Xero was transforming how their significant and PKF has a broad which will limit the ability of a recently attended the June PKF clients could do business in Asia. representation in China. We learnt property investor to offset losses Asia Pacific Conference which took The hands-on Xero demonstration a lot from the PKF China desk from their residential property place in Ho Chi Minh City, Vietnam. was presented by one of their local about how clients who are looking portfolio against their other staff from Hong Kong and grabbed to invest into China ventures can income (for example salary and With 105 attendees from 19 the attention of the audience going get help with establishment of wages) to reduce their income tax countries this was a real eye opener through the power of Xero and its companies, taxation advice and liability. to the rapid pace of change across ability, for instance, to auto code practical support on the ground. Asia and the Pacific. transactions using AI. In what is another targeted policy Of course, no visit to Vietnam would measure, the Government expects A stand out at the conference was This was such a good example of be complete without some site the introduction of loss ring-fencing a presentation from Xero which technology rapidly going global seeing so we spent the last day rules to help level the playing field really caught the imagination of and an outcome from that has been visiting the Cu Chi tunnels which between property speculators/ those attending. Xero have now a monthly “Xero Zone” webinar were quite amazing. They even investors and home buyers. opened an office in Hong Kong run by PKF International. The goal had a shooting range where you The Government considers that below), this investor would be able shares in a company, or to fund a as well as Singapore and have of this webinar is to share the could try your hand at an AK47 investors (particularly those who to claim an overall rental loss of trust or other entity, that acquires 30 staff between these two Asia knowledge built up from the early rifle or M60 machine gun – who are highly-geared) who are able to $3,000 in their tax return. Under residential investment properties. offices significantly beefing up their adopters of Xero in New Zealand said accounting conferences were claim a tax deduction for mortgage the ring-fencing proposals, they The proposed commencement date presence in the region. and help PKF Asia firms build a boring? interest often leading to a refund would instead declare nil income in for the ring-fencing rule is the start solid and growing Xero skill set and of PAYE paid, helps them to outbid their tax return and carry forward date of the 2019-20 income year (1 What was fascinating was to see the business offering. owner-occupiers for properties as the loss of $3,000 to offset against April 2019 for most taxpayers). they are not allowed to claim the future rental or property income. The impact of the ring-fencing rule same deduction. is definitely something to keep in Inland Revenue has also thought mind if you own or are considering The proposal is that loss ring- ahead to consider the avoidance investing in residential rental fencing will only apply to rules that will be required to properties. “residential land” as currently prevent structuring around the defined for the bright-line test and proposed ring-fence. For example, For further information or advice, would not apply to a person’s main investors circumventing the rules please contact Jono Bredin at jono@ home or land that is already subject by borrowing funds to acquire pkfbmr.nz or call +64 3 951 3162. to tax on sale. The proposal is for the rules to apply on a portfolio Property 1 Property 2 basis so investors would still be Rent received 20,000 15,000 able to offset losses from one rental property against profits from Expenses paid 12,000 7,000 another property. Interest paid 12,000 7,000

Currently (see example in the table Profit (Loss) (4,000) 1,000 i / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / ii Brought to you by PKF New Zealand Xero Tips Xero Apps Brought to you by PKF New Zealand Making the most Xero Gems Chelsea Connell, Xero Kelly Nixon, Xero Consultant, PKF Hamilton - Implementations, PKF Hamilton Rutherfords - Palmerston North [email protected] [email protected] of Xero Apps

op tips to make your life in emails. When you receive bills you need to do is click “Ok”. P ushing the boundaries to generate follow up emails that issues are solved quickly. I would T Xero a breeze from suppliers via email, simply is something I like to do, have a humorous edge to them. We work closely with our Accounting forward them to your “Xero Bills” 3. Are your customers or suppliers and we found that with a group found this was effective in bringing team and pick up on coding My name is Chelsea Connell, a address and they will arrive as using Xero too? Share your Xero of Apps that link to Xero we could down debtor days, highlighting feedback so their regular reporting Chartered Accountant and Xero a draft Purchase in Xero. Once Network Key with one another. automate the administration for issues to be resolved and making and GST work can go smoothly. Enthusiast at PKF Hamilton. I have you have completed entering This will allow invoices to flow our clients and support them sure follow up happened. been working with Xero in public the invoice details in Xero, you between you and your customer/ remotely without sacrificing Where Inventory is involved we’ve practice accounting firms for 6 can save the bill and attached suppliers Xero files directly. The efficiency. How do we do that you On the Creditors side once again we used Unleashed and I again work years. I love working out at my will be a PDF copy of the original invoices will show up as a draft might ask? used Receipt Bank incorporating alongside our Accounting team local F45 Gym and don’t mind a few bill. No need to print off any for you to approve. No further everything we had learnt internally where their technical knowledge is cheeky wines on a Friday – it’s all hard copies – your invoice is now work required…except making or Well most administration systems including getting the client’s required. That’s the key really that about the balance. Connect with electronically stored within Xero! collecting payment! include Debtors and Debt suppliers to email invoices direct we are wider team supporting what Chelsea on linkedin. Collection, Creditors and Payments, to Receipt Bank. What was so our clients require. Are you currently using Xero but 2. Download the Xero app. When Payroll, General Ledger Cashbook effective was that at any stage in feel like you aren’t maximising all you are making purchases on and Reporting plus sometimes the approval or payment process I like to think we take the of the features available to you? your credit card or business card, Inventory. That meant quite a bit of the client could open a copy of the headaches out of running a Here are my top tips for efficiently simply take a photo of the receipt learning to get up to speed with the invoice to check. business so that our clients can managing your paperwork. via the app, enter the supplier Apps that drive each area. focus on what they do best. If you details and throw away the For payroll we used a local would like to know more about 1. Every Xero file has a unique paperwork. Bank reconciliation When we looked at Debtors the provider, Smart Payroll who have how we can help, email me at kelly. email address linked to becomes a breeze because Xero ideal situation was where our the advantage that they handle [email protected] Purchases. Save this email will match the bank transaction clients used an App like Workflow all the payroll filing with the tax address as a contact in your line with the receipt for you. All Max to monitor their work and department. Not that I get involved generate Invoices that could then in payroll as one of my colleagues be exported straight to Xero. That is the expert in that as you can’t do way the client drives what goes everything. into the invoice and we just pick up what goes into Xero debtors. At the heart of everything is the Xero General Ledger and I like to When it came time for Debt keep my reconciliations right up to Collection I used Debtor Daddy date so that any Debtor or Creditor

iii / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / iv The powerful financial project management software that over 10,000 businesses love. Here’s 5 reasons why:

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Track time, costs and profitability 2 from quote through to job and invoice “ WorkflowMax is the most Staff allocation feature awesome, fantastic, best bit gives visibility on workflow, team of software we’ve used” 3 productivity and capacity Trevor Hughes, Owner & Managing Director Asset Management Engineers Everything in one system Manage business on-the-go, from anywhere Follow Trevor’s story and find out 4 how WorkflowMax can help your business get profitable Xero owned and integrated workflowmax.com/case-studies with robust customer support standards, 5 and ongoing product development

Get 25% OFF your first 3 months Get started for FREE workflowmax.com/start Use promocode: 25percentOFFXU 2 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 3 Introducing InView - Why is software Re-thinking accounts SAVE! 46 Synchronise Xero invoices 66 integration essential? 98 payable automation on Xero- Welcome to issue 16... and bills to your calendar delivers 90% productivity gain connected 11 questions to ask App INTERVIEW Q & A with when choosing an online Automating tax codes subscription 68 fees Brought to you by 48 David Urry, Co-founder / payroll provider 100 for bureau businesses Chief Experience Officer, IntegraPay > Page 18 UK FOCUS Maximising Out with the old, in 70 automation to boost your 102 with the new magazine Microkeeper in the How future-forward bottom line 6 marketplace 24 businesses manage the Integrating Xero with The independent magazine changing B2B landscape NEW XERO PRODUCT 104 your subscription for Xero users, by Xero users EVENT 72 Reduce the hidden costs management system for Issue 16 7 Accountech.Live CASE STUDY Xero works of managing expense claims for streamlined accounting 28 for large businesses too your clients and your practice CEO: COVER STORY Let Meet BGL - Your David Hassall (Co-Founder) 8 ReceiptBank do it, so you TUTORIAL How to Approval Donkey: doing 106 partner in compliance Managing Editor: don’t have to 30 improve your workflows 78 the donkey work for Wesley Cornell (Co-Founder) Director of Strategic Partnerships: with templates in SuiteFiles 48 approvals How to avoid and Alex Newson INTERVIEW Q & A with 108 manage Scope Creep Admin Assistant: 12 Steve Vamos, CEO, Xero CASE STUDY Taylorcocks EVENT Accountex Becci Linscott and ApprovalMax Is your technical Editorial Assistant: 32 80 Blaze Hassall establish end-to-end cost control New Xero resources to 110 advisory service 52 recommend the right app Bank rules in Xero industry-relevant? Editorial/News Submissions: The journey to start, to your clients 82 If you have any editorial content (news, grow, merge or sell your Embracing the new-age comment, tutorials etc.) that you would 34 like us to consider for inclusion in the next accounting firm Add-ons help you 112 of accounting: keep up edition of XU Magazine, please email us 86 increase profitability and or risk falling behind at [email protected] improve cash flow

Advertising: CASE STUDY 5 reasons [email protected] CASE STUDY Hospitable 116 why accountants love 88 cloud SuiteFiles T: +44 (0)116 298 60 80 E: [email protected] W: www.xumagazine.com INTERVIEW Q & A with APPS COMPARED 92 Richard Francis, Founder 118 Practice Management ‘Xero’ is a trademark of Xero Limited (New 12 and CEO, Spotlight Reporting Zealand). XU Magazine is collaboratively NEW XERO produced by an independent group of Xero users and is not affiliated in any way 52 122 CONNECTED APPS with Xero. All other trademarks are the Has cloud become king? 34 New to the Xero App Marketplace property of their respective owners. 16 EVENT © XU Magazine Ltd 2014-2018. All rights reserved. No part of this magazine may NEW App Discount Codes The three C’s of surviving 123 Accounting Live be used or reproduced without the 18 Flexibility and control - 56 the bookkeeping written permission of the publisher. XU 36 serving two masters in a revolution NEW RELEASES Magazine is published by XU Magazine INTERVIEW Laura more digital tax world Updates and new Ltd (08811842), registered in England and 124 Wales. Registered office: 12 Jordan Street, 20 Venables, Event Director, AccountKit: Efficiency releases from the Xero App Liverpool, L1 0BP, United Kingdom. All Accounting Business Expo / For the love of efficiency: 58 tools for the cloud age 92 Marketplace information contained in this magazine Accountech.Live 38 an interview with FGS is for information only and is, as far as we are aware, correct at the time of Advisory Managing Director 5 steps to scenario APP DIRECTORY going to press. XU Magazine cannot 60 planning for CEOs 128 Over 700 Apps accept any responsibility for errors or Keep customers loyal, win inaccuracies in such information. If new business Why you don’t need TUTORIAL How to: match GoCardless, have just you submit unsolicited material to us, 40 you automatically grant XU Magazine 62 another add-on app. And 96 incoming bills with 138 launched ‘down under’ a licence to publish your submission in neither do your clients! purchase orders whole or in part in all/any editions of the magazine, including in any physical or digital format, throughout the world. Any material you submit is sent at your risk and, although every care is taken, NOW OVER neither XU Magazine nor its employees, 40 agents or subcontractors shall be liable UPDATED FOR App/Service Directory for loss or damage. The views expressed in XU Magazine are not necessarily the Turn to page 128 700 views of XU Magazine Ltd, its editors or its 20 Four key trends for global 2018! APPS contributors. 44 payroll management

4 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 5 Microkeeper in

@Microkeeper

Joel Davis, Co-Founder / Software Developer, Microkeeper the marketplace Self-confessed nerd, Joel has a passion for utilising technology to create efficient processes. The latest addition to the Xero marketplace, Microkeeper is Whether it’s stacking the dishwasher or creating Australia’s Australia’s all-in-one software solution to Rosters, Timesheets first comprehensive online payroll solution, Joel looks for the most and Payroll. Joel Davis, Co-Founder and Software Developer streamlined way of doing things, and won’t stop until he finds it. at Microkeeper talks about creating Australia’s first integrated As lead Software Engineer at Microkeeper, he spends his days Rosters, Timesheets and Payroll, joining the Xero marketplace coding, creating a seamless user experience and, of course, and why software solutions are the key to business growth... pondering ways to save time.

W hen presented with a In a different era this kind of One of our newest users problem, business instincts growth would have been almost successfully utilised multiple kick in and we start thinking of impossible, but the answer to all software solutions, in order to solutions. these problems can be summarised ensure its rapid expansion could be in one word... software! achieved as efficiently and pain-free Accounting issues? Talk to an as possible. accountant. Like most modern software apps, Sales issue? Talk to a marketing Microkeeper was developed Xero was being used prior and firm. after witnessing the frustration could handle the workload as it Workload overflow? Hire more staff. of repetitive manual business grew. administration tasks. We saw However, in the modern world of rosters being created in Excel or on Microkeeper was implemented, business our human instincts can whiteboards and payroll officers allowing staff to clock their work sometimes let us down. Too often driving around to multiple worksites hours and assign it to jobs. And we try to apply a quick band-aid to collect timesheet data. HR software made hiring and fix, rather than taking a step back onboarding staff to Microkeeper to consider long-term, scalable We could see the impact a digital seamless. solutions. solution could have for these businesses. After some research, Adopting a range of complimentary Business weak spots are often we couldn’t find a system that software solutions prior to their amplified when undergoing incorporated more than one growth made sure they were ready expansion. Whether it’s multiple component (rosters, timesheets or for the changes that came their way. worksites, extended hours or payroll) tailored to the Australian They could then focus on getting additional employees. workforce. As these processes are their job done without getting all linked, it made sense to us to bogged down in the paperwork. How these growing pains are dealt have a system that could move with can be the difference between through each stage of the wage There are many different aspects to a short-lived boom and setting up a process. consider when growing a business, long-term platform for success. but software should be the first Recently, our integration with Xero consideration. How do we hire over 1000 has brought about even more employees? functionality, allowing payroll data Software is not one-size-fits-all. to be exported directly into Xero. To experience multiple benefits, How do we deal with invoices choose solutions that integrate coming in from 140 different sites, This level of automation results easily to your existing processes where over 300 expenses a day in an increased ability to and that are complementary to each need to be claimed? manage more demanding work other. environments, allowing for easier Time spent at the start to consider How do 1500 staff clock on every scalability. We’ve seen businesses your unique business needs will day and how do we turn that grow from 100-1400 staff in a save time tenfold in the future. timesheet data into payslips? relatively short period of time.

6 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 7

ALIVE_XUMAG_AD_210x297_4C_PP.indd 1 22/6/18 2:36 pm Cover Story Cover Story

1

COLLECT CLIENT 1 2 Let Receipt Bank RECEIPTS AND INVOICES ORGANISE AUTO FETCH PAPERWORK INVOICE @ReceiptBank 3 Damien Greathead is the ENTER DATA Vice President of Business INTO XERO do it, so you Development for North America 2 at Receipt Bank. He’s responsible for building Receipt Bank’s AUTO MATCH TO accounting channel in the United 4 BANK FEED States and Canada. Damien works with accounting firms of all REVIEW THE sizes who want to leverage cloud BANK STATEMENT don’t have to IN XERO technology to grow their firm. Prior to Receipt Bank, Damien was a Director at 2020 Group 3 USA, which was acquired by 5 Panalitix in 2016. Damien speaks AUTO PUBLISH Finding the time to add value TO PAID to state and national accounting IDENTIFY PAID associations around the world ITEMS on topics including change Data is the lifeblood of accounting. From compliance to advisory, it forms management, marketing and the raw material for accountants and bookkeepers all over the world. technology. 6 APPROVE THEM IN 4 THE PURCHASE LEDGER RECONCILE But, if the ultimate goal is to use a business’ financial information to provide 7 utility of some kind, professionals have been spending the lion’s share of MARK PAYMENTS 8 their time just getting hold of the information they need to get started. AGAINST THEM RECONCILE

Now though, the balance is shifting. Instead of spending your time gathering paperwork, entering data and combing through bank feeds just The real power comes when the implementing mobile technology. spent millions developing a phone process is connected – a series of Suddenly, everyone had the ability that everyone could use, even the to get to that final reconciliation, you can flip the process. The journey to events where each enables further to view the same information most technophobic clients could be reconciliation can now be almost instant, leaving you free to use your time efficiencies. We are now at a place instantly, wherever they were. brought on board. as you choose... where this is possible. The main problem was that the Having pioneered app-based Electronic document capture information they were looking at receipt capture early on, Receipt T he Connected World The advance of digital commerce solutions. Each of these offers an enables automatic data recognition, was seldom ‘real time’. Due to Bank also expanded mobile has changed all of this, especially incremental increase in efficiency. which can then be matched to traditional processes of delivering interactions to include Whatsapp- The main reason businesses lose with the increasing ubiquity of open One of the simplest ways is also the a bank feed for certainty, and records once a quarter, or even style messaging to clarify receipts time on data gathering is paper. APIs. More and more transactions most seldom used - simple email reconciled instantly and safely. once a year, the data was often and invoices, as well as automated And even in the Xero cloud age, take place entirely online. forwarding. months out of date. submission reminders to prompt physical records are still slowing So how does this work in Receipt clients to send in their documents. down the process. In fact, much of For example, when your client Every email provider, from Office to Bank? Mobile apps that captured receipts the traditional bookkeeping process pays a utility bill by direct debit, Gmail, offers the ability to forward changed all this. Suddenly Accounting is now moving from is just moving information around. your energy supplier generates an emails based on sender. With one Data is Mobile documents could be shared the a mobile-capture system, where electronic invoice. It’s possible for simple change, your clients would moment they were received. The receipts can be snapped on the go First, clients need to get their that invoice to be picked up, the never have to remember to forward One of the biggest early advances real-time dream was finally a reality. once physically received, to an API- receipts and invoices to their data recognised and transferred a supplier invoice to you, or lose in real-time accounting was And since Apple and Google had based system where documents accountant or bookkeeper. This to their books, along with proof of their audit trail in a busy inbox. usually involves the dreaded payment, without any effort from shoebox of paperwork, or it might you. So why doesn’t every small have progressed to an email of business just set their suppliers’ scanned PDFs. In this case, all that’s left for you to email addresses to automatically do is click ‘Reconcile’ in Xero. The forward to their accountant or 2000+ Suppliers Either way, someone then has to next step is up to you. But how do bookkeeper? The truth is that, in spend hours typing all the data you build an automated process isolation, most partial automation Now Integrate Directly into a spreadsheet or into Xero. It’s that’s also fully reliable? systems deliver too little value to slow, it’s boring and it’s really easy make this worthwhile. With Receipt Bank to for errors to creep in. Then it’s time End-to-End Automation to comb through the bank feed to After all, when every document Sync Invoices work out which items are paid and With such a convoluted process, still needs two minutes to be unpaid. it’s no surprise that there have transcribed into Xero, what is the been many partial automation incentive to save two seconds?

8 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 9 Cover Story Cover Story

are captured as soon as they are document. accountants and bookkeepers can the bank feed, it can be published Now, however, reconciliation has Now is the time to make the generated. trust, as it learns from you just like straight to Paid Items and become the first step on a journey bookkeeping switch - stop spending This changed with the advent of AI a member of your team. reconciled straight away. of adding value. With one click, your time just getting the data and Receipt Bank’s Invoice Fetch links and machine learning. It’s all part of building control and accountants and bookkeepers start using it to make a difference. directly to over 2000 suppliers that Matchmaking certainty into every step of the have a solid foundation for advice, Receipt Bank puts you into control deliver their monthly invoices via Receipt Bank was an early adopter bookkeeping process. forecasting or even just growing the of the process. What you do with an online portal. This means our of applying these new technologies The introduction of bank feeds size of their practice. the time you save is up to you. system can pick up the invoice in the accounting space. There was was a huge step for Xero users. The Bookkeeping Switch automatically, import it into the a common refrain that machines Everyone could now save huge We’ve seen sole practitioners client’s account and extract the data could never know clients as well as amounts of time on reconciliation Once, bank reconciliation was handling over 200 clients on FIND OUT MORE... straight away. their accountants. And we agreed. by matching transactions directly to the final result of a long, arduous their own, thanks to the effective a bank feed. process – the sigh of relief that implementation of automation tools Visit Receipt Bank at There’s no work for the client, the That’s why Receipt Bank’s signalled a safely balanced like Receipt Bank. -> www.receiptbank.com bookkeeper, or the accountant, just extraction module learns from We have the ability both to use it as transaction. instant collection. accountants and bookkeepers. the final check in the system, and to In fact, every single user has a pull the data earlier in the process Going Beyond OCR dedicated machine learning map as a source of truth. Not only is this that learns from their preferences essential to check the accuracy of OCR stands for Optical Character and expertise. extracted data, but it also helps Recognition, and it’s been around in answer the age old time drain of various forms since the early 20th That means every time you edit and working out whether an item has Users submit documents century. OCR software is designed review the data extracted by our been paid or not. to analyse images of printed system, for example, correcting a 4x faster text and turn it into data that a supplier, the algorithm learns and So, if you’re client sends in a receipt computer can process more easily applies the rule to similar items. which matches a line in their bank – or put into a spreadsheet/general feed in Xero, we let you know. We via mobile app ledger. We now process over 4,000,000 even put the bank data right next receipts and invoices every month, to the extracted data, so you can Applying it to receipts and invoices with the highest accuracy of any check it’s all correct. has always been a challenge cloud app. Processing times have as there is no set format for decreased by 80% in the last year Using Xero’s API, Receipt Bank can transaction records. That makes alone. publish to a variety of locations in it hard to set rules for how a the ledger. Since users are notified machine should approach reading a The end result is automation that instantly if an item is already in

• Create beautiful business structure diagrams for your clients Machine Data Machine Extraction Review • Track client correspondence in one accessible place • Simplify inter-entity loan reconciliations PERSONALISED across your Xero clients MACHINE • Automate fuel tax credit calculations LEARNING straight out of Xero • Automate reconciliations of equipment fi nance across your practice + much more

Algorithm User Learns and Review Updates

INTEGRATES WITH: 10 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 11 Xero, Xero Practice Manager, NowInfi nity, BGL and more.

LVC128_AccountKit_XU_half_page_ad_210x140_FA.indd 1 20/06/2018 10:01 AM Interview Interview

It is amazing to be tech-leaders to cultivate effective XU: joined by the new CEO leadership and management of Xero, Steve Vamos. I’m sure you practices. have been asked this so many times now, but how does it feel to be the I had been working with Rod and CEO of such an amazing company? the Xero leadership team for 18 months on the businesses global It’s fantastic to be at operating model before stepping SV: Xero. What Xero has into the CEO role. achieved over the past 10 years, and the community of customers You are still fairly new and partners that we have around XU: to the job, what do you the world is remarkable and very feel you can personally bring to special. The opportunities ahead for your newly appointed role? Xero are huge when you consider that less than a quarter of small My experience leading businesses around the world are in SV: and working in the cloud. organisations that are changing fast. I have been involved in the Before we talk through technology field for the past 30 XU: all things Xero, it would years and have seen a number of be great to know how your journey large shifts. I’ve seen these changes supported me in my career - too so far has led you to this point? take place at tech start-ups and many to mention here. large multinational corporations. My career in the tech With you taking over as SV: industry started at Today the world is changing XU: CEO at Xero it feels like IBM working across various sales, more than ever. Managing and the start of a new era. What vision/ marketing and general management navigating change effectively is direction do you have to take Xero positions for 14 years, before a core competency that leaders forward? leaving to join Apple as managing in business must have. An open director Australia and New Zealand mindset is also vital. This is an area Our founder, Rod Drury, & Asia Pacific. I am passionate about. SV: had great vision and we remain committed to the purpose My time at Apple overlapped with At Xero, I’m working closely with and mission that sits behind that. the return of Steve Jobs as interim the leadership team to navigate This includes bringing the benefits CEO. It was during this period that change, as we continue to grow and of cloud accounting to as many I learnt the importance of the focus drive adoption of new platforms for small businesses as we can around and the tough choices he made to small business and our partners. the world. Also, helping small turn Apple around. business grow by better connecting Have you set yourself them to those they do business I left Apple to become CEO of XU: any personal goals to with and making everything ninemsn, an online media industry achieve whilst in the role of CEO? they do easier to do with Xero. startup that was burning about $3 Working closely with and enabling million cash a month, with little to I’d love to see every accountants and bookkeepers to show for it, in a market for digital SV: small business in the be the supporters and coaches of advertising which was completely world benefit from cloud accounting small businesses is a big part of new. When I left 4 years later in and I want to see Xero become that. 2002, the company had the largest the best international technology audience of any online advertising company it can be. What are the positives media business in Australia and XU: and negatives that can was growing revenue rapidly. Who has been your arise from a large company, such as XU: biggest inspiration to Xero, changing their CEO? Q&A I then joined Microsoft as managing help lead you to this point in your director for Australia and New career? I have great respect Zealand, where I worked with my SV: for Rod and all he team to increase our growth from Definitely in my earlier has achieved with Xero. There is low single to double digit growth SV: years, my Dad, who I continuity in the work we have done Steve Vamos rates. followed to IBM at the beginning of together over the past 2 years, my career. Having him as a mentor which has made transitioning to our Over the past decade, I’ve helped me enormously in my career. new roles (me as CEO and Rod as a CEO, Xero continued to be heavily involved There have been many great people non-executive director) very smooth in the tech sector as a Board I have worked with over the years and much easier than people might director; coaching and mentoring who have taught me a lot and have expected.

12 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 13 Interview

Xero has had an XU: amazing year of growth worldwide. How exciting was this to be apart of and how was it achieved?

It is great to be SV: apart of Xero and to have observed what has been achieved. We now have 1.4 million subscribers around the world in 180 now integrate with. What is the changing but the principles that countries. We have a lot more to future vision for the ecosystem? guide us won’t. We are committed We make do and we will constantly look for to our people and partners. We are opportunities to do everything that The ecosystem is going committed to our vision, mission we do better going forward. SV: to become more and and purpose. These won’t change. more important to us over time if The way we operate will continue It was great to meet we are to realise the opportunity to change - it must so we keep on payments easy. XU: you at Xerocon Atlanta, of Xero as a platform for small doing beautiful business with our how did you find the event? business. We need our app customers and partners. partners to provide a broader range It was great. I love of services that build on our core When you’re not busy SV: Xerocon and the energy accounting engine to make that a XU: with Xero what can we we see in our partners for helping reality. find you doing? small business. Xerocon is all about what makes Xero special Is there any exciting I love travel (lucky for - celebrating the bond we share XU: news or new SV: that, given what my job with partners and growing our developments our readers can demands), reading (author Robert relationships. expect to see from Xero in the next Harris is my favourite), watching 12 months? sport on TV (especially American Xero seem to be more Football and my team, the New York XU: specific with the Every aspect of our Jets), exercising (I love walking), ecosystem app partners that you SV: business is constantly and spending time with my family.

square.com 14 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 15 Has cloud @GoCardless

Josh Sasto is Head of Partnerships at GoCardless, the UK’s leading Direct Debit solution.

GoCardless integrates with Xero become king? to bring small businesses and FIND OUT MORE... their accountants a fast, hassle- free way to automate customers’ payments and improve cash flow. To view the full GoCardless Accountants Benchmarking 5 key findings from the Accounting 2018 Report, visit: gocardless.com/guides/ Benchmarking Survey 2018 reports/accounting Is cloud accounting delivering on its promise? Josh Sasto from GoCardless reveals some of client adoption of cloud? are the defining factor in making collect their own fees – and advise the key findings from their recent Accountant Benchmarking Survey 2018 – and explains the strategy succeed – and that their clients to do the same. This how there’s still work to do when it comes to getting the most from the Xero ecosystem... At base level, there are 3 key things means providing the best possible data also shows that uptake to get right: training, education and support for matters: firms who move a greater 1. Communicate the benefits of the your team. percentage of their payments to F or most Xero practices, 2. Cloud helps you grow and drive as Xero Head of Accounting and Xero ecosystem Direct Debit are really feeling the the cloud journey is well profits The Wow Company founder, Paul 2. Make it easy to switch to cloud With online training like Xero U benefits. underway, but has the digital Bulpitt, recently noted: 3. Provide onboarding and ongoing available, it’s easier than ever to approach to accounting and place increased use of “It’s a no-brainer to have Xero education train your team, as Sharon Pocock Having an automated cash business advice achieved its full tech as a top priority. for the accounts and apps like of Kinder Pocock mentioned at our collection process really does potential in the UK yet? In short, The no. 1 priority for accountants in GoCardless and Receipt Bank That’s a methodology that works for Accountex panel session: unlock both time and cash, as has cloud become King within the our survey is acquiring more clients, providing a platform that we can Xero partner, Wilkins Kennedy, as Ben Nacca of Cone Accounting UK accounting industry? with 41% making it their top priority. operate from as a business. The Simon Woodhams, Head of Cloud “Our staff tend to have done their explained to us recently: That focus on client acquisition is time and efficiency savings of Accounting Software, explained in Xero certification before they join This Spring, we surveyed 297 UK nothing new, but what’s interesting having something like GoCardless our recent panel discussion at the and then we do regular monthly “Most accountancy firms have a accounting firms to gauge the is how technology is increasingly to collect our fees automatically is UK Accountex event. updates. Most of the software debtor list with a lot of money on impact of accounting technology on helping firms to win these clients. insane – we’d probably have grown providers we use have really the table; with Direct Debit we’re practices today. Here are 5 of our more quickly and earlier if we’d had “If we’re onboarding, we’ll always good help centres with quick 2 or never owed any money, which is findings. 23% of firms see increased use of Xero and Receipt Bank etc. in place tell you about what software we’re 3-minute videos – so you can train really good for business. The set-up automation and technology as a top sooner.“ going to provide for you. Then in 2 up as you need to.” process for GoCardless is pain-free 1. Xero is the UK’s accountant’s priority. or 3 weeks’ time there will be a free – and once everything is set up, first-choice platform 3. Client adoption still needs training session. We give clients the 5. Cloud payments unlock time and cash collection takes care of itself” With an increased focus on improvement software, we follow it up and we do cash of firms recommend technology: regular updates. That continuous What’s next for the cloud? Xero. Xero was the of the average firm’s learning is more the way forward of the average firm’s platform of choice among the • Firms are seen as tech-savvy client base use cloud now, rather than just getting clients pay by Direct So, is cloud king? Based on the firms that took part in the survey, and app specialists in the accounting. According to our certified.” Debit. Our survey found that 42% of findings of our benchmarking with over 67% of respondents marketplace survey, on average, 53% of a the average firm’s clients pay their survey, UK accountants are recommending Xero to their clients, • Businesses benefit from the firm’s client base is using cloud 4. Staff need more cloud training fees using Direct Debit - and more embracing the online approach and and 45% using Xero themselves. efficiencies of automation accounting. And of that 53%, only importantly, that there is a clear using it to deliver a more efficient, • Staff spend less time keying in, slightly more than half (57%) are of firms don’t provide correlation between Direct Debit attractive and profitable kind of That’s good news for the future and more time with clients using the firm’s preferred software. compulsory internal usage and a firm’s average debtor accounting firm. But there’s still expansion of Xero, especially • Firms can offer deeper insights cloud training. An impressive 73% days, as well as the time they spend work to do. given Xero’s recent rebrand to the and value-add services Having half your clients still of our survey respondents said chasing payments. ‘Beautiful business’ strapline and • Client:Bookkeeper ratios are unconvinced of the cloud approach they had adopted cloud accounting Staff need better ongoing training, the company’s increased focus on boosted, increasing practice may sound surprising in 2018. But well or very well. But of the firms The higher the % of client fees more clients need to switch to cloud becoming a full-service business efficiency it’s less surprising when you factor we spoke to, only 40% provide taken through Direct Debit, the and firms need to increase their use platform and ecosystem, rather • Fees are lower due to increased in that 85% of firms don’t make it compulsory cloud accounting lower a firm’s average debtor of automation to help them achieve than just an accounting software client numbers and economies mandatory for clients to use their training for their accountants, and days are likely to be and the less the full potential of the cloud. application. of scale preferred software – whether it’s a 32% don’t provide any at all. time they tend to spend chasing We’ll be running the Accountant single platform or multiple software payments. Benchmarking Survey every year, Scaling-up your accounting options. Having the right technology sets so we’re looking forward to seeing firm is only possible with these the foundations for a scalable cloud It’s one of the reasons that many how cloud progresses over the next technological foundations in place, So how can firms do more to boost practice, but it’s your people that firms choose Direct Debit to 12 months.

16 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 17 App Discount Codes NEW FOR SAVE! To advertise, please email the team at: [email protected] 2018

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18 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 19 Interview Interview

It’s wonderful to conference designed for every What led your team to XU: be joined by Laura discipline of the accountancy XU: rebrand? Venables, Event Director at profession. It covers a wide range Accounting Business Expo and now of business & technology solutions, Accountech.Live is Accountech.Live. Congratulations services and education at a broad LV: designed with the sole on your announcement of level. Accountech.Live, Melbourne, purpose of helping accountants & Accountech.Live! To start, can you is a technology-led exhibition & bookkeepers prepare, and benefit tell us how this all came about? conference that covers the rapid from this unique time in history. The evolution of cloud accounting new brand reflects our vision for a Accountech.Live is the and the ecosystem driving digital tech focused, vendor-neutral and LV: next evolution of the transformation of accounting firms forward-thinking event. Accountant’s Technology Showcase & their SMB clients. It’s all about Australia (ATSA), a conference we digital! Before you took over acquired last year. Now, under new XU: Accountech.Live it was ownership and a new brand we go Accountech.Live will a paid event. Do you anticipate any into our 12th edition, re-energised XU: be held in Melbourne, challenges having made the event and completely reimagined into a exciting times! What led you to host free? forward-thinking exhibition & fun the event here and what benefits learning experience. Accountech. will Melbourne offer? We’ve made the event Live brings today’s innovations LV: free to attend to offer to life, designed exclusively Following the success visitors way more flexibility and for accountants, bookkeepers LV: of Accounting Business more opportunities for time- & advisors in practice who are Expo in Sydney, we were continually poor business owners and their in search of smart solutions to being asked to run an event in teams get out, get face time and improve their firm and help their Melbourne, which is a city widely experience what’s happening in clients succeed. recognised as a ‘technology hub’. the industry. Whether that’s for two Melbourne is often referred to as hours or two whole days, the power The first edition of ‘Tech City’ after it was crowned tech to create your own agenda sits with XU: Accountech.Live will capital of Australia, so naturally it the visitor not the event organiser! be in November 2018. What can we made sense for Melbourne to host expect to see and experience? Accountech.Live. Melbourne is so A main focus of unequivocally on-trend and one XU: Accountech.Live is to As a pure-play of the coolest places to visit in my give delegates as much time on the LV: technology event, opinion, so book your trip early and expo floor. How important is this for Accountech.Live will showcase extend your stay - you won’t regret both delegates and exhibitors? what’s new and next in the fast it! Fun fact: Melbourne has been changing ecosystem of cloud voted the ‘most liveable city in the The event is designed accounting, finance and business world’ for the past 7 years! LV: in a way that is management technologies. conducive to doing business. In May, you rebranded Unlike a traditional conference With a totally new look and feel, XU: from Accountants’ where delegates are essentially you can expect to see an array Technology Showcase Australia ‘forced’ to network with exhibitors of non-stop, tech demos and (ATSA) to Accountech.Live. What are during tea and coffee breaks - an innovations-in-action, peer-to-peer the most significant changes you’ve environment that can be awkward led discussions, education and made? and unnatural for many - the format awesome networking opportunities. of Accountech.Live is much more It’s no secret that Australia & New First of all, we’ve in tune with human behaviours. Zealand are countries that have LV: removed the price Exhibitors don’t stand around pioneered and adopted many of tag to attend - accountants & twiddling thumbs waiting for the world’s smartest solutions, so a bookkeepers can now visit for breaks, and visitors are not dictated Q&A day or two at Accountech.Live will free offering a far more flexible, to via a set agenda. This makes way give you access to some of the best time and cost-efficient experience. for more meaningful conversations, ideas in the world. The landscape of technology so everyone wins. continues to grow and evolve and, You now hold two with an influx of new software It’s great to hear that Accountech.Live XU: events - Accounting solutions entering the market, the XU: Sholto Macpherson will Business Expo and Accountech. landscape is huge. So, we’ve made be looking after the education for Live. How do these events the exhibition bigger to better Accountech.Live. How important compare? reflect this. We’ve also made it is this element to Accountech.Live Laura Venables much easier and convenient for and how can attendees expect to Event Director, Accounting Business Expo / Accountech.Live Accounting Business international companies to exhibit benefit? LV: Expo, Sydney, is our with us. flagship, national exhibition &

20 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 21 Interview

Job + project + stock management

POWERFUL SOFTWARE

DELIGHTFULLY SIMPLE

Tidy helps streamline larger business: Sholto is the world’s has helped bring the technology that can help accountants & LV: leading cloud accounting change in the accounting industry bookkeepers uncover exciting new technology expert, whose work to the forefront in Australia over opportunities and achieve their in this space is respected by the the last few years. How do you feel goals. For international companies Tidy gives us access to accurate information that would take a most progressive accountants. this forward-thinking industry will wanting to showcase their solutions “ signi cant eort to collect manually. Implementing Tidy was a Known for having his ‘finger on develop over the next few years? to the Australian market, there has the pulse’ Sholto has studied the How does Accoutech.Live fit in with never been a better time. All you revelation, and we couldn’t go back to the way we were working next generation of accountants in this? need is your hand luggage, laptop before. Australia, New Zealand, the US, and we take care of the rest. Oh, UK, Canada and Brazil and is able Digital transformation and don’t forget your sunnies & Kylie Brailsford, PMO and Validation Group Manager, Synertec, Australia to help define what the next- LV: has helped power growth SPF50+ because Melbourne is hot ” generation business model looks in accounting firms globally and the in November! like and help accountants move to industry continues to experience it. Sharp, cutting edge content is on adoption of cloud technologies. It been great to talking Users of the agenda, along with the success However, today’s marketplace has XU: all things Accountech. stories from other accountants that become complex and expansive, Live with you. We are very excited you can leverage. so for many accountants this has about how this event will continue created an overwhelming sense to impact the accountancy industry Following on from my of having to learn all of these in Australia. Thanks for joining us! XU: previous question; solutions, let alone who to trust how will the education differ at in serving their clients. This has Accoutech.Live? also led to a state of inertia for many firms, in providing proactive FIND OUT MORE... Visitors can expect to business advice. Accountech.Live see more ‘tech-in-action’ will better help accountants define LV: Accountech.Live takes place on and more success stories from their their firm’s (and their client’s) future peers. Packed with practical and technology strategy. 13 & 14 November tactical information, much of the Melbourne Australia. education will tie back to many of What types of the solutions you can see on the XU: businesses should Tweet @Accountech. JOB STOCK CONSTRUCTION INVENTORY & PROJECT expo floor. exhibit at Accountech.Live? Live or email lvenables@ MANAGEMENT MANAGEMENT MANAGEMENT MANAGEMENT nationalmedia.com.au to find The Accounting Any company in the out how you can get involved. XU: Business Expo team LV: world with solutions 22 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com BroughtTry to you free by PKF New Zealand (pkf.co.nz ) tidyinternational.comFollow us on Twitter: @PKFI Issue 16 / 23 How future-forward

@unleashedteam businesses manage Gareth Berry is the CEO of Unleashed Software, with more than 17 years of accounting and business experience. Under his direction, Unleashed has been the changing B2B in the Deloitte Technology Asia Pacific Fast 500 every year since 2013. landscape

M eeting Growing Customer What Has Changed for B2B? tolerant of complicated purchasing Demands in the B2B processes, and instead look for Landscape The B2B buying process has intuitive and easily accessible and traditionally been largely manual. available purchasing mechanisms. According to Statista, B2B From beginning to end, buyers Companies are increasingly forced eCommerce sales are projected were funneled through predictable to cater to these requirements in to surpass US$1.2 trillion by stages; sellers had to invest order to satisfy customer demands. 2021 in the United States alone. considerable time and effort to Your clients’ customers expect to be As businesses grow, they are engage with potential buyers. able to easily research for products, increasingly assessing how to Multiple phone calls were common, place orders, view negotiated structure their offerings so they and paperwork would change special pricing, have flexible can meet growing customer hands many times between the shipping options and more. demands, sell to a broad seller to the buyer customer base, and It will allow until the sale has Optimising the B2B Sales Process take advantage of customers to easily been completed. This operate in real-time, B2B online order entry, prevent costly inputting place orders and track them. It is significant shifts in search for products, manual process was These changing demands mean platforms allow for easy visibility errors and reduce negative important to consider how you can global commerce. customised open to errors and your clients need to be looking of product catalogues with clear inventory. This flows directly help your clients find solutions that large handling costs, for new ways to exploit these will allow them take advantage of pricing and stock stock availability. This accessibility through to your accounting systems Changing buyer leading to a high opportunities by implementing B2B dramatically improves your and allows for accurate financial this change. An online eCommerce availability at their attitudes and cost-of-sale and an online ordering platforms. customer satisfaction, as customers reporting. Digitising the process platform integrated directly with expectations to own convenience. inefficient system. can order anytime, from anywhere allows your clients and their staff to inventory management, like that be able to conduct A B2B online ordering platform and from any device. Your clients save both time and money. offered by Unleashed Software, commerce digitally As the B2B purchasing can boost your clients efficiency by are now able to provide an efficient coupled with great accounting has brought about a radical process migrates online, the reducing the manual processing sales channel that will allow them Adapting and Thriving software, like Xero, provides shift in the Business to Business process has become more efficient of orders. It can meet buyers to serve their buyers around the complete end-to-end sales order (B2B) landscape. Businesses are and seamless. This is further expectations through a user-friendly clock, without the need for a Rising competition and increasing management for your clients. manoeuvering to adopt the latest improved as eCommerce giants like eCommerce experience where they dedicated sales person. popularity of online marketplaces, B2B technologies. By integrating Alibaba and Amazon move into the can place their orders at the click like Amazon, has meant that the latest tech to their sales B2B space. They have helped make of a button. An online platform A B2B platform also allows your the traditional B2B sales model workflows, inventory management the B2B website experience similar removes the need for both parties clients to lower their cost to serve. is rapidly evolving. There is an FIND OUT MORE... and accounting systems, they are to what buyers have come to expect to fill out numerous paper forms. Instead of relying on multiple increasing demand for B2B sales in a powerful position to reap the with B2C purchases. It will allow customers to easily sales people and time-consuming transactions to be a seamless Visit our website at rewards of these global trends. search for products, customised paperwork, an online platform will buying experience, in which > unleashedsoftware.com/xu Those conducting B2B business pricing and stock availability at allow them to eliminate manual customers can easily view stock, What is clear to us is that clients sales are now dealing with a their own convenience. This results have to be future-thinking markedly different buyer than in in an accurate and frictionless businesses with a clear B2B the past. An increasing number of sales transaction that flows strategy in place to capitalise on millennials are directly involved directly through to your journals this profitable channel. As a key in B2B purchasing decisions. The and requires less intensive selling business advisor, your role is to result of this is that millennials are on the part of your clients. Your educate and advise your clients on radically changing and shaping clients’ sales people can then focus the best way to achieve this in order the B2B eCommerce landscape their efforts on buyers with more to meet their specific business as we know it. As buyers, this complex orders, or on the sale and needs. digital native generation are used promotion of particular stock lines. to easily purchasing online. As TURN TO PAGE 32 such, today’s B2B buyers are less With the increasing demand to

24 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 25 SuiteFiles improves how you manage your files through these great features: Manage all your business les in one place Work with your favourite Microsoft Oce files

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Get a demo or free 30 day trial Talk to the team at Xerocon Brisbane 26 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Broughtwww.suitefiles.com to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI & London Issue 16 2018 / 27 Case Study Case Study

almost an ERP system, full of up-to- Hebberd, “we’d do one little job, Wendy, “is that they can only be in date information for every project. then use that as a foot in the door one place at a time.” By scheduling for the big jobs.” and tracking time in Tidy, SPI This is exactly what they needed to knows where their staff members scale up. Running multiple projects It took some time, but now they’re are working, and where they are @sambgrover in multiple locations creates a lot scaled up, with workshops in committed in the future. This lets of information to be managed. Auckland, Northland and the Bay them plan jobs more effectively. Sam Grover Tidy helps Synertec capture this of Plenty. They have a core staff of Sam is a marketing and information quickly, and report it to around one hundred people, and When bidding for jobs right through communications specialist decision-makers in the business. that can ramp up by fifty or more to project completion, SPI need who helps businesses and Kylie Brailsford, PMO and Validation contractors, depending on the jobs to know ahead of time if they will other organisations refine their message and create great Group Manager at Synertec said, “A they’re working on. have workers available with the content. managing director wants to know right expertise and compliance how a project is tracking, and what This growth has created some new certificates. For example, they may its forecast is. Then he or she can challenges. Now, they’re spread need a certain grade of welder who compare that against that project’s across sites all over the country. is also qualified to work in confined budget. Xero and Tidy allow us to They need to know where their staff spaces and has the correct up-to- do that.” and materials are at all times, so date health and safety certificate. they can make decisions for the This visibility lets managers make future. SPI use Tidy and EnableHR to keep bigger-picture decisions more track of who has the right set of confidently, based on whether This is where they use Tidy. Job skills for the project and tasks they projects are forecast to be above or supervisors, and people working are allocated. Most tasks are very below their budget. on client sites and in the SPI dependent on other team members workshops, use Tidy to track how doing their job, so accurately Accuracy is also particularly time and materials are being used. managing this is key to overall important for Synertec - they listed Since it’s all in the cloud, this project success; from financial, Xero works for large on the Australian Stock Exchange information is instantly available to quality, to health and safety. (ASX) in August of last year. Tidy for the staff at the head office. For instance, swiftly being able to helps to keep their information The information Xero requires make team changes when workers accurate by having everyone work to do its job flows directly from call in sick is critical to SPI. These in the same system for operations, Tidy. Combined, this gives SPI the cloud systems help them with job businesses too which flows into the financial essentials of an ERP system. planning because it provides a accounting system. That’s a lot continuous, accurate picture of who We hear a lot about how Xero helps small businesses, such as cafés or bike repair shops. faster and more accurate than Tidy’s intuitive interface helps is available, and when. emailing spreadsheets around! accurate information quickly flow But what about larger businesses? Should we be hearing about how Xero helps them? from the front line to the head Wrapping up Looking back, Kylie can’t believe office. Many of the supervisors A fter talking to a couple of know how staff are spending their construction and engineering firm how much better their data is now. are from trades backgrounds, Scaling up businesses that bid and larger firms, I can safely time, where their plant, tools, and for the pharmaceutical industry. “It was a real revelation when so don’t have as much software work on big jobs is a challenging say that the answer is “yes.” The materials are, and where they Over time, the business grew, and we made the switch, and there’s experience as the people in the task - the costs are high, and the reality is that Xero, when paired have capacity. Otherwise, they now they have sixty staff members, no way we could operate on head office. “Lots of our staff aren’t resources are limited. Xero, Tidy, with other cloud apps, is just as risk missing out on projects they providing specialist consulting, spreadsheets now.” necessarily savvy computer users,” and other modern cloud apps suitable for large businesses as it could have bid on, or underbidding construction and engineering says Wendy Williams, Business effectively provide a modular ERP is for small businesses. on jobs because they didn’t know services to all kinds of industries, SPI’s expansion into new regions Services Manager at SPI, “but they solution for these organisations. where or how their resources were including defence, oil and gas and can certainly find their way around This gives even the largest SMEs a Larger consulting, engineering tied up. water. SPI Industrial provide mechanical, Tidy.” clear picture of what’s happening and construction firms are great electrical and instrumentation across the business, so they can examples of this trend. These are Synertec and SPI are both large Things ticked along on engineering services. They’re the The combined effect of the make good decisions based on the people who make sure your businesses in this sector who spreadsheets and other manual firm you call when you have a big connectivity and ease of use means accurate information. Synertec pipes work, who maintain the happily use Xero. They’ve both systems, but five years ago they sat project that needs to be taken care SPI not only saves time, it also gives and SPI confirmed that cloud power plants that light up your grown their businesses over the last down to do some strategic planning of from start to finish. For example, staff the data they need to make apps such as Xero aren’t just for house, and who build the factories few years. I caught up with them for the future. It was pretty clear they dismantled an entire power decisions in real time. This boosts coffee shops. Combine them with that turn the minerals we dig out to find out how they used cloud that to get where they wanted to plant in New Zealand so it could be productivity and efficiency right complementary apps like Tidy and of the ground into the products we software to support that growth, be, they were going to need to shipped to India. across the organisation. they’re a powerful combination for use every day. They design, project and get the information they move beyond spreadsheets. big business too! plan and manage teams that keep needed, when they needed it. They’ve been in Northland, New Towards better resource society humming along. This is where Tidy and Xero came in. Zealand since the 1970s. A few management Growing and going public with Tidy handles the time and materials years ago, they decided to push FIND OUT MORE... This is high-value, high-risk work. Synertec planning and tracking, along with into some new markets - namely SPI have a number of specialist Talent in this sector isn’t cheap and the project and management Auckland and the Bay of Plenty. staff members using specialised Try FREE at: nor are the materials. To succeed, Synertec started out more than accounting and Xero handles the “We had to do some hard yards,” tools. “The thing about our always > tidyinternational.com these firms need to plan ahead, twenty years ago as a specialist financial accounting. The result is says Managing Director Paul in-demand staff members,” says

28 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 29 Tutorial Tutorial

(see Fig. 3) 4. Give the template a name and tick the box if you’d like to include How to improve attachments. 5. To generate a new email using a @SuiteFiles template, open a new email and click on ‘Insert from template.’ Kim Anderson, Marketing 6. From the drop-down list, select Manager, SuiteFiles your workflows the template that you’d like to Kim is the Jane-of-all-trades use, followed by the correct client Marketing Manager at SuiteFiles. name if you want to pre-populate After falling into software a bit by accident, she’s now a passionate it with data from Xero Practice advocate for better tech and Manager with templates people-focused processes for businesses. How SuiteFiles customers use templates

in SuiteFiles Fig. 2 Every accountant uses templates differently, but some common uses Common administrative tasks can be made simpler and faster by introducing standardised for SuiteFiles customers include a template by navigating to the a description. Click ‘Create and onboarding clients, sending out templates into your practice. Whether you’re onboarding a new client or getting ready for file in the SuiteFiles web app and close.’ engagement letters, and invoicing. tax time, those file (and email) templates will be what you reach for time and time again. clicking on the three dots next to 4. To create a new folder from a the file name. template, click on the three dots For Michael Risoli from MKS Group, Even better? With SuiteFiles you can integrate templates with Xero Practice Manager, 2. Click ‘Save as a template’ next to the parent folder name the template feature in SuiteFiles meaning you’ll always have the right information at your fingertips... 3. Give the template a name and and select ‘Create subfolder.’ has saved them a ‘mountain of click ‘Save.’ 5. Give the new folder a name and time’ when sending out fixed-price 4. To use the template, click on the choose the folder template you agreements, and they print less as a W hy use templates? blue ‘Create’ button and choose want to use from the dropdown result. They love that it’s so simple ‘File from template’ in the options list to use, and that they can show Templates are time savers and, menu (see Fig. 1) someone once how to use it and in some cases, game changers 3) How to create an email template they can get started straight away. for accountants. Turning common 2) How to create a folder template documents into templates will 1. Install the SuiteFiles Outlook For Kate Harris from Connected enable you to save time on admin 1. In SuiteFiles web, create a add-in. Accountants, it’s the folder tasks, to standardise work across new folder structure – this will 2. Create a new email in Outlook templates they enjoy using most. your practice, and to significantly become your folder template. – add the subject, body content “By using folder templates, it’s a improve workflows and processes. You can include subfolders and and attachments you’d like to one-click job to create a new folder By making templates accessible to to worry if they’re using the correct 3. Folder templates – create entire even documents in this folder include. You can add custom structure for new clients we bring your wider team, you’ll never have file, particularly when engaging folder structures that you can structure. fields to any part of this email on board. It’s great – it’s quick with clients. generate with a click, e.g. a client 2. Click on the three dots next to template. and simple, it’s consistent if an folder when a new client signs up the folder name, followed by 3. When you’re happy with the inexperienced staff member sets up SuiteFiles sweetens the deal by ‘Template folder.’ (see Fig. 2) email, click on ‘Save as email the folder, and we can customise integrating with Xero Practice Through SuiteFiles’ integration with 3. Give the template a name and template’ in the Outlook ribbon the folder template to include files Manager, allowing you to pre- Xero Practice Manager, you can pre- specific to the type of client we’re populate templates with client data populate file and email templates signing up.” direct from the source. with client data from Xero, allowing you to personalise them for clients. How to use templates in SuiteFiles SuiteFiles has a list of custom fields that you can add to templates, and SuiteFiles allows you to create and even ‘If This then That’ logic to swap FIND OUT MORE... store your own templates for use out pieces of information if one across your practice. You can easily field doesn’t exist. Common custom To get a free 30 day trial of generate new documents, emails fields include names, emails, templates in SuiteFiles and and entire folder structures using addresses, and salutations. more, connect with us at: the templates you’ve created. > suitefiles.com/trial In this next section, we’ll show These are the 3 types of templates you how to create a file, folder and or for more reasons why that you can create in SuiteFiles: email template through SuiteFiles. accountants love SuiteFiles, 1. Document templates – Word, read our other feature in this Excel, and PowerPoint 1) How to create a file template issue of XU Magazine: Fig. 3 Fig. 1 2. Email templates – include PDFs or > Page 116 other file attachments with it 1. Turn any Office document into

30 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 31 Case Study Case Study

Taylorcocks and ApprovalMax establish Fourth, all our clients (but Bill approvals, ApprovalMax enables the group in the near future. particularly expanding multi- businesses to quickly ascertain end-to-end cost control: entity organisations with several their overall spending to date with Introducing ApprovalMax enables separate management structures regard to a particular supplier. If our clients to fully automate and quickly evolving this is beyond a their internal processes related @taylorcocks internal processes), ... ApprovalMax certain threshold, to Purchase Orders and Bills, Find out how your benefit greatly from enables businesses ordering from and lets us focus on high value- Andy Perrett, Cloud Accounting the unlimited that source can added advisory and consulting Manager, taylorcocks to quickly ascertain number of flexible either be stopped services while spending much their overall customers can keep on top Andy leads the cloud accounting approval levels and switched to less time on typical accounting project at taylorcocks, a top ApprovalMax spending to date another vendor, routines. This also enhances our 100 firm. He drives the project with regard to a forward educating both clients lets them set up. or associated clients’ satisfaction and ensures of spending across their and staff on the benefits of cloud Significant time particular supplier Purchase Orders can taylorcocks retains its position as a accounting. As Platinum Xero savings, higher be rejected. leading trusted advisor. partners, Andy has a wealth of experience in migrating clients productivity, and better multi-entity businesses onto cloud software, and in data quality to boot. They Our clients also favour managing the change across the also appreciate that they can now the extraordinary flexibility practice. Andy is also responsible for appraising the add-ons in distinguish between Requesters, ApprovalMax provides, and that the A cloud-based transformation story by a leading the Xero Marketplace, building who raise Purchase Orders but ease of setup and intuitive use is the taylorcocks app stack and are kept outside of Xero, and the second to none. We have found that implementing them with clients. accountancy practice that helps its clients take full managers who will review and the roll out of ApprovalMax is very approve. straight forward. Starting with just control of their expenditure... one company in a multi-entity (eight Incremental benefits and counting) and multi-site group, FIND OUT MORE... T aylorcocks is an This is a tall order for taylorcocks’ management and advanced we quickly deployed to each of the Accountancy Age ‘Top 100’ client-first approach because our expenditure control is delivered by Apart from facilitating the compliant remaining units across the space firm of chartered accountants clients frequently use an accounting the key capabilities of ApprovalMax: and audit-ready end-to-end of just a couple of months, and are To find out more visit: and tax advisors specialising in system without the flexibility and management of Purchase Order and ready for any other entities joining > approvalmax.com the provision of bespoke, high data storage required to track and First, Purchase Orders are created quality accountancy, taxation analyse spending accurately, even outside of Xero and then put and advisory services. As Xero if done ex-post. Plus, our clients through a strict approval process Platinum Partners, and winner of often lack the appropriate before being recorded Xero’s ‘Emerging Partner of the tools and internal ...advanced in Xero. This way only Integrate with Year 2017’ award, taylorcocks is at business practices to expenditure correctly approved the forefront of modern accounting define, follow, and control is delivered Purchase Orders technology. At taylorcocks, enforce efficient by the key appear in Xero. for we have carefully selected the business processes capabilities of software we partner with and built for spending ApprovalMax Second, all invoices our app stack. In addition to Xero, management. They pass through a taylorcocks partner with the likes mainly use Excel customised Bill approval of Datamolino and the June 2018 spreadsheets to track process in ApprovalMax, and Synchronise Xero invoices Xero App Partner of the Month, Purchase Orders, and have no are matched with the previously ApprovalMax. proper approval process and Bill-to- approved Purchase Orders – before Purchase Order Matching in place. any payment takes place. and bills to your calendar Take spending under control, end- In consequence, all information to-end regarding the Purchase Orders for Third, multiple approval levels and a particular new invoice is added to the Automatic Approval capability Calendar feed of your invoices & bills PERFECT FOR One of the recurring challenges the infamous tracking spreadsheet really make a difference for our Freelancers, business is our clients’ necessity to ensure retrospectively – defeating the clients’ needs and expectations. Alerts you to which bills/invoices are due today owners, bookkeepers that money spent is money spent entire object of spending tracking. For example, if a Purchase Order is and accountants (they well. This requires any expenditure, raised by an authorised user and Updated on a regular basis can offer the feeds to regardless of the legal entity it A case in point: A multi-site and within a certain spending limit, it their clients) originates from, to pass through a multi-entity client will be approved automatically. rigorous check and set of traceable However, if it exceeds the approvals first so that they tick To combat this challenge, designated threshold, it will be Get 20% off for 3 months all the boxes needed, for the right taylorcocks maintains a selective submitted to one of the regional price, and with the right vendor. set of certified software managers for approval. In case of It’s also essential that all invoices applications pre-integrated with an unusually high invoice amount, Use Code XUMAG to redeem received from an approved supplier the leading cloud-based accounting the Bill will be automatically routed (Bills) are matched with the original software Xero, including the bill to the regional director, ensuring Visit us online at www.inviewapp.com Purchase Orders to prevent double- digitisation software Datamolino. total control over spending across counted, erroneous or unauthorised However, the core elements for all entities and locations. payments. accurate end-to-end spending

32 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 33 still be cheaper than hiring a full- time employee. And, to be honest, The journey to start, you’d probably be operating a hell of a lot more effectively.

@ignitionapp In this day and age it’s important grow, merge or sell to understand where you need a Guy Pearson, CEO/Co-founder, human resource versus technology. Practice Ignition Technology is starting to replace the 10+ years of experience in manual repetitive work. The other your accounting firm professional practice and is thing you need to realise is, even if a Chartered Accountant. His origin story starts at Interactive you’re not paying for the app, you’re Accounting. still paying for it in manual labor, your time and your wages. So, one way or the other you’re paying for If anyone had sat me down and said this is exactly it; may as well work smarter not what you need to do when I started my accounting leanstack.com to get a lean canvas there’s no point shelling out cash harder, right? model that allows you to clearly lay you don’t have. Work from home, practice, I probably wouldn’t have wasted so much out your hypothesis (and, as I said, the cafe, the library and anywhere My last couple of points on starting time trying to figure out what would work and it will change over time and that’s in between. The cloud allows you a firm ok; you need to start somewhere). to meet people and work from what wouldn’t... anywhere; use it to your advantage. • False starts happen (That’s ok, You need to create a brand just keep moving forward) M y biggest challenge back in Starting a firm: (Also known as (Marketing) The Tech Stack • Plan for success. Remember, this 2010 was that even if I had frame and scramble). Year 1-2: is chess not checkers wanted to ask someone how to run Frame & Scramble My best advice. Don’t be a This will evolve as you grow and • Hustle, Hustle, Hustle a practice, no one was going to be tightarse. I get it; you’re an scale your firm and it’s important • Go up and never stop able to tell me how to run a truly Think about why you left your role accountant, you don’t know to always review your tech stack 100% cloud-only accounting firm. at your last accounting firm. You marketing and you’re counting every 6-12 months probably had the thought, “I can do every dollar. Don’t do that when because technology Because it didn’t exist. it better”; that’s where we all start. it comes to your brand for your changes so damn We get sick of working for the man, business. These days you can have quickly these days. There was not a single accounting we weren’t given opportunities to a logo designed for just over £5 firm in Australia or the world that progress and we weren’t able to on fiverr.com, a website designed Your practice had decided to go all in on running influence the direction the firm was and built for a couple of hundred management a true cloud accounting firm. So headed. (Keep this in mind as it’s dollars. It’s not expensive and the should be finding a cloud accounting mentor important for when you go to grow barriers to creating beautifully connected to your at this stage of my firm wasn’t really and scale your firm.) crafted material for your business clients ledgers and an option. are very low. the data should Your first goal should be to get to flow seamlessly. Fast forwarding to today... ‘Replacement Salary’, meaning My second piece of advice, “Take If you’re running you’ve earned enough in your first your name off of the F**King door.” Xero, to Xero What a hell of a ride I’ve been on. year of business to pay yourself If you want to build and scale your Practice Manager Being able to scale Interactive a decent wage. For whatever firm. You need to create a brand and Xero Tax Accounting from 1 person to 15 staff reason, everyone’s magic number is that your clients and team can you’re on the right in 4 years, generating multi-millions normally around the 100K mark. buy into. I don’t want prospects, track at this early in revenue and making our way clients or anyone else calling stage, as everything flows into the into the top 100 accounting firms in Set your hypothesis Pearson & Co looking to speak other seamlessly. Thanks for coming along on the Australia was amazing, and it felt to Mr. Pearson when they want journey. truly rewarding. This is really important to do when to escalate or speak to the “main Look at apps and add-ons as full- you’re just starting out, even if man”. Think of a brand and a name time employees. I’ll reiterate my We took this story on the road to your plan changes over time (and that resonates with you. At Xerocon earlier point. Don’t be a tight-arse. FIND OUT MORE... try and tackle the notion of starting, it will). Your hypothesis allows you you’ll be surrounded by hundreds Hiring your first employee will cost growing and selling your accounting to create a plan and determine who of firms that have created amazing you anywhere upwards of 60K-70K So far I’ve taken you through how practice. you are trying to be, who you want businesses around a brand. Think full-time. Getting the right apps in to START your firm and what I to service and why you think they Accodex, Illumin8, Aptus Advisory, your business to help automate learnt going through the journey. Let me give you some of my best should be using you. Another way Consolid8, Two Sides. All amazing all of the processes, and manual If you want to read up on how to advice and key points for what you to say it is, you need to know your firms that have created a brand for work you would pay an employee to grow your firm, you can continue should focus on when you start WHY? You need to pick your NICHE? themselves. do, is lucky to cost you 10K for the to read that here at: your accounting firm. And you need to understand what year. Even if you had Receipt Bank, > https://landing. your VALUE PROPOSITION is. Starting your firm BGL, Hubdoc, Spotlight, Fathom & practiceignition.com/start- Practice Ignition all running in your grow-merge-sell I recommend you check out Do it from home. At this point practice at the same time, it would

34 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 35 Flexibility and control - serving two @sentahq Richard Sergeant works alongside accountants in practice on business development related challenges. Richard is a regular contributor to AccountingWEB masters in a more and international blogs, has presented and facilitated at the Practice Excellence conference, as well as judged the Practice Excellence Awards. He speaks digital tax world at national and international do this if the way you pass work the chart of accounts in the digital relationship between the network conferences including and stick to deadlines doesn’t give bookkeeping software into the tax authority and tax payer is an TGS and IACA, and works with clients in the UK, South Africa, you that flexibility from the start.” client record. These things deliver incremental one: from the recent Americas, Australia and China. efficiencies and reduce the number introduction of Single Touch Payroll Senta can be used to create highly of small errors that build up over in Australia, to near real time sales customised workflows, enabling time whilst hopping between tax reporting in Spain, or MTD for firms to shape the software and systems.” VAT in the UK next year. Every time The evolving landscape of more digitised tax authorities has created processes around how they do there’s a change, the impact is felt interesting challenges for accountants, and many will be wondering how they business. “Some clients have It’s also helped to establish by accountants - both positively can adapt their working practices. amazed us with what they have Senta as a serious contender and negatively. Our job is to make done with the workflows. It’s for accounting firms that have sure that whatever is mandated can fascinating how one firm in the UK international operations. “Being be turned into workflows that make With governments around the world developing closer digital relationships could be creating quite intricate cloud-based means that passing sense and integrate with practices - with taxpayers of all kinds, it’s clear that there’s a huge amount of new ways of handling a small number work between teams is so much not the other way around.” of intensive, high value clients, and easier. We can use a combination regulatory burden, but that undoubtedly means lots of available compliance another in Australia is handling of common workflows across the With an increasingly complex work for firms. The question that practitioners are asking is how can they greater volume, and has a more practice, and different ones to and digital regulatory burden adapt and serve both clients and tax authorities? customer-service approach”, Kilford cope with the local compliance for businesses to bear, there’s explains. regimes. And obviously we can undoubtedly plenty of work for accommodate whatever software accountants to help with for years O ne company thinks it has and aviation. His belief in the the world was going to impact on Integrations are key they are using in each office.” to come. For firms, the critical the answer to future- importance of flexibility in the face the amount and depth of reporting question could actually be how proofing practices. From inception, of increasing regulation provides that businesses were going to have Another key part of this is “Focussing on the accountancy easy will it be for them to adapt and practice management pioneer, an interesting glimpse into the to contend with, and accountants integrations; something that Kilford sector means we can take the scale their own workflows in order Senta, has been offering a platform ethos driving forward this rapidly help to deliver on,” says Kilford. has obvious passion for. “From the things we learn from our clients to continue to provide and develop that works not only in different growing and international software outset we were determined to work and find improvements that should a consistent, and reliable service. practices, but in different countries business. with as many of the systems as suit nearly everyone, regardless of too. “When we got into the detail, we possible that accountants and their which jurisdiction they operate in. “It’s the mix of building software saw that this was going to keep clients currently use. Through APIs We have one client that has 25 staff From the outset, James Kilford, CEO that complies, but also offers building up over a period of years, we can pull in all kinds of useful working in 4 different countries; of Senta, recognised that whilst individual freedom - that’s a meaning a lot of data and deadlines data and insights, and this is a big something that is now much easier every firm needs to comply with the challenge I really enjoy,” Kilford for accountants to manage. And, area of growth for us as we expand to do with the help of Senta.” same rules imposed by the local explains. “The first time a practice given the real inflexibility and into new territories”. FIND OUT MORE... compliance regime, each has a owner told me they were using cost of some existing practice Keeping pace unique view on how it should serve Senta to differentiate from their management providers, we could “A great example is how Senta Try Senta now, FREE for 30 days: its clients. competitors, I really felt like we see that there was room for brings in clients’ details and Looking to the future, Kilford sees > senta.co/xu were making a difference.” alternative options”. deadlines from Companies House Senta as the prime tool to help “The availability of new technology in the UK, or data directly from evolving firms. “The move to a more potentially offers ways of adapting Contending with a growing Supporting the firm’s culture, not and scaling their operations to suit workload just its tasks their clients, their practice’s needs, and the local regulations,” says This theme of enabling a very A strong focus on flexibility and 6 Productivity Killers in Accounting Kilford. individualised toolset, and also control, especially around the flow accommodating the sweeping of work through the practice, is at Before working with accountants, changes required by governments, the heart of Senta. “We know that PRODUCTIVITY KILLER ONE: he spent his career within sets the company apart in a world every client is different, but each Check out approvalmax.com Paper-based processes and manual data highly technical environments, of by-accountants-for-accountants practice is too - with its own set of witnessing the impact of tight software. “It became clear that the demands and, more importantly, collating regulation in industries like banking broader digitisation of tax all over culture to accommodate. You can’t

36 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 37 piece for a business because it The FGS implementation process Trevor Hughes, Managing Director, covers four core components: Asset Management Engineers quoting, job management, invoicing says “There are not enough and reporting.” superlatives that describe how good WorkflowMax is. Our “There are other softwares that invoicing process now handle job management well, or takes days rather “It’s the most invoicing (like Xero), but not many weeks resulting in awesome, fantastic, that cover all four. And we’ve come huge efficiency gains best bit of software across a lot of businesses that want and improved cash we’ve used” ONE piece of software that cuts flow in the business. Trevor Hughes, MD, out double entry and does all four. Staff can enter time Asset Manager Engineers WorkflowMax is our answer for directly from any device, For the love of efficiency: them.” anywhere in the world, eliminating over 19 weekly In Daniel’s extensive experience, for reporting spreadsheets.” engineers, “a big appeal in a system An interview with FGS like WorkflowMax is being able to A complete end-to-end solution get better control over invoicing and cutting down admin time so that “WorkflowMax is a fully integrated staff can be redeployed to other system in its own right. The Advisory Managing Director areas such as marketing to help modules of quoting, jobs and grow the business.” invoicing flow through really nicely. It’s just such a good job We sat down with Daniel Richardson, Managing Director of FGS Advisory Similarly with agencies, as they management or workflow tool - it – a Xero and WorkflowMax implementation partner – to talk about his grow quickly and look to add more gives you a dashboard of who’s people, “they want a system that working on a job, where it’s up to love of efficiency, his desire to achieve productivity for his clients, and allows them to scale without having and when it’s due – 3 great things to add too much cost, which is that a lot of professional services why WorkflowMax is the perfect tool to accomplish this... where we can provide a robust don’t track particularly well!” says recommendation.” Daniel. “ I fell in love with always a huge frustration. No one The journey from accountant to WorkflowMax and Xero at knew where workflow was at or who Implementation Partner Key factors for a successful Tips on minimising the pain There’s also some fantastic the same time” says Daniel. was working on what, particularly implementation integrations with at least 30 other across our three offices. There was “Personally, I enjoyed the “Firstly, make sure you take the add-ons - so it really is Xero’s It was back in 2012. “I was working no way to easily tell which jobs implementation process a lot more “Over the last eight years we’ve time to do it right. Secondly, heavy-hitter, great for businesses in an accounting firm. There was were profitable and which weren’t. than I enjoyed the accounting built a solid process,” says Daniel. always manage the change. By with more advanced needs, offering quite a lot of excitement around process,” says Daniel. “One thing that really adds to following a structured process for plenty of customisation, powerful Xero and its new acquisition So, that was the main attraction success, is to make sure there’s implementation - the pain points financial analysis, and end-to-end – WorkflowMax. I saw a huge for us. Then, as we started to work And that’s where it all began... at least one project champion for can be considerably reduced, control of your projects and your opportunity for our Australian with some of our clients in terms every seven or eight staff. As the making it a lot more successful team. practice, because we didn’t really of quotes and invoicing, we found FGS became an implementation team start to use the software, from the first day it goes live.” have a system to manage our jobs WorkflowMax to be a suitable end- business. They work with a lot of they need people who can lead the *** and workflow. to-end solution for a lot of other accounting firms to implement Xero charge and champion the cause What success looks like... service businesses.” Practice Manager (the accountant’s through the business.” Daniel’s experience implementing From an accounting business version of WorkflowMax) “One of our clients is Asset WorkflowMax, Xero Practice perspective, job management was and have branched out and “Conducting a system review Management Engineers in Western Manager and Xero spans 8 years. taken WorkflowMax into other is also integral to successful Australia” says Daniel. “They It’s safe to say FGS has become one professional services industries implementation” adds Daniel. “It provide asset management, of the foremost cloud integrators such as creatives and engineering should be pretty comprehensive inspection and assurance in the AU region. If you are who have similar pain points and depending on the size of the services to Australian and considering WorkflowMax in your needs. business. It’s about really International ‘resources, energy, business, using an authorised understanding how things get done rail and industrial sectors’. The partner, like FGS Advisory is well “We love looking at the way a in the business, how a solution like company has around 30 staff. worth it - even Trevor says so! business operates and finding WorkflowMax will add value, and We implemented WorkflowMax efficiencies. We also look at what where we might need an additional for them a few years ago on isn’t adding value and how software add-on to complement as well.” a recommendation from their like WorkflowMax can make work accountant. processes quicker and easier.” However, software implementations FIND OUT MORE... can sometimes be a painful It was a 4-5 month project and Adding value to clients experience for companies. Workflowmax has completely • www.workflowmax.com revolutionised their business. • www.fgsadvisory.com.au “WorkflowMax is a real foundational

38 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 39 Keep customers @AutoEntry_OCREX

Brendan Woods is founder and CEO of AutoEntry loyal, win new Originally a software developer in the hedge fund space, he quit his job and started the company to automate data entry for accountants and bookkeepers.

AutoEntry, automates data entry business of purchase and sales invoices, receipts, bank statements and more, providing significant time and cost savings. A trusted With more accounting practices to choose from and supplier to over 2,000 accounting firms worldwide, providing them increasingly discerning customers, accounting firms with intelligent solutions for data entry automation. must carefully consider how to win new customers, retain their existing ones and stand out with their service offering...

W ith thousands of start-ups Track the right KPIs personalised service from the launching each year, firms team. should strategise how to get their Firms should reassess their metrics • Service delivery cost: Measure share of this new business and and how these might have changed how much time is taken to deliver maximise their earnings potential. in recent years; considering the certain services, especially following, apart from the typical those which are admin heavy, expanding their remit beyond For instance, strategic advisory quality content and targeting So what are some practical steps financial measures, to ensure compared to the profitability of core accounting and tax services work can offer high margins so businesses in the local area practitioners can take to get ahead their practice is capitalising on these services. Consider what to ensure customers don’t have customers who request these through sponsored campaigns and and carve their niche? opportunities in a timely manner: functions are draining resources, reason to stray. services should be prioritised - as possibly advertising via Facebook and if these can be phased out. well as ‘quick wins’ i.e. when it’s Ads Manager. A well maintained Reconsider your billing • Churn vs. new sign ups: Clients • Customer satisfaction: Happy Providing firms have the obvious at first glance how value company blog will do wonders for leave service providers for all customers underpin growth for appropriate authorisation, could be driven for a prospect. search engine optimisation (SEO), Many accountancy firms still rely sorts of reasons, but if firms any business, so firms should additional services they could offer and firms can also publicise case on hourly and fixed rate billing, the are able to track customer wins implement a measurement include those related to probate, Accountancy is a service based studies here as well. tried and tested method of their versus losses, they’ll gain a better system to assess how satisfied as well as business valuations business with human relationships predecessors. Whilst it may seem understanding of the correlating their customers are and if and strategic advisory. The latter at its core. A lack of rapport or too Practitioners could offer free like the most straightforward way factors which underpin these they’re likely to recommend of which is becoming increasingly much time spent chasing payment, consultations for new customers, of working, this approach actually peaks and troughs. As retaining their services to others. One lucrative, as more businesses seek can often make a particular project and speak at industry events to harbours many disadvantages for customers is typically much way to do this is via a Net out the counsel of their accountants more complex than the fees are build their profile. They could accountants and fundamentally less expensive than acquiring Promoter Score (NPS) survey, to more effectively manage risk worth. Therefore, those clients who consider launching an online inhibits growth. It does this by new ones, this insight will help through the likes of Survey and monitor the health of their have a flexible outlook, positive learning platform as a lead presenting a conflict between management to hang on to more Monkey. These surveys can be business. attitude and who pay on time generation tool; posting webinars generating profit, providing value clients for longer. Whilst this automated and sent throughout should (in an ideal world!) be the and tutorials on topical issues such for money, and working more can be done manually, where the year, providing recipients Identify your ideal customers only ones firms choose to work as tax deductions or working in the efficiently. there is budget, specialised data with questions to answer on with. cloud. analytics solutions can effectively scale of one to ten. This data can Not all clients were created equally, A better approach is value pricing, map the customer journey. then be analysed and set against and whilst firms might be reluctant Strengthen your marketing Save time by automating activities which assigns the price of a product • Account management. Capacity external benchmarks to give to turn down any new contract, the or service according to its perceived vs. demand: As firms take on firms a clearer indication of their reality is that some customers are A good marketing strategy is Those who haven’t digitised their value by the customer. It doesn’t new customers, are they hiring performance. both easier and more profitable to worth its weight in gold, and practice by now are missing out, calculate prices by the hours taken enough employees to share work with than others. Accounting whilst marketing doesn’t have and firms should make every effort to deliver the service, or existing the load and give each client Become a one-stop shop firms should consider what their to be complicated or expensive, to automate their workflow to drive market rates. By removing the enough time and attention? ideal customer looks like in terms firms must craft their ‘brand’, so operating efficiencies. For instance, focus in billing from timesheets to This will be especially important Businesses can often rely on more of size, sector and the services prospects can identify what their a CRM solution such as Salesforce providing business value, you’ll when offering costly advisory than one accounting practice to they require, and target customers practice offers and how it’s unique. collects client data from telephone benefit from increased revenues services, where clients will meet all of their requirements, based on these attributes. Firms should build their following and email communications, and deeper client relationships. expect attention to detail and so practitioners should consider on Twitter and LinkedIn, by posting helping to streamline customer

40 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 41 engagement. Elsewhere, automated orders. strong leadership and meticulous onboarding tools simplify processes planning. Accounting firms should such as issuing proposals and Partner with the right software continuously evaluate their creating invoices. providers performance, and reflect on client feedback in order to refine their One of the most effective and For those already using accounting service offering. immediate ways accountants can software, partnering with these put automation into practice, is types of service providers can Within this, making the right through the elimination of manual provide valuable opportunities for partnerships and understanding data entry. AutoEntry, a Xero add profit sharing and growth. how to implement automation in on, helps users do exactly that, by practice represents a considerable capturing and analysing scanned For instance, those who join the opportunity for accountants and photographed bank and credit AutoEntry Partner Program can to retire outdated processes card statements, bills, invoices, help their clients to become more and position themselves as receipts and more, automating data productive through their use of its indispensable business advisors. entry into a user’s Xero account. technology, whilst benefiting from In this Age of Technology, this the generous incentives offered approach will increasingly be key in AutoEntry helps users to work by the scheme. The program helping firms to maintain customer smarter with its broad range of offers a range of subscriptions, loyalty and make a name for features. For instance, AutoEntry which rewards partners based themselves in the industry. captures tax summaries by default on how many new customers and if requested, full line item deploy AutoEntry through their details including description, referral. Partners also receive quantity and unit price. AutoEntry complimentary AutoEntry credits, also remembers how users for use within their own practice. categorise expenses, such as the FIND OUT MORE... relevant supplier account, nominal Looking ahead account and tax code without Start your free trial today! ever creating duplicate supplier Providing excellent service AutoEntry is available via the accounts or posting duplicate to clients is key, but making Xero App marketplace or invoices in Xero. AutoEntry even sure your practice thrives in a > autoentry.com matches invoices to purchase competitive environment takes Automate your accounts Automated Reminders Invoices are paid faster with receivable – get paid faster email reminders and and improve your cash flow overdue notices Invoice Tracker's automatic email reminders follow up on unpaid invoices so you don’t have to, connect and sync your invoices from Xero in just a few clicks. Personalized Emails With customized, individual emails, you can be sure to The carefully drafted and editable reminders are also engage your clients customizable – make them personal by adding your logo and signature, and add variables like 'client name' 'amount due' 'invoice number' and 'due date'.

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42 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 43 www.ebillity.com [email protected] (02) 8317 1139 +1 (732) 253-4200 standard. Employers don’t have to business growth. With a team of the market. manage all this on their own – a always-on payroll professionals payroll software provider can help by your side, your company can International businesses need the Four key companies keep their data secure. expand quickly and efficiently. right skills, knowledge and attitude to expand successfully into new 2) Collaboration and self-service In no way does this make your markets. Key to this is adopting the payroll department redundant. In right technology and working with Cloud technology is enabling global fact, by outsourcing your payroll, a payroll provider that can provide trends for employee self-service systems. your in-house team will have less data-driven support. Global payroll These mobile-friendly payroll administrative work and more time need not be a challenge, but rather systems make it much easier for to focus on strategic, value-adding an enabler of bigger and better employees and managers to access work. business success. payroll and HR data from anywhere global payroll at any time. All they need is a smart 4) The new-age payroll manager device and an internet connection. As the digital age transforms the Employees are also able to set up payroll landscape, the role of the their profile in the language of their payroll manager is changing too. management choice. As payroll services become Payroll professionals need to more personal, there will be fewer enhance their agility on the job, @PaySpace communication barriers within stay curious and embrace new As a business expands its operations around global businesses. Not only can technologies that are relevant to Bruce van Wyk, Sales & Marketing Director, the world, it has to navigate a number of PaySpace each employee access their payroll their business needs. The industry and HR information with greater as a whole is evolving rapidly challenges. Each new office can present a A founding member of PaySpace, Bruce has over 16 clarity, teams can work together and global payroll solutions are years of experience in designing, conceptualising different set of opportunities – and a different and implementing functional payroll and HR across multiple locations and time enabling businesses to achieve set of legislative requirements. From a people solutions for local, multinational and blue-chip zones. Using real-time information, more in a much faster time frame. organisations. Bruce heads up Finance and Sales colleagues won’t have to hunt for at PaySpace with a love for entrepreneurship. perspective, a combination of local hires as Exposure to the technical, consulting and client the latest information. Given the complexity of well as expat employees from the head office is requirements have given him vast experience in implementing and managing a solution design, comprehensive international tax 3) Outsourcing and global multinational payroll, today’s critical to ensure a successful expansion plan... legislation, quality human resource approaches, talent trends and client relations. expansion administrators must be switched on. Their job now requires them The power of cloud technologies to analyse information, identify has made things much easier for trends and patterns and make F ortunately, the rapid presents a huge step forward for to the data businesses keep on HR and payroll professionals. recommendations for improvement. advancement of the cloud international businesses. It relieves their employees. Its mandate is to Cloud-based payroll software, for Fortunately, access to information has not only enhanced how many payroll and HR departments of a protect the personal information of example, means that your company and automated administrative businesses manage their day-to- hefty administrative workload and EU citizens – regardless of where can now manage its global payroll assistance is increasing. As such, day operations, it has enabled reduces the number of service in the world they are based. So if from one home-base. There is no payroll managers no longer need international companies to contracts that need processing your company employs EU citizens need to establish in-country payroll to dedicate most of their time to transcend geographical borders and managing. With the seamless in its Nairobi office your payroll teams – or to manage contracts data entry tasks and can focus on and centralise their core functions. integration to cloud-based processes now need to comply with with different service providers business-critical work. The payroll department, for accounting software, like Xero, the GDPR legislation, as well as local across multiple offices. example, can sit in the head office process is even more streamlined. Kenyan legislation. To achieve this, payroll teams and seamlessly integrate with As an added benefit, outsourcing need to step out of their comfort the company’s other offices and That said, to get the most from your Achieving – and maintaining - GDPR certain processes to a specialist zones, work closely with other departments around the world. global payroll solution, you need to compliance is not a simple task. payroll provider ensures 100% departments and invest in digital FIND OUT MORE... consider the best approach for your Many payroll managers are under compliance. Their expertise in innovation. If payroll operates in a A global payroll solution, either business. Here are four of the most increased stress as they shoulder multilayer governance provides a silo or ignores new technologies, Visit our website at managed in-house or entrusted important practices and policies new responsibilities. Working with level of legislative oversight and it will negatively impact your > payspace.com to a single service provider, trending for global payroll in 2018 a payroll provider that is already knowledge that will support your business’ competitive position in and beyond. GDPR compliant is a great way to share the load and maintain 1) Data protection and encryption adherence to the law. 6 Productivity Killers in Accounting In May 2018, the General Data A payroll provider can also assist Protection Regulation (GDPR) businesses to manage their data came into effect and changed security. Stricter data protection PRODUCTIVITY KILLER TWO: how businesses around the legislation means that employee Check out approvalmax.com Chasing Approvers via Excel and email world manage their data. While records need to be retained for the GDPR focuses primarily on much longer. And data encryption customer data, it also extends now needs to meet a much higher

44 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 45 InView provides you with a • Share the InView iCal feed Introducing personalised iCal feed per Xero • Invite people to subscribe to your organisation that you authorise calendar with us. The feed contains • Use our new Slack integration information about when your Xero @rikkipitt invoices are due, its status, and a Integrating with Slack direct link to itself on Xero. Rikki Pitt, Director of Jemcode You can integrate InView with InView Limited. London, UK. Who’s it for? your Slack workspace channels Jemcode is a software agency, to receive a digest of your Xero specialising in web product • Businesses and freelancers invoices and bills that are due each development for a variety of Synchronise Xero invoices sectors including finance, If you run a business and use day. insurance, and retail. Xero for invoicing, then InView is for you. Keep yourself up-to-date and bills to your calendar with the status of payments and know who to chase and when. • Xero accountants, bookkeepers How often have you forgotten to chase that client who hasn’t paid on and advisors time? Did it hurt your business cash flow? How about those “overdue” If you manage accounts for your clients, give yourself an added and “final notice” letters for those bills that you were sure you had paid? value proposition by using FIND OUT MORE... InView. Give your clients the iCal feed or simply grant them access To find out more about InView or how to integrate with your favourite R unning a small business keeping you and your team in the • Apple to your business calendar. calendar app, visit: can be a logistical loop of important financial dates • Google > www.inviewapp.com challenge, especially if you’re a by integrating your Xero account • Outlook Larger teams solo freelancer. From obtaining automatically to your usual • Yahoo The readers of XU Magazine are eligible for 20% off for 3 months by new prospects, to servicing calendar apps. • Plus any calendar that supports For companies that have multiple using the coupon XUMAG. your existing clientele, time for feeds people that need to know business administration tends to How does InView work? organisation financials, you have a Signing up is easy, it doesn’t require a credit card and you’ll have 14 slip away quite rapidly. What is an iCal feed? few options: days to try out all the features! With a one click integration, InView InView is a certified Xero add-on generates an iCal feed for use iCalendar (iCal) is an open standard that helps you keep on top of with all your desktop and mobile for exchanging calendar and the invoices and bills that might calendar applications. scheduling information. iCal feed otherwise fall by the wayside. enables an application to fetch, All major calendars are supported, push or synchronise date and time By signing up for InView, you can including: based data to another calendar vastly streamline the process of application (like Google calendar). Is your client too big for Xero?

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BlueHub 46 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) 0800 669 6457Follow us on Twitter: @PKFI Issue 16 / 47 Interview Interview

You are one of the technologies, and there’s been a lot due date. Forget nine or thirteen XU: innovators behind of change in financial technology days faster – IntegraPay gets you IntegraPay. It would be great to over the last decade. We’re paid on time, on the due date. hear the story of how you and Chris constantly looking at changes and began IntegraPay? innovations in different countries, Without a payment add-on, sending and how they can benefit our out an invoice is no guarantee My brother Chris and clients. of getting paid. Our auto-debit DU: I have been working technology enables a business to in payments for over twenty years. We’ve delivered solutions that our take payments exactly when they We founded IntegraPay in Brisbane clients have wanted. We’ve listened need it. in 2009 – we’re looking forward to to their feedback and delivered celebrating our company’s tenth enhancements and new solutions And ultimately, accepting all the anniversary next year. Prior to this, that have helped them grow. major payment methods is always we had already started two other going to speed up payments – we’re successful payment companies, IntegraPay has been enabling our clients to do that. both of which are still thriving XU: integrated with Xero today. for quite some time. How has this How can IntegraPay integration helped your customers? XU: help accountancy firms So, back in 2009 we decided to that are coming away from time- create something new, focusing on As a recurring payment based billing and moving towards three key principles – integration DU: specialist, our initial monthly fixed-fee billing? with other systems, international focus was on direct debits as we reach, and most importantly, found a lot of Xero users were As experts in direct integrity. Hence the name wasting time managing external DU: debit processing, we’re IntegraPay. We wanted to create debit systems and manually enabling businesses to automate a better, more efficient and more reconciling payments. So we their recurring payments. This is connected solution than before. made it easy for any Xero client to perfect for monthly fixed-fee billing. accept payments by direct debit We’ve achieved this by being one from bank account, credit card or With our solution, setting up a of the most heavily integrated debit card, by simply sending a schedule for auto-debit is as easy payment solutions in Australia and Xero invoice. Direct debits are set as setting up an invoice. Once the globally. up and controlled within Xero and customer agrees to the direct debit, all payments are automatically payment is taken automatically One thing I’m delighted we’ve reconciled. each month. been able to do is help so many Australian clients launch overseas. We then increased the types of Our solution also works well for Q&A Working with us they’ve been able payment options customers can the time-based billing model where to avoid having to start all over choose to pay. We introduced bank fees vary each time. By adding a again whenever they’ve entered a debit and BPAY for single invoice direct debit agreement to a one- David Urry new market. payments alongside traditional card off invoice, a business can get payment options. More ways to pay agreement from their customer for Integrity is a core value across the increases the chance of being paid future payments to be taken from Co-founder / Chief Experience Officer entire company. Trust, honesty and on time. their account. Invoice payments transparency are so important when are automated each time, with the processing payments. It’s central And finally, IntegraPay’s customer getting notification of the IntegraPay to how we deal with our partners, reconciliation capability is a major amount. clients, banking and technology time-saver for Xero users. Our partners, and our staff. automatic reconciliation of invoices Our solution is flexible enough to and payments, and one-click bank cater for both billing models. It’s great to finally in recurring billing and real-time plus BPAY in Australia, and ACH in It’s amazing to see reconciliation for multiple payments XU: have the chance to sit payments. We’re a service provider the USA. XU: how ideas can become makes it so much quicker and Security is always down with David Urry, Co-founder in Australia, New Zealand and the reality. In the last nine years, how easier for our clients to balance XU: at the forefront of and Chief Experience Officer at USA, and have direct processing As you would expect from a have you seen IntegraPay develop their books. We’ve transformed a people’s minds. At IntegraPay, what IntegraPay. David, I wondered if you capabilities in the UK, Europe, Asia technology company, our payment and grow to benefit its customers? tedious task into a joy. have you done to ensure secure could start by telling our readers a and the Middle East. solutions can be fully integrated payments? bit more about IntegraPay and how with business management and The business has grown We all love getting it can benefit them? Our focus is to provide businesses accounting systems for a seamless DU: the way we thought XU: paid quickly and on The security and and organisations with secure customer experience. One of our it would, and our product offering time. How can IntegraPay make this DU: compliance of client Thanks, it’s great to be payment processing and merchant most popular integrations is our has developed further than we happen? data is integral to our business. DU: talking with you. services. We give them access to payments add-on for Xero, which expected. We’ve enhanced the idea Protecting our clients’ business, the full range of preferred payment automates invoice payments and we started with. Using IntegraPay’s brand and their customers is our IntegraPay is a payments options, including all major credit reconciliation. DU: direct debit processing, top priority. technology company specialising and debit cards, and direct debit – We’ve always embraced new our clients are getting paid on the

48 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 49 Interview

We maintain the highest level of relationships and reputation with I have seen the compliance with the Payment Card our payment solutions. XU: IntegraPay team at When you have to be right. Industry Data Security Standard various events and they always [PCI DSS]. All data is tokenized, IntegraPay is a seem to have great swag! What’s in stored, processed and transmitted XU: worldwide solution. store for those attending Xerocon within our secure network. How have you had to adapt your Brisbane? IntegraPay also has an Australian solution to deliver IntegraPay to a Financial Services licence. worldwide market? Yes, another DU: advantage of attending Our technology infrastructure is Our solution is conferences is walking away with highly secure, reliable and resilient. DU: extremely flexible, some great swag. We’ve got a few Basecone: where With three data centres in separate so it’s always been easy for us to swag ideas, so you’ll have to wait locations, we’re able to keep adapt it for different countries. Our and see. Make sure you visit our our payment operations running commitment to tailoring solutions stand - we look forward to seeing accounting magic happens securely during adverse conditions. for partners and clients has enabled you there. us to support the major platforms All this gives our clients and their for each market. Is there anything customers peace of mind that their XU: exciting lined up data is in safe hands. The payment landscape varies for for IntegraPay over the next six each country we operate in – for months? I know that customer instance, in Australia and New XU: experience is of Zealand there’s a 50/50 mix of card We’re now processing paramount importance to the payments and bank debits; in the DU: over $1.2 billion [AUD] IntegraPay team. How do you USA it’s mostly card payments; a year, helping thousands of ensure your users give their clients and in the UK there’s a lot of bank businesses grow through digital quality customer service? debits. payments. We’re looking forward to further growth in this financial year. As IntegraPay’s CXO, We’re able to support transactions DU: enabling our clients worldwide through a combination of Without giving anything away, I to deliver great customer service our own facilities and an extended can tell you we’ll be rolling out through our solutions is my main network of payment partnerships. various product enhancements and objective. Our focus now is to expand our own additional payment security, all of facilities in each country that we’re which will benefit Xero users. And Firstly, we’re offering the widest involved with. as a company we’ll be expanding choice of payment options available our global operations – watch this in a Xero add-on. Customers love The IntegraPay team space. the ease and convenience this gives XU: will be exhibiting at them. Xerocon Brisbane. Why is Xerocon IntegraPay is involved in two rapidly so important to the IntegraPay growing and overlapping sectors IntegraPay automatically updates team? – digital payments and accounting a business’s records within Xero technology. We’re well-placed to as soon as a customer makes a For all of us involved in deliver the tools and technology for payment. Clients are always up-to- DU: accounting technology, businesses and organisations to date with their customers’ invoice Xerocon is a must-attend event. And succeed. Exciting times ahead! and payment information. This we’re delighted that its coming to removes any doubt and confusion. Brisbane, our home city.

Great customer service can be Xerocon gives us a chance to Online archive Real-time processing Controlled workflow harmed by over-eager debt chasing. hear about the latest trends and By automating payments for Xero developments in accounting Documents will be stored Basecone recognises Documents can be easily invoices, a business doesn’t have technology. We love hearing from safely in Basecone for invoices and automatically checked and approved by to chase late-payers. Payments are businesses about their challenges, FIND OUT MORE... debited on the due date. We also their needs, and how technology is 10 years codes them in real-time customers or yourself use technology and processes that helping them grow. IntegraPay will be exhibiting reduce the number of payment at Xerocon Brisbane, 5-6th rejections. And any payments It’s such an important networking September 2018. that are rejected can be followed event for us. It’s always good to up by an automatic email or SMS catch up with our clients that are Further information about reminder, avoiding those awkward attending, and with the Xero team. IntegraPay: conversations with loyal customers. And it’s a great opportunity to > www.integrapay.com.au introduce ourselves to businesses Or for businesses in the USA: We’re always looking to enhance that are new to us and Xero. > www.integrapay.com Try it yourself our clients’ customer service, Start a 14 day free trial today! Visit basecone.com/uk 50 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 51 New Xero resources to recommend the right apps to

your clients @Xero

Nick Houldsworth, Executive General Manager, Ecosystem at Like many other industries, adoption of automation is Xero disrupting traditional accounting and bookkeeping practices. Nick has led marketing, sales and product teams in high growth The smart are embracing the change. They’re moving clients to software startups across a range of sizes. He’s a self-described the cloud, recommending apps, and growing revenue faster for “app-a-holic” and host of the Xero clients, and their practice as a result... Developer Podcast.

A s an accountant or both reap the benefits. According to in - to help you get started on bookkeeper, you’re one our research, practices who provide your journey to success with app of the business advisors small app advice grow revenue 60% advisory. businesses trust the most. Your faster and SMBs who use cloud clients look to you for advice on apps grow revenue 30% faster. The right tools to help you get ways to reach their business and started financial goals. One of growing Yet, whilst almost a third of our areas you can offer your clients accounting and bookkeeping This year, at Xerocon Brisbane, more value, whilst strengthening partners are actively advising we’ll be introducing you to your proposition as a trusted clients on apps, another 52% are new resources and insights advisor, is through app advisory. interested in doing so, but are to empower you to become unsure how to get started. That’s advisors of the future through When your clients use apps, you where Xero’s latest resources come app advisory, including a session I’ll be presenting on day one: Recommending the right apps for your clients. I’ll also be sharing Deep dive at Xerocon Brisbane some exciting new features and We’ll also be doing a deep dive into these industries at Xerocon Brisbane, as tools to make app advisory even well as introducing you to even more tools. Here are the sessions we have in easier, and how to use these store to help you on your road to success with app advisory: alongside Xero’s App Playbook series. Xerocon Day 1: Wednesday 5th of Xerocon Day 2: Thursday 6th of September 2018 September 2018 Whether you’re coming to Xerocon or not, these resources will arm 2.30pm - Recommending the right apps for 11.30am - App deep dive: retail and you with the knowledge to begin your clients ecommerce your app advisory journey and feel 3.30pm - App deep dive: professional confident recommending Xero- services integrated apps to your clients. 4.30pm - App deep dive: trade and construction Start with our App Advisory Playbook. It shows you how you can

52 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 53 Shedding light on performance

get started on the road to success strengthen your value proposition them against the features of Xero with app advisory. Whether you’re as an industry specialist. After and the apps available in the Xero brand new to app advisory, or have completing the app advisory app marketplace, making choosing been doing it for some time, it’s playbook, you can move on to the right apps easy. where we recommend you start our three industry specific app your journey. It takes you through playbooks, which cover trade and the process step-by-step. There’s construction, professional services, no ‘one-size-fits-all’ approach and retail. They explain the most and we detail three levels of app common needs and pain points for advisory, from providing app these specific industries, and match recommendations only, to full app advisory; including implementation, training and ongoing support for Download Xero’s App Playbook series at: your clients. Plus we let you know what’s required by your practice at -> https://www.xero.com/resources/accountant-bookkeeper-resources/app- each level, so you can choose the advisory-playbooks one that’s right for you. We’re continuing to add more tools and playbooks, focusing on our most popular An industry focus industries, so stay tuned! We hope our new resources help set you up for success on your app advisory journey. We’re also bringing you the tools to

Start your 28-day free trial at spotlightreporting.com

54 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 55 The three C’s of surviving the bookkeeping revolution @floatapp

Colin Hewitt is the CEO and founder of Float, an Edinburgh based cash flow forecasting add- To the outside world, bookkeeping may seem an on for Xero. unlikely industry in which to find ‘a revolution’. After running his own agency and struggling to produce cash flow forecasts in a spreadsheet, However, this won’t be news if you’re a regular Colin founded Float. Now he and his team are on a mission XU reader. So much has changed in the last to help small businesses reporting. They’re looking for all that the cloud revolution brings. with understanding what kind of understand their numbers and accountants and bookkeepers who This has been a sticking point for services your clients really need produce accurate forecasts in a decade... fraction of the time compared to really understand technology and some time, since financial reporting (without waiting for them to ask). spreadsheets. how to deploy it effectively. They has historically been either timely Then identifying the software tools need trusted advisors to educate or accurate, never both. that can help make this a reality them on what an efficient system and use the output to provide M odern bookkeeping is Bookkeeping software has been progressive businesses like less looks like. They need to introduce Leading the charge insight, which will make you an now unrecognisable from a huge part of this change, and than thinking that they are not bookkeeping practices that can invaluable part of their team. the days in which businesses that’s been made possible by the getting the best and most up-to- make their financial processes run We’re long past the point at which would give their accountant a advancement of text recognition date service possible – even if that smoothly, with one source of truth utilising the cloud was optional, shoebox of physical receipts once software (and the fact that everyone means venturing into the unknown. for complete visibility on their cash the revolution is here and with it a year – although sadly, this isn’t has a camera on their They’ve put their trust in you as flow. is an incredible opportunity for completely unheard of today smartphone). Tools like their advisor and you don’t want bookkeepers to lead the charge. If either. ReceiptBank and AutoEntry have them thinking that they are missing Solid bookkeeping is the they don’t they’ll be left behind. FIND OUT MORE... led the way by becoming platforms out on better advice. If you don’t cornerstone of any business’ Despite undoubted progress, many that all bookkeeping can be offer new options and show that financial data. If they don’t have up- In summary, my advice to Sign up now to receive a 25% bookkeepers are still nowhere near managed from. With more and more you are adapting with the times, to-date data to make decisions on, bookkeepers is to rethink the discount on your first 3 months: maximising the full potential of invoices being sent via email, it’s you’re paving the way for another they’re unable to take advantage of services you are offering, starting > try.floatapp.com/xerousers the revolution happening in their easier than ever to forward them bookkeeper to step in and do so. industry, even bookkeepers who on to the bookkeeping software It’s as simple as that. use Xero, which puts them way of choice. And with Xero recently ahead of the pack. Using Xero is a adding this functionality to their Bookkeepers need to think like great starting point from which to software, these services are just market researchers or startups; to do more – to give clients an even going to keep getting better. speak to their customers, ask better service, to make more money them what they really want and through advisory and to position The next step for bookkeepers is to show them what’s possible, using themselves as a trusted advisor clearly define their arsenal of tools the new tools available. who can anticipate needs and they can rely on to give their clients wants before being asked. There the level of service they need. A Cash are many bookkeepers who will tech stack is the web-equivalent of become a victim of the revolution if a smartphone screen, with each app When showing a small business they don’t adopt this mindset and having its own place and purpose. what’s possible, there’s often only instead let complacency set in. So Have you properly explored the one financial metric that they how do bookkeepers stay ahead of benefits of using services like really care about: cash flow. such a fast moving revolution? For HubDoc, Expensify, Pleo, Expend or me, it all boils down to the three Curve? Are you in a place where you Early-stage businesses need to C’s: cloud+, counsel and cash. can confidently tell your clients that know, in granular detail, what their you are moving on from old tools cash flow looks like at any given Cloud+ and invite them to come with you? moment – when money is going in/out, where, why and how. Only The adoption of cloud services Counsel then can they plan for the future has transformed accounting and and grow their business through bookkeeping over the past 5 years. This notion of inviting clients to investment, or weather the storm So much so that Cloud vs Desktop join you in the use of new tools during tougher times. software isn’t even a relevant and applications is more than just debate. It’s no longer a competitive a pleasantry. You may think that Businesses need their bookkeepers advantage, but what people have clients will be resistant to change, to help them make this a reality. come to expect. and some will be. But for many, it’s Business owners are looking for the exact opposite. There’s nothing integrated solutions and real-time

56 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 57 @accountkit 5) Manage equipment finance more Paul Murray, CPA, founder of effectively AccountKit and Director at Murray Business Solutions, Adelaide Using the Equipment Finance When Paul and his wife and Tool, you can plug the details of business partner, Paula, began any client asset purchase and to migrate their accounting practice to the cloud, they found associated finance arrangements some tasks remained difficult into AccountKit, build a finance and time consuming. So together schedule (either regular or they created AccountKit, to help accountants like themselves irregular) and automatically post simplify and speed up their cloud- the interest entries to reconcile the based processes. AccountKit schedules throughout the year. You automates some day-to-day accounting functions and keeps can also easily process the required all client correspondence in entries to refinance or pay out a one easily accessible location. schedule should the need arise. With AccountKit, complicated tasks such as managing client correspondence, creating All this is brought together on the business structure diagrams and Client Group Page, which is the managing equipment leases and finance, become faster, simpler central hub where you can see all and easier. your client information and tools from a single screen.

AccountKit: FIND OUT MORE... To see how AccountKit works for your business, sign up for a free trial at: Efficiency tools for the cloud age > account-kit.com Paul Murray shares how AccountKit’s suite of efficiency and visibility tools make your cloud-based practice more efficient...

A s the co-owner of a cloud- information are automatically The Inter-Entity Loan tool within based accounting practice synced between Xero Practice AccountKit pulls data from multiple as well as AccountKit, I truly Manager and AccountKit, and Xero files and accounts, enabling understand what it’s like to walk you can manage all your client quick, regular reconciliations of in our customers’ shoes! In fact, relationship data in one location inter-entity loans throughout the the issues I faced with syncing without having to jump in and out year. This equals significant time and centrally managing client data of every entity. savings and greater accuracy across C E . O M

when migrating my practice to the complex client groups – keeping A

cloud were what led me to build 2) Track all client correspondence accounts in balance throughout the Y S P A

AccountKit. across your practice year. . P

Today, AccountKit’s cloud-based AccountKit’s Correspondence 4) Automate fuel tax credit W suite of practice tools is designed Register can be used to record calculations straight out of Xero specifically to optimise aspects of and store phone calls, meetings,

the Xero and XPM experience for file notes and drop-ins in a Many accountants are familiar with 2 5 0 accountants. Here’s what that looks central repository. Simply open the not-so-user-friendly ATO fuel tax 2 5 0

like: the tool and choose the type of calculator tool. AccountKit’s Fuel 7

correspondence you want to record Tax Credit Calculator can be used 7 8

1) Illustrate complex business from the dropdown menu, to with or without Xero to quickly and + 2 structures and entity relationships automatically populate information easily calculate FTC. If connected to for clients in minutes like the client’s name and contact Xero, AccountKit extracts litreage details directly from Xero Practice information from the description AccountKit’s Client Map Tool allows Manager. and automatically applies the you to create custom diagrams correct fuel tax rate according to the of client business structures and 3) Automate inter-entity loan type, use and applicable period. entity relationships. Any changes reconciliations you make to client relationship

58 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 59 by looking at the coming twelve By definition, most (and perhaps of each scenario, you can work months, then repeat the process for all) of the scenario stories you out the best metrics to monitor … the next twelve and so on. have mapped and modelled will effectively building an early warning not arise. Even so, this step is system for the business. The future back to today begins essential because understanding @CAforecasting with a series of visions of where you the impact of the different scenarios 5) Build a Reality Review process want the business to end up and leads directly to the next and most Michael Ford, Co-Founder and then steps back to today. Questions important step … the game plan for Scenario planning is never a one- CEO, Castaway Forecasting here start with ‘what would it take how you will respond. off exercise. The world keeps on Michael is a specialist in the to achieve …’. Document these changing and your plans need to financial and strategic aspects of goals and then work backwards, 4) Game Plan responses to each keep on evolving too. running and growing successful businesses. He is both a identifying key milestones that scenario story The Reality Review Chartered Accountant and a need to be met along the way. process is the key An effective scenario CPA and brings more than 30 You might need to iterate these If you have followed all of the steps to this evolution. years’ experience across a range planning process of disciplines and industries. pathways a few times to make sure so far, you have reviewed a whole It strengthens provides CEOs with the Michael is an entrepreneur they’re realistic - it’s a great sanity range of business possibilities, the team’s insights, clarity and 5 steps and thought leader on growing check. expanded a few into scenario planning and businesses. In the last 20 years, confidence to make the he has founded a series of stories and then modelled the forecasting successful businesses, including 3) Model the impact of each financial, business and operational muscle, as well right strategic decisions Castaway Forecasting. scenario story impact of each. as their ability for their company’s to scenario to respond to an growth. To better analyse each of the Now it’s time to game plan your increasing number of scenario stories, we need to model response. With the time and space scenarios. the financial impact they would to think clearly, you can work have on the business. through the detailed insights from The Reality Review examines what planning for CEOs each scenario story and decide how actually happened and asks the Take care not to simplify this you will respond at each stage … following questions: modelling process. It might be ahead of time. tempting to increase every sales 1. What did we think was going to The role of a CEO is to make decisions in the face of uncertainty. But number by say five percent, but Questions in this step start with happen? that’s not scenario modelling, ‘if XYZ scenario starts to emerge, 2. What did happen? without the right insights to support those decisions, they are little it’s just ‘fun with maths’. Good what should we do?’. The best 3. If 1 and 2 are different, why didn’t modelling goes deeper, often into game plans identify trigger points, we see it coming? more than guesswork.... specific business drivers - things define action plans and set out who 4. How can we improve our planning like headcount, tonnes and hours. is responsible for making things or early warning systems? A n effective scenario Ideally, the CEO planning horizon most businesses, there are many You can then model how changes happen. 5. What (if any) assumptions need planning process provides extends from twelve months out possibilities. So, the task here is in these drivers will affect the to change in our planning? CEOs with the insights, clarity to five years. Why? Because at to map out a series of scenario business. Having identified the trigger points and confidence to make the this timeframe, we can quieten stories, each one based around a Choose how often reviews should right strategic decisions for their the noise of the everyday and different set of assumptions. Make happen and book them into the company’s growth. concentrate instead on the bigger sure to consider both good and bad calendar. It could be every three, six picture. The further ahead we see possibilities. or even twelve months. The right Follow these five steps to make it risks and opportunities, the longer frequency depends on the pace of happen: we have to prepare the business There are two ways to approach change facing the business, both to make the most of whatever is this step … ‘today into the future’ internal and external. Faster growth 1) Invest the time to make it coming. and ‘the future back to today’. We and more rapid change means more happen find that working both directions frequent reviews. It’s important to book time for triggers more creative thinking. Good scenario planning doesn’t these sessions in the calendar. We’re looking for a small number of A well-developed scenario planning happen by accident. The siren call Plan to get out of the office. Find scenario stories for more in-depth process is the key to helping CEOs of day-to-day business challenges a place that puts you in a creative analysis. How many? Start small to reduce the guesswork and make can be hard to resist, and our and perceptive frame of mind. Set keep it manageable - ideally three great decisions in the face of brains aren’t wired to switch easily yourself up with whatever materials and no more than five. uncertainty. between short-term responsive help you think better. Invite the key decision making and long-term members of your team, including Today into the future begins strategic thinking. But where focus external advisors who can bring a with today’s business and then lands, action follows. As CEO, different perspective. considers what could change, you need to be deliberate about e.g. gaining or losing customers, FIND OUT MORE... investing time to look into the 2) Identify a range of scenario competitors or staff, doing more or future. stories less of current activities, starting To find out more about Castaway Forecasting new initiatives, stopping existing please visit our website: We’re not talking here about Nobody knows for sure what’s ones. The questions here often start > castawayforecasting.com/xero looking just a few months ahead. going to happen in the future. For with ‘what would happen if …’. Start

60 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 61 Why you don’t need @connectably Lucy Whittington, Co-Founder, another add-on app. And Connectably Lucy Whittington has been a Xero user since 2007 when she was part of the original UK launch team. She’s run her own neither do your clients! marketing & website business for 13 years and is now Co- Founder of Connectably - simple There are an eye-watering 700 plus apps in the Xero connected software that puts CRM, email, quotes and payments marketplace. And hands up, we’re one of them. So when it in one Xero add-on app for small service businesses. She’s a Mum comes to choosing which apps you need in your accounting (twice), Author (twice), and lives practice and advising your clients too, there’s a lot of at the seaside (which she always mentions). choice. Too much choice for most of us...

W e’ve called this problem back out) so they’re not keeping Systems are the processes, the “double overwhelm” - you entirely up to date with what’s ‘how to’s’. Systems are not the when you’re overwhelmed by all happening in your business. Some software you have. If you’ve not sat the ‘things’ you need to do to make only you have access to, some down for a while (or ever) with a your business work - marketing, the whole team do, but there’s pile of post-its or a whiteboard (or sales, getting paid, the actual work a lot to keep track of. So we’re both) and worked out the ‘systems’ itself - coupled with the overwhelm recommending you take a breather. in your business then now’s as good of what software to choose to Stop. Rethink. a time as any. You’ll naturally know ‘help’. your bottlenecks as a business, and Step away from the apps you also know where you’d like to The Jenga app stack ‘run faster’. Start there. I appreciate it may seem odd that It’s easy to end up with an extensive I’m saying this as co-founder of an Draw a map app collection, a Jenga-like ‘stack’ add-on app, but my advice would of apps. The Jenga analogy is an be, for now, to take a step back Map out how you want things uncomfortably realistic one too. until you’ve worked out what you to work in your business, and Which app can you take out or add really need. then when you’re really clear on without the whole thing falling the simplest flow of actions and over? Apps should be there to help you outcomes, review your software work better. If an app is saving and apps. If there are ‘extra steps’ It’s not that you set out to have you or your team more time than it you don’t need, it might be time to quite so many apps but… now you takes to manage it, or adding value choose different software or ask a just do. And the problem is that not - allowing you to sell services you better question of it - how can we all of them are talking to each other, wouldn’t be able to without it - then make this simpler? perhaps you’re having to ‘re-key’ it’s probably a keeper. But if it isn’t, information from one to another. or adds complexity, then it should How many steps are in your Or the way they integrate with Xero go. marketing process? Do you play is only one direction (in-, but not email tennis setting up calls and

62 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 63 appointments? What about how We’ve built one ourselves (and with one app, then that’s even you send out proposals or get paid? we’re very excited!) but we never better. These are key processes to map have conversations about how and spot extra steps you might not great our software is. Instead we If you’re not sure, or want a simple need, or overlaps between apps. always have conversations about place to start - here are the Top 3 “where are your bottlenecks?” ‘problems’ we see all the time in If you’re having to work the way an or “where are you wasting time? small service businesses: app works and not the way YOU Where are you ‘manually’ doing want to work then you may well be something you’re pretty sure can • Losing leads - striking that using the wrong app. With all the be automated? Do you spend your balance of ‘keeping them choice you have, it’s unlikely you’ll evenings doing ‘catch up’ when interested’ without hassling for have to stick with what you’re using you’d rather not be working?” Those a meeting but still getting the now if it’s overcomplicating how you are all systems questions. And meeting! want to work. we always have those before we • Getting quotes & proposals done even think about app talk. Because easily - ideally straight after a Systems first, software second depending on the answers, our meeting when everything’s fresh app - or any app - may not solve the • Getting paid quickly - actual cash “Systems first, software second” problem(s). in the bank not just invoices out should always be how you think about your own apps and those you Just like shopping in the sales - it’s Get these 3 covered, or another recommend too. not a bargain if you didn’t need bottleneck that’s big for you, and it in the first place. Which is also take it from there. Trying to ‘crowbar’ in a way of our attitude to apps. And not working because ‘that’s how the just because my co-founder is a software does it’ is never the best Yorkshireman and would never place to start. Work out why and consider a frivolous purchase, ever! what you want to get done THEN look for add-on apps and software A good place to start to solve those problems. FIND OUT MORE... Work out what’s most important to But new apps are exciting! you in your business and get the Visit our website at best app doing that for you. Ideally > connectably.com We know new apps are exciting. if you can fix multiple bottlenecks

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earn aout ecoming a hero here unleashedsoftware.com/xu 64 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 65 Why is software

@loc8com

Neil Cameron, Director of Growth, Loc8 integration Having joined the business back in 2012, Neil has a very good understanding of the SaaS industry and more specifically the Asset Management and Field Service sectors. With Neil’s major point of focus being the essential? exponential growth of Loc8, third- party integrations have been to integrate with other cloud-based that the tools you use also grow chance of a growing business essential for him and the entire In today’s business world, software is key, see Loc8 Team in order to provide applications should be a priority. with you. Being able to keep the wasting quite a considerable customers with a tailored and same systems allows a much safer amount of time and money. how you can make the most of it... scalable solution. When using a platform like Loc8 and quicker growth. It reduces for instance, our users can create the chances of data being lost or Beyond the scalability factor, and generate quotes straight hacked and there is no need to usability is another important S oftware integration is on across different industries In a real-world scenario, a Loc8 from the app. Once approved, the allocate time to train your staff to component. Loc8 is designed to nowadays the inevitable where field service management Lite or Pro user would go about quote is converted straight into a use a new application. be an out of the box, ready to use path forward for any software was a requirement. This includes completing their normal field work order. Having this automated solution, with intuitive features that provider. Job and asset many tradies and businesses service activities which include process in place allows service Small businesses don’t always don’t require intensive training. management software Loc8 has working in the trades space as dispatching job details to field- business owners and their workers stay small! For small service businesses, it is made integrations one of its major well as fire safety & prevention, based workers, who then complete to increase productivity, as there is even more important to be able to selling points, offering its users security, construction and facilities the work whilst simultaneously no need for them to be focusing as Expanding on that last comment, use an application on the go. Most multiple integration options, maintenance. capturing key data points such as much on the administrative side of it is true that not all small service don’t have the time or resources including Xero. The integration time, inventory and cost. Users things. business owners think about to spend weeks implementing new with Xero was one of the first Many smaller trades-based record data via the Loc8 mobile the potential expansion of their solutions for their operations. It’s projects to be implemented by businesses were still running app for smartphones and when the The same applies to invoices. After operations straight from the start. often the main reason why some the Loc8 Team. To have effective on pen and paper. Some had job is completed, they capture the a job is complete, technicians can Their main focus is often to keep businesses don’t feel ready to move and profitable operations, service implemented financial systems customer’s signature on the spot. generate invoices to their clients the business afloat and to get more away from paper. We created Loc8, businesses can no longer treat such as Xero, however, no field on the spot, thanks to the Xero customers on board. and particularly the Lite edition, field work, assets life cycles service solution was in place. Loc8’s The data updates the main Loc8 integration, thus allowing the with that aspect in mind; therefore, and financials as three separate Sales and Support teams regularly system back in the office in real- business to be paid on time and to However, Loc8 has partnered making our product a very good entities. The data gathered from encountered this common scenario time and the user can then simply maintain a healthy cash flow. With with many businesses that have option for people with limited time those three aspects of a business and business owners regularly select the job in question and this data being automatically added outgrown their previous systems. and resources. have to be correlated in real- communicated their frustrations initiate the Xero integration in Loc8. to the system, it then becomes very It is important for business owners time in order to draw an accurate with keeping accurate records and In one click, all of the necessary straightforward to create insightful to think about the implications of diagnostic of the health and linking work carried out in the field financial data is posted into the reports. growing quickly and the importance sustainability of the company’s to associated financial records. users Xero system for immediate of being able to scale accordingly. FIND OUT MORE... operations. In some cases, payment wasn’t invoicing. Records are stored for as The two examples above are Identifying a system that will reconciled until three months long as they are needed in Loc8 as support such a journey should be essentially relevant to small Visit our website at after completion of the work. The another point of reference. businesses, however, once your high on the list of considerations. Be one step ahead of the game! > loc8.com obvious answer to this was to business grows it’s important In the long run, it will reduce the Loc8 was launched in 2011, with provide a solution that offered a In summary, Loc8 makes it easy the ambition to provide a cloud- seamless integration with Xero. for small service businesses to based asset and maintenance streamline their operations by management platform for large Many software vendors, such as providing easy to use desktop and and small businesses. Initially, Xero and Loc8, specialise and mobile applications that link with the focus was centered around provide value in one particular other cloud-based systems to share providing operational solutions area. For Xero, that’s cloud-based important data. for some larger businesses in the financial software. It’s easy to mining & resources and facilities access and use for a wide group of How can you choose the right app management industries. businesses. Likewise, Loc8 provides for your service business? class-leading asset, maintenance Once these solutions were and field service software. System Selecting the right application delivered, we decided to focus on integration between the two comes down to identifying your the opportunities to help smaller platforms offers users all of the business’ requirements as well as businesses with a trades focus and features of both systems. the operational proficiency of the new customers were soon brought app. As expressed above, the ability

66 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 67 11 Questions to

Joanna Cruickshank is General Manager of Sales for ask when choosing CloudPayroll CloudPayroll is a standalone payroll system suitable for 1 – 200+ employees. Joanna, is passionate in helping an Online Payroll people get the best payroll solution for their organisation. Provider P ayroll can be the largest ensuring enough leave to cover that are being paid in the current expense item on your the request. pay run? clients’ profit and loss statement • Top-up Tool (NZ): to ensure and mistakes could potentially employer obligations under the 4) How does onboarding work and cost your clients considerable minimum wage requirements are how easy is it to migrate from an sums of money. It is extremely met, especially relevant for the existing system? important your clients are rural sector. equipped with the payroll service • HR Document control: is there The correct set up of your payroll is best suited to their needs. Online, an ability to upload and securely paramount. Some payroll providers 7) Do you have the ability for it always been cloud-based? Read been established for? cloud-based payroll will be hugely store employee documents? set up everything for you to ensure employees to donate to charities client testimonials. beneficial to your clients. There are • Reports: can you view reports payroll is set up correctly and in via payroll giving, and receive 11) Can the service scale up to meet many cloud-based connected app online, export them to excel, PDF accordance with legislation, as immediate tax credits (NZ) and 9) Can different access rights be growing business needs? payroll partners to choose from and print? At a minimum, reports well as offer personal training and make payments to third parties, set for those involved in running in Australia and New Zealand. As available should include statutory ongoing support. Others provide for example, salary packaging, the payroll? Payroll software needs to adapt your clients’ trusted advisor, do information, e.g. payroll variation access and leave set up to you, with handling of novated car leasing or to your clients’ organisation ensure you are advising on the one to compare last pay run with the options to review online resources employee loans, etc.? Payroll handles some of the most changes. Is it easily adaptable to best suit their specific needs. current, payroll tax report (AU), if you need help. When migrating sensitive and confidential business to allow for growth or reduction Below are some helpful questions tax activity statement (AU), leave from an existing system look for Can third party payments be made information. Ranging from personal in employee numbers over a to assist evaluating cloud-based liability to include total value of a vendor that provides full set up directly as part of the bank file details and remuneration packages, period of time? Evaluate how this payroll solutions and determine outstanding leave balances. implemented for you, including a or paid back to the business to to deductions being made from is treated, if employees can still the strongest fit for your client(s). • Superannuation management: parallel pay run rather than work consolidate and then easily report? an employee’s pay by government access their portal/self-service, are ability to pay superannuation to this out yourself. Check what Can employee loans, if applicable, departments and agencies. Can there charges for this, how many 1) What payroll services do you employee super funds (AU) or your client will be charged for an be managed easily, i.e. repayments those involved in the payroll employees can you have active in provide? KiwiSaver (NZ). implementation or onboarding fee? of an agreed amount deducted with process, including leave approvers, the payroll solution. the employee knowing the loan be given different security access A list of requirements could include: 2) Do you offer a demonstration or 5) How secure is your service and balance after each repayment? rights? • Single Touch Payroll enabled trial of your services? where are the data centres? (AU): STP report automatically 8) How long has the payroll 10) How does the service integrate sent to ATO after each pay event. Is there a free trial and/or Review the security and privacy provider been providing services? with Xero? • Employee portal/self-service: can personalised demonstration of policy of the provider, check if they FIND OUT MORE... employees see their payslips, the services offered to assist in offer 2FA-factor authentication and How long has the payroll service Does the payroll system seamlessly payment summaries, apply for evaluation? check where the data is being held; been operating? Was it previously integrate with Xero or do you need Visit our website at leave, update personal details, onshore or offshore? known by a different name and did to export out and then import into > cloudpayroll.com.au etc.? 3) What is your pricing structure? it start as a desktop product or has Xero? How long has the integration • Leave management: can 6) What ongoing help desk support employees apply for leave online The majority of cloud-based online do you offer? and calculate their leave balances payroll providers charge fees based for a future date? on the number of employees. Enquire what ongoing support will 6 Productivity Killers in Accounting • Leave approving: is there access Check the charges and look for be available to you and your client. to all information needed to value. Make sure that there are Is the support free and offered make an informed decision no hidden costs not disclosed by phone, email or both? What PRODUCTIVITY KILLER THREE: when approving leave, i.e. during preliminarily trials or happens outside of business hours Check out approvalmax.com Retroactive entry of organisational spending leave calendar, total leave demonstrations. Will your client be should you need help? balances, employee projected charged for all active employees details leave balances for future dates, in the payroll system or only those

68 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 69 UK Focus UK Focus Maximising

@wolterskluweruk automation to boost Wendy Rowe is the Head of Commercial at Wolters Kluwer, Tax & Accounting. She is responsible for the strategy and direction of the tax and accounting software suite and your bottom line has over 20 years’ experience within the industry. Wendy is a chartered tax advisor, Accountants today are calling for seamless and understanding the need for supporting practices becoming future proofed systems that eliminate wasted time digital. and mundane processes. Automated processes and Wendy has an MBA in Strategy from Henley Management workflows are the future to growing practices as College, holds a Chartered Tax Adviser (CTA) qualification and is accountants look to develop their advisory offering to a member of the Association of increase revenue... Taxation Technicians (ATT).

C apturing and processing Combined with constantly evolving percentage, with 36% saying they invoices for bookkeeping is technology and stiff competition have already implemented. a small task in the bigger picture from more innovative practices, of accounting today. Yet, it’s manual processes are no longer With the growing availability of instant access to data and can be to innovate and improve the recall functions drill straight down enough to make any accountant a viable option. What’s more, the digital data from HMRC, compliance integrated with Xero, Twinfield and efficiency of our relationship with to an image of a source document. groan and slow down procedures. role of the accountant is shifting will become more commoditised, Exact. our clients and how we handle It is manual, mundane, paper and towards advisory services as they driving the need for the accountant their documents securely,” says IT Director at Old Mill, James time intensive, ultimately affecting look to grow their client base while to step into an advisory role. “Basecone Flux enables me to Jamie Allen, Managing Partner Gifford says, “Basecone has saved the profit margin on client services. still satisfying their existing clients. Digitalisation is here to stay, approve all my purchase invoices at 4PointZero. They have been me hours of time reviewing and meaning accountants need to and be productive in places and automating data capturing since approving invoices. It means I can Additionally, the government’s The accountant of today needs transform their manual processes periods where I would otherwise 2014 using Basecone and have seen deal with them from my phone from Making Tax Digital (MTD) initiative, tools and effective workflows that to digital. not have been, like when I am a significant increase in efficiency wherever I am without having to be GDPR and the increasing demand will transform their services and travelling to meetings,” says and productivity. sat at my desk.” for real-time data from clients is unlock time for growth and new Staying competitive in the cloud Robert Searle, Finance Director at ramping up the need for quicker, revenue. Tangmere Airfield Nurseries. Working in an instant access Practice efficiency and growth is a seamless and future proofed Building enhanced client environment tale as old as time for any business. technology systems. The future is now, can you keep relationships and business advisory Delayed invoice processing and Automated tools are changing the up? services will mean unlocking coding can slow down bookkeeping Manually storing invoices and landscape. With compliance work significant time automating low with unnecessary time spent receipts for the required seven- contributing between 0 and 3% of Not too long ago, accounting value tasks. One option is to sourcing documents or actions from year period is expensive, risky and revenue growth, advisory services and bookkeeping started with consider online tools to save time relevant people. restricting when there is a move are predicted to produce between combing through bags of receipts and increase efficiency. towards digital record keeping. 30 and 40% in the next few years. and capturing the data. The digital Basecone utilises Optical Character Moving forward, practices will need Unlocking that potential, practices age has eased processes and Wolters Kluwer has developed Recognition (OCR) to read scanned to support multiple accounting will need to save significant time practices are now slowly embracing a tool designed to make data documents, recognise elements packages as well as incoming data and maximise on automating low automated tax services. Wolters capture easier and immediate. and automatically code them based from the government. Not only value tasks. The future growth of Kluwer UK & Ireland Managing Basecone is an online cloud tool on previous actions. Basecone that, but they will have to ensure your practice lies in automated Director TAA, Claire Carter believes which enables users to capture does this in real-time with no GDPR compliance, meet MTD solutions like Basecone. that 80% of accounting tasks will be and upload invoices and other delay. This unique capability allows requirements and, ideally, have automated by 2020. accounting documents directly to you to access your information access to information in a single their bookkeeping software via an instantaneously within your place, all while on the move. According to survey research internet browser or the Basecone accounting system. conducted by Wolters Kluwer in Spenser app for mobile devices. Instant access is key to delivering conjunction with Kelley Market Documents can be immediately big data analysis and financial Research, cloud technology is Once manual data entry and paper- sent through a controlled workflow advice in real-time. Basecone can the key to reaching a firm’s full based services are eliminated, the to be checked and approved by the automatically store and archive TRY IT FOR YOURSELF... potential. Firms that reported accountant can capture, upload, client or yourself. all documents in the cloud, safely growth of over 10% in revenue review, approve documents and and securely and exceeding legal Sign up for a 14-day free trial with Basecone: year on year are moving to the submit expenses in real-time. “We have been continually requirements for data retention of > basecone.co.uk cloud-based model at a higher Basecone gives you full control, impressed by Basecone’s ability seven years. The instant search and

70 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 71 New Xero Product Reduce the hidden costs of managing expense claims for 3-way business modelling with your clients and your practice Xero integration Generic International Whether you’re an accountant, business owner, or an employee needing to be Profit & Loss (Projected)

Jan 19 Feb 19 Mar 19 Apr 19 May 19 Jun 19 Jul 19 Aug 19 Sep 19 Oct 19 Nov 19 Dec 19

reimbursed, managing expenses claims is often a manual, painful process. But the Local Wine Sales Red Wine Sales - Local 75,000 75,000 75,000 75,000 75,000 75,000 60,000 60,000 60,000 60,000 60,000 60,000 White Wine Sales - Local 45,000 45,000 45,000 45,000 45,000 45,000 45,000 45,000 45,000 45,000 45,000 45,000 Sparkling Sales - Local 13,000 13,000 13,000 13,000 26,000 26,000 26,000 13,000 13,000 13,000 13,000 13,000 Total Local Wine Sales 133,000 133,000 133,000 133,000 146,000 146,000 131,000 118,000 118,000 118,000 118,000 118,000 new Xero Expenses is here to fix that. Tightly integrated with Xero accounting, Xero Local Wine Costs Red Wine - Local 24,000 24,000 24,000 24,000 24,000 24,000 15,000 15,000 15,000 15,000 15,000 15,000 White Wine - Local 17,500 17,500 17,500 17,500 17,500 17,500 17,500 17,500 17,500 17,500 17,500 17,500 Sparkling - Local 3,250 3,250 3,250 3,250 6,500 6,500 6,500 3,250 3,250 3,250 3,250 3,250 Total Local Wine Costs 44,750 44,750 44,750 44,750 48,000 48,000 39,000 35,750 35,750 35,750 35,750 35,750

Expenses is an automated, powerful, mobile solution that reduces data entry and Local Wine Sales GP 88,250 88,250 88,250 88,250 98,000 98,000 92,000 82,250 82,250 82,250 82,250 82,250 Local Wine Sales GP % 66.35% 66.35% 66.35% 66.35% 67.12% 67.12% 70.23% 69.70% 69.70% 69.70% 69.70% 69.70%

Imported Wine Sales Red Wine Sales - Imported 100,000 100,000 100,000 100,000 100,000 100,000 87,500 87,500 87,500 87,500 87,500 87,500 White Wine Sales - Imported 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 streamlines the entire expense claims process... Sparkling Sales - Imported 60,000 60,000 60,000 60,000 120,000 120,000 120,000 60,000 60,000 60,000 60,000 60,000 Total Imported Wine Sales 210,000 210,000 210,000 210,000 270,000 270,000 257,500 197,500 197,500 197,500 197,500 197,500

Imported Wine Costs Red Wine - Imported 34,617 34,015 33,866 33,818 33,800 33,792 30,740 29,182 28,337 27,855 27,568 27,390 White Wine - Imported 17,778 17,778 17,778 17,778 17,778 17,778 17,778 17,778 17,778 17,778 17,778 17,778 Sparkling - Imported 36,023 38,282 39,286 39,788 80,123 80,549 80,853 40,518 40,533 40,537 40,539 40,540 International Freight 4,421 4,504 4,546 4,569 6,585 6,606 6,469 4,374 4,332 4,308 4,294 4,285 ith everyone working from your or your team’s valuable time. of cash flow and an incomplete Total Imported Wine Costs 92,839 94,578 95,476 95,953 138,285 138,724 135,839 91,852 90,980 90,478 90,179 89,993 Imported Wine Sales GP 117,161 115,422 114,524 114,047 131,715 131,276 121,661 105,648 106,520 107,022 107,321 107,507 W Imported Wine Sales GP % 55.79% 54.96% 54.54% 54.31% 48.78% 48.62% 47.25% 53.49% 53.93% 54.19% 54.34% 54.43% Total Wine Sales 343,000 343,000 343,000 343,000 416,000 416,000 388,500 315,500 315,500 315,500 315,500 315,500 one platform, you and picture of how money is being Total Wine Costs 137,589 139,328 140,226 140,703 186,285 186,724 174,839 127,602 126,730 126,228 125,929 125,743 Total Gross Profit 205,411 203,672 202,774 202,297 229,715 229,276 213,661 187,898 188,770 189,272 189,571 189,757 your clients can easily access Staff that work away from the office spent. the same, up-to-date information or entertain clients often have to and collaborate from anywhere. pay for petrol, food, and other To address this, Xero has been This means less time processing expenses out of their own pocket. working closely with small expense claims and more time This gets expensive, so prompt businesses and accounting partners delivering valuable advice and reimbursement is understandably to understand their key pain points support to your clients. important. and what they really need. From business owners and their advisors, A better way to manage expenses However, keeping hold of each through to admin staff and receipt until the end of the trip and employees, Xero have reimagined The Heart of Your Business Advisory Practice Staying on top of expense claims is then sitting down to do all the data the expense claims process to Castaway is the most powerful reporting and business modelling solution that integrates important to businesses and their entry in one go is painful, and will be a more simple, insightful and with Xero. It’s your ideal tool for reporting, budgeting, forecasting, analysing KPI’s employees, but sorting through often be left until the last minute. beautiful experience for everyone. stacks of receipts or managing This leaves employees frustrated and actuals, modelling scenarios and managing consolidations. spreadsheets is not a good use of and businesses with a poor gauge Xero Expenses is designed for a

?

Loans Cashflow What-if Management Scenarios

Budgets KPIs + Actuals + Business Rolling Metrics Variance Analysis Valuation Forecasts

Dynamic Reports Due Diligence

Create Report Manage Decide Plan Flexibility & Choice Tell Your Story Improve Performance Gain Insight Design A Better Future Find out more at castawayforecasting.com/xero 72 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 73 Sydney +61 2 9569 7144 London +44 203 695 8332 Wellington +64 4 889 4145 Los Angeles +1 21 355 05456 New Xero Product

modern, more mobile business. It makes the expense claims process less time consuming and more accurate, while providing advisors with the control and analytics Get paid on time, needed to deliver superior insights and advice to their clients. FIND OUT MORE... Delivering more value to Xero every time partners and small businesses To find out how you can get The new Xero Expenses offers a your business started on Xero more cost-effective way to manage Expenses visit: expense claims through: > xero.com/expenses Connect GoCardless to Xero and

• Greater efficiency: automated automatically collect payments for workflows make submitting expense claims easier and The key benefits of Xero Expenses Xero platform you’ll be able to Xero invoices, as soon as they’re due. reduces manual data entry. get valuable insights and make With the collaborative features • Submit expenses with a photo: informed decisions about your Xero Expenses offers, business submit expenses on the move practice. owners, employees and advisors with your iOS or Android device. can work together easily from the Just take a picture of the receipt Submit expenses on your clients’ same platform. and Xero Expenses will behalf, or set permissions Improve your cash flow Reduced admin • Better visibility: stay informed automatically convert and categories to with a quick, up-to-date view the amount, make it easier for Take control of your Be more productive. of claims so you always know purchase date, them to fill in payments and collect Spend less time chasing where your expenses and cash supplier and their expenses automatically on the unpaid bills and manually flow stand and what requires account fields themselves. invoice due date, whether reconciling payments. attention. into text. Making recurring or ad-hoc. • Enable growth: with the ability • Manage submitting to track expense categories, everything in expenses easier businesses and advisors can Xero: with just will mean clients Better customer Transparent pricing monitor and understand expense one login for Xero will do it more often, experiences patterns. With access to data at and Xero Expenses which in turn means Low fees and no hidden any time, from anywhere, it’s easy you can be sure you’re not better visibility into the A payment method designed charges. Collect payment to manage cash flow, and make double-handling information. business’s cash position. for long-term relationships. in GBP, Australian Dollars quick, informed decisions. Real-time tracking helps you and It’s simple, hassle-free and or Euros. your team manage expenses from Get rewards easy to set up. anywhere. Powerful, easy-to-use • Eliminate hidden costs: reduce Earn partner points and reach the features data entry and streamline the next partner status level faster. You entire expenses process from can get points when you actively • Auto receipt scanning • Flexible user submitting them to reconciling use Xero Expenses in your practice, • Integrated permissions transactions in Xero. and for every client subscribed to accounting • Assign expenses to • Stay in control: set access levels Xero Expenses. • Insights and analytics projects for staff and choose who can • Multi-currency • Multiple line items view, submit, approve or pay Don’t take our word for it... processing • Tracking categories expenses claims. By being able to • iOS and Android apps • Expense labelling control user access you can keep For Tony Bennett, an accountant • Push notifications sensitive information private and Xero Partner for Bellingham and simplify the expense claims Wallace Ltd, using Xero Expenses process. has made life a whole lot easier for • Easier collaboration: Xero him and his clients. Expenses works seamlessly Xero Expenses for accounting and with the rest of Xero to keep all bookkeeping partners “We highly recommend Xero your financial data on the same Expenses as smart, easy to use platform. With one Xero login, As an added benefit of being a modern technology,” he says. “It business owners, employees and Xero partner, Xero Expenses is free has automated the expense claim advisors can complete the task for accountants and bookkeepers process for our business. It speeds Join over 8000 Xero customers they need to do and collaborate within their Xero Practice org. And up the submission process and already connected to GoCardless from anywhere, at any time. because Xero Expenses works makes a seamless flow through to seamlessly with the rest of the payment.” Sign up now at: gocardless.com/xero 74 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 75 Get paid on the due date with IntegraPay + Xero

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76 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 77 reporting can be switched on/off ‘Manager’ Panel for approval. to a timing of your choice, to keep Approval Donkey: you informed along the way without This means you no longer have clogging up your inbox. to send a myriad of emails to different approvers based on what @ApprovalDonkey Donkey Work #5 each transaction is. It also means Searching through tens or even approvers only ever receive what Doing the Donkey Ben Palmer, Founder, Approval Donkey hundreds of transactions that have they are supposed to, saving loads nothing to do with you so you can of time and frustration looking at Ben has over 20 years’ experience find those that are greater than a transactions that have nothing to in technology projects in the Work for Approvals! Banking, eHealth, Fitness and certain amount, or have specific do with them. Aviation industries and is the tracking IDs to approve. original founder of Approval Donkey Work #6 Donkey, an online approval They say there is a lot in a name and we workflow tool fully integrated Feature - Conditional Field When your business is still using with Xero. In his spare time Ben Mapping email for more general approval, likes to stay fit and healthy so Approval Donkey brings in all the decision and sign-off requirements often get asked why we called our app he can keep up with his 3 school age children and maintain his fields from any Invoices, Bills, outside of Xero. Approval Donkey... weekend warrior pursuits. Purchases and Credit Notes you have entered and Submitted for Feature – Integration with Email automate your business, including Approval in Xero. This includes and Zapier Online Forms (Wufoo), Messaging T he first part is easy; as Approvers can respond via email or make the approval. With Approval Tracking ID’s, Amounts and Consolidate any general requests (Slack) and Project Management a piece of software we the Approval Donkey dashboard, Donkey, you can set the number Reference numbers, etc. you may send via email into a single (Trello) apps that can feed directly focus on one task, i.e. Approvals. meaning Approvers don’t have to of required responses to change application with Approval Donkey. into an Approval Donkey request or However, there are a few login to Xero at all. a requests status to approved or With Approval Donkey’s mapping Each Panel (approval workflow) status update. underlying reasons why we named declined. So, in this example, you matrix, you can set conditions you create auto generates a unique our app after a Donkey - an often Donkey Work #2 would set the number of ‘Required against specific fields to map to Panel Email address. Use this email maligned yet very humble, loyal When you need approval requests Responses’ to one, meaning only specific Panels for approval. You address to turn any email into a FIND OUT MORE... animal. to move along a chain of different one person out of the group of four can even use ‘+And’ conditions to robust approval workflow with all people or departments as they are is required to approve or decline get really specific. For example, for the aforementioned characteristics. To find out more visit: If we look up the definition of approved. the request. all transactions with the Tracking > approvaldonkey.com Donkey Work, we get the following: ID ‘Operations’ +And an amount Zapier enables you to connect over Feature – Multi-Step Approvals Anyone from the Panel can respond greater than 10,000 go to the 1,000 different apps to further XU Reader special, use code XU50% for 50% OFF. Donkey Work – tedious, repetitious Easily create workflows with the to the Required Response level you work; drudgery appropriate steps and approvers set, meaning the workload can be -Dictionary.com you require. Requests mapped to shared and whoever is available can a multi-step approval workflow will keep things moving. In summary, Approval Donkey takes automatically come into Approval care of the Donkey Work associated Donkey from Xero and go through Donkey Work #4 with completing approvals for your the sequence you have set up. Having to send out endless business. Here’s how: This means approvers in the latter reminders to approvers to 1) tell steps only receive an approval them they have an approval and 2) Donkey Work #1 request when all the approvers in remind them to respond when they Managing loads of responses via the preceding step have approved haven’t. email when you need approval from their part. multiple people. Feature - Automated Notifications Approval Donkey automatically When transactions are ‘Submitted Feature – Group Approvals keeps things moving along so you for Approval’ in Xero, all request Approval Donkey is an don’t have to, massively cutting notifications are automatically sent affordable solution that down email trails and endless out by Approval Donkey. This means allows non-technical chasing of approvers. no one in your business has to lift a users to easily create finger to let anyone know they have approval workflows (or Donkey Work #3 an approval to review. Panels). Create as many When you need approval from a Panels as you need, for group all with equal approval rights Automated reminders are sent whatever purpose you and anyone within the group can out to any approvers that have require, with as many take on the task. not responded within a time of members as you like from the one your choice, with any un-actioned account. Feature – Required Responses requests being moved to overdue As an example, a business may so a workflow owner can easily Automatically track who has and have four people in its admin team identify where blockages are hasn’t responded to a request who can all approve purchases up occurring. with full visibility so you can easily to a certain amount but only one see where things have stalled. person from the team is required to Notifications and consolidated

78 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 79 DPS_XU v2.qxp_Layout 1 12/07/2018 10:00 Page 2

SPONSORED CONTENT

Why ACCOUNTEX ticks all the boxes... and more!

By Ian Moss, Editor of Accounting Insight News The ACCOUNTEX brand is on a roll. As Europe’s largest conference and expo “And, of course, we are even more new speakers; we thrilled about the 8.5 per cent want to look at the profession for the accounting increase in visitors after internationally; and we’d like and finance investing in a social media to see a growth of the BAMA profession, its marketing campaign, as well awards (British Accounting as launching Accounting Marketing Awards). numbers continue to Insight News to attract new “Our focus will remain on tick upwards. interest and millennials to the MTD with the clock running show. down to April 2020 and Whichever way you “All eyes are now on 2019, strengthening Accountex’s look at it. where we aim to build on the global and UK brand. relationships established with “And last but not least, Exhibitors flock to London’s new supporters such as we’ll also hold another visitor ExCeL in May for the annual hit that it returns on 10 ICAEW and HMRC. As well our and exhibitor advisory board two-day extravaganza – there September 2019. established relationships with to see what the profession were 230 top industry vendors Then there’s Accounting ACCA, CIMA and media wants from the show in 2019.” this year. (In fact one of the Insight News, a refreshing new partners AccountingWEB 2018 highlights was Xero’s online platform that’s busy all- “Next year we plan to have See you next year! super-groovy stand!) year-round, curating cool Visitor numbers are soaring, accounting-related content with hundreds of accountants with 7,600 rocking up in 2018. from the ACCOUNTEX HQ in and bookkeepers at many That’s a 40 per cent hike in Brighton. different stages in their three years. So who would bet Here’s some hard evidence journeys. I’ll definitely be at against another spike in 2019? edge seminar sessions. of the success story we’re the next ACCOUNTEX. My only The show will take place 1-2 But ACCOUNTEX is also an witnessing with ACCOUNTEX. In issue will be how I can split May at ExCeL, London. institution with innovation and terms of visitor knowledge myself in 10 so I see all the And all that’s before you imagination. An amazing levels, here’s how visitors to speakers.” arrive at the top-notch speaker New to the Diversified ExCeL in 2018 likes to describe Zoe Lacey-Cooper, event programme of accounting Communications portfolio is 45 per cent of themselves as: director, says: “This was the thought leaders. From MTD ACCOUNTEX Summit North, a exhibitors were • Tech savvy – 42 per cent. second year of ACCOUNTEX experts to marketing one-day conference that brand new to the • Tech curious – 49 per cent. being under the control of maestros, it offers more than launched in Manchester last • Tech Cautious – 10 per cent. Diversified Communications 250 CPD-approved cutting- year and which proved such a show, which From the visitor point of and we are delighted to have demonstrates the view, Nicola Donnelly, from notched up a second year of strong growth of MEND Accounting in growth in terms of visitors, businesses in the Liverpool, sums it up: “It was exhibitors and speakers. an amazing experience. Being “An amazing 45 per cent of profession. a sole practitioner, I learn exhibitors were brand new to mostly by reading articles the show, which demonstrates ZOE LACEY-COOPER, EVENT DIRECTOR online. So I was impressed by the strong growth of being able to speak to businesses in the profession. multiple software providers and their customers at ACCOUNTEX. She adds: “I still can’t believe I got all this CPD, For further information, visit our websites: access to speak to all these | | software providers, network www.accountex.co.uk www.accountexsummitnorth.co.uk www.accountinginsightnews.co.uk 80 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 81 Bank rules @MHUpdates

Caroline Harridence is a Cloud Accounting Manager at MHA MacIntyre Hudson in their Peterborough office having in Xero originally trained with PWC. Caroline regularly advises clients on cloud accounting, is The streamlined bank reconciliation process in Xero, with an active member of the firm’s cloud strategy team and is also the combination of the bank imports and the auto match the Eastern Regional Cloud Champion. She is an expert function, really does speed up and simplify the whole bank in how cloud accounting can assist clients in day-to-day reconciliation process. Indeed, there is something very bookkeeping and also help with satisfying about opening up the bank reconciliation page their preparation for digital filing required by Making Tax Digital in and seeing green and lots of ‘OK’ buttons, as you know you 2019. will be able to reconcile items very quickly. Bank rules can speed up bank reconciliations even further but many people are unaware they exist and how easy they are to set up...

W hen to use Bank Rules are applied each month, so the one specifying the conditions of transactions are always treated in when the rule should be applied. Practice management Bank rules should be used for the same way. You must have at least one regular spend or receive money condition for the bank rule but you transactions, or for bank transfers The ability to apply the same bank can add more if needed. that integrates with you where there are no invoices to rule across different bank accounts support the amount. For example, and credit cards eliminates the The first line states that the rule Senta is cloud software that gives you CRM, marketing, workflow, email parking or train travel. If you have a need to set it up individually for will apply either if ‘all’ or ‘any’ regular monthly invoice, you should each account. Ensure you select of the conditions apply. This is automation, document management & insights. With total customisation and enter that as normal and match it the target accounts when you set an important criteria as ‘all’ will flexible integrations, Senta will help you manage compliance risk, deliver great against the payment as part of the the rule up and the same rule will mean that the rule is applied if bank reconciliation. In this case, be applied to all of the selected all the conditions are matched, customer service every time and increase the value of your practice. there is no requirement for bank accounts. whereas ‘any’ means that the rule rules. is implemented even if only one of Bank rules also help keep Xero tidy. the conditions are met, so it is less Whether you’re a single accountant in practice, There are three types of For example, you do not want a restrictive. transactions that bank rules can be new contact created for each petrol or a larger firm, Senta really does integrate with you. created for: station or taxi firm used. Instead, Next, by selecting ‘Any text field’ you can create a rule to be applied from the first drop-down list, Xero 1. Spend money transactions to all similar transactions, such as will search the Payee, Description, 2. Receive money transactions ‘petrol’ or ‘taxis’, and this will group Reference and Analysis Code fields Great value Available on all devices Integrates with you 3. Transfers of money between them all together. on the bank statement line and per-user pricing Senta is cloud-based and You shouldn’t be told how to accounts. apply the rule if one of the fields How to Create Bank Rules meets the condition. • No long contracts available on desktop PCs, run your practice. With our laptops, tablets & mobiles. powerful and customisable All are set up in the same way and • No record limits all can save you time and help You can create bank rules from the The next drop down has four To use Senta you just need workflow engine at its core, ensure a consistent approach each bank account page, from the bank options as follows: • Free upgrades for life a browser and an internet Senta will help you work month to the reconciliations. reconciliation itself and also from just the way you want to. the cash coding page in the bank • All - the rule is applied if all the • Your clients use it free connection. So what are the advantages? statement. In all cases, the setup of conditions entered are met the bank rule is identical – you just • Any - the rule will be applied if The main advantage is time saved need to select whether it is a spend any of the conditions are met – the rules automate the bank money, receive money or transfer of • Contains - the rule suggests reconciliation process even further money transaction first. statement lines that include the Try Senta now, free for 30 days which saves us time. Another plus details entered but do not have Totally unlimited use with no obligation. No credit card required. is that bank rules also ensure The create bank rule screen is split to be a specific match, so is less consistency because the same rules into seven sections, with section restrictive. www.senta.co/xu

82 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 83 • Equals - the rule is applied if to allocate fixed value line items The final step is to give the bank the bank statement lines match and is commonly left blank. rule a title. That is all that is needed exactly Section four relates to the – you have now created your bank allocation of the amount to different rule! The next section relates to the nominal codes. Here you must enter supplier name and this can be a description, account VAT rate and Now, when Xero detects the entered during the reconciliation, the percentage of the total value to payment to a supplier covered by the payee or a new or existing be allocated to that account. one of the bank rules, Xero will contact. If you want to group all apply the rule. All you have to do common items together rather than Next, set the reference and then on in the bank reconciliation screen is have a new supplier for each entry, section six you can set the target click ‘Ok’ to confirm and the item is you can create a new contact to bank account that the rule should then reconciled. group them. For example, you could be applied to. It then gives you the create a new contact called ‘train option to apply it to more than one Order is important travel’. account. This saves you having to set the rule up for each individual You can set the order that bank The third section is where you want account. rules are applied from on the bank rules screen. This can be found on the bank accounts page. Here Hints & Tips you can drag and drop the rules, so specify the order in which they There are a few hints and tips to help you make the most from your bank should be applied, with the more rules and to help ensure they are applied. restrictive ones first. Look beyond simple To discover advanced & enjoy over 90% • In step one, set the criteria to ‘any’ rather In this case, you will need to create Summary invoice capture than ‘all’, as all would mean that each of two separate conditions for the two accounts payable automation productivity gains the conditions must be met for the rule elements. For example, if the payee was Bank rules are a time saving tool to be implemented. ‘North-Field’ you would need to create a that are well worth setting up. • Setting the rule to ‘contains’ rather than condition for a payee containing ‘North’, Through taking the time to set up ‘equals’ will mean that the rule will apply and a second one for a payee containing the rules and the conditions at the to a wider set of criteria as this is a less ‘Field’. outset, the bank reconciliation will restrictive option. • Select the ‘all bank account’ option be much smoother and faster in the • Xero does not recognise hyphens in in step six to apply the rule to all of future. conditions, so your bank rule will not be your bank accounts and maximise the applied if there is a hyphen included. benefits. Invoice capture & approval process in a single application

Automatic invoice data Smart single & multi-step approval capture & approval routing. workflows.

Advanced general ledger & Real-time integration with any approval defaulting to maximise accounting software. (Cloud or productivity. local deployment)

Proposed payment packs with Best practice compliance audit auditable approval processes. trail & fraud prevention.

Dashboards & reports, The future is here; including real-time cash flow requirements. be smart, be Compleat.

Compleat Software 84 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com w: www.compleatsoftware.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 85 p: 0203 971 2413 e: [email protected] Add-ons help you increase profitability @eBillity Joe Daee, V.P. Business Development, eBillity and improve cash flow Joe Daee brings 20 years of experience in software and technology to the eBillity team. He joined in March 2017 with a Gone are the days of working nine-to-five where employees are goal to expand the company’s paid a simple wage and clients are billed based on estimated global partnerships and channels into foreign markets – which time. The constant increase in running costs and inflation have we can say he has successfully done – launching Time Tracker made it clear that businesses need to shape up and get with the in Australia Pacific, the UK, and Europe. He’s a sports fanatic who times if they’re going to survive the age of technology... is always free for a chat over an ice-cold beer.

I t is true, most accounting common than business owners Barometer Americas 2017, and software like Xero have expect and is one of the main annual regional report from some form of basic timesheet reasons for lost revenue. Employees Atradius, the average payment tracking and invoice tracking or contractors may not be tracking duration in 2017 was sixty-one built-in, and for some this might their time down to the minute, or days with over ninety-two percent be enough. However, for other maybe they’re not estimating their of businesses reporting that they small business owners they see hours properly. received late payments from their the need for more robust solutions customers. For SMBs, this number to integrate with their Xero account By tracking time accurately and can be even higher. A study of Xero and here are three reasons why: analysing past jobs, you’re able to users found that about sixty percent ensure your estimates are spot on. of invoices are paid late, and more 1) Time Tracking Apps Help You’ll also be able to review tracked than a third are at least two weeks Increase Profitability hours throughout the project to late. likelihood of being paid faster. employee, and how much time your you’re able to see what’s been paid, ensure you’re on budget. If not, business has spent on each client. what’s outstanding, and what’s It’s the little things that decrease you’ll have the ability to renegotiate If you’ve been without the income 3) Add-ons Provide Invaluable Further analysis will allow you to actively being collected. You can profit, like employee time theft, the project before it’s too late. No of an invoice for over ninety days, Insights identify which clients are making – also easily check your reminders an industry term used to describe one likes an invoice they were not you might consider employing a and costing – you the most money. to see which clients have read your when an employee is paid for expecting! collections agency. While this may When you connect add-ons to your emails. time they did not work either result in a partial or full payment, accounting software, you gain Whereas invoice tracking software intentionally or by mistake, and Apps, like Time Tracker by eBillity, you’ll now have to pay a fee for their valuable and detailed insights to tells you the state of your cash flow can include: time tracking errors, integrate with Xero to extend the services. And even then, there’s no key functions within your business. in real time. With their reporting frequent breaks, exaggerated functionality. The two-way data guarantee of payment. This allows you to make informed hours, and more. A survey by sync allows your accounts to work decisions that help to increase Getting started is simple... Software Advice reports that like one, sharing information to Dealing with unpaid or overdue profitability and improve running forty-three percent of employees help your business track time and invoices may not be completely costs. eBillity provides both timesheet and invoice tracking software that exaggerate hours and the American expenses more simply. unavoidable, but you can improve integrates seamlessly with Xero. Start your free 60-day trial today. Payroll Association estimates that your position with automation. With time tracking apps, you’re able Visit Time Tracker at ebillity.com and Invoice Tracker at invoicetracker. the average employee steals four 2) Invoice Tracking Apps Improves Apps, like eBillity’s Invoice to discover where your time goes. com. hours and five minutes each week! Business Cash Flow Tracker, sync with Xero accounting The reports show you information Use promo code ‘XUMAG’. and invoices are automatically like your most productive Most companies experience some After providing your customer with imported, so in just a few steps form of time theft and, in most a service, you send them their you’re able to create a sequence cases, it comes down to poor time invoice and carry on with your work. of email reminders using their tracking and insufficient processes. A week, two weeks, thirty days pass customisable email templates. Set Time theft is typically small but -- still no payment. With invoice the dates you want your emails to 6 Productivity Killers in Accounting over a period of time, costs add up. tracking software, you can improve be sent and activate the collection – Fortunately, using software to track your cash flow by getting paid it’s that simple! timesheets improves accuracy, puts faster. It’s a known fact that the PRODUCTIVITY KILLER FOUR: the accountability on the employee sooner you get an invoice out the By adding structure to your AR Check out approvalmax.com Poor provision of information for making and reduces clerical errors. door, the sooner you will get paid. and automating the process you’re able to save time, maintain client decisions on the go Inaccurate time tracking is more According to the Payment Practices relationships, and increase the

86 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 87 Case Study

Market-leading Forecasting & Reporting for Xero

Hospitable @LimeCloudLtd / @LimePaula Paula Byers, Founder & Director, LimeCloud

She has started and run various businesses for more than 26 years, increasingly working with tech & business systems over the last 15 years. Moving into the cloud 6 years ago precipitated the cloud re-brand to LimeCloud in 2016. Discover enhanced A STEM Ambassador, Business Case study: how a rural tearoom has embraced Mentor, local Chamber of Commerce Vice President & Chair of DigitalND; she is passionate cloud tech to effectively manage the business about supporting business and not-for-profits to develop, using creative and innovative cloud decision-making. A tearoom in the rural village on the North Devon coast tech. wouldn’t be everyone’s natural assumption for the use of cloud tech, but Paula Byers offers a case study on how their Futrli is the leading 100% cloud-based Futrli connects to your favourite accounting integrated cloud solution of Xero, Kounta, iZettle & Deputy Forecasting & Reporting platform. We software and combines financial data with enables them to cope with the influx of tourists and their help businesses to stay in the loop and in business goals, helping you to explore doubled capacity when their garden is open... control, by giving them quick access to the every possible outcome accurately and information they need to succeed. make the right decisions for success. M arket Street Kitchen is a charity relaunching the largest small but busy tearoom digital platform for volunteering in the little fishing village of opportunities, and with a social Appledore. Sole trade owner, enterprise supporting the next Josie, bought the business in generation of women into STEM, December 2016. Josie took the taking up the challenge of owning plunge to move out of London, a tearoom meant that tech was purchasing this hospitality always on the agenda for Josie. business in an area that she had visited on holiday frequently as a Xero was a natural fit for the See us at child. bookkeeping and we initially added Kounta, a specialist hospitality Xerocon Establishing roots in the community cloud point of sale app, with iZettle Brisbane from the outset was important to to manage the in person card her, to prove to the locals that this payments, and adding Deputy later 2018 ‘incomer’ was here to stay. “Moving for staff management, offering a from city to village life was a big fully integrated system for single leap into the unknown. I hadn’t point data entry. From our early run my own business before or discussions with Josie, it was clear lived outside London so it’s fair to that she was keen to embrace the say everything was new and scary. latest and most efficient cloud tools I had big plans for the business to manage her new business. though, including menu changes, rebranding and refurbishment. I That said, there were a number can’t imagine not living and running of other factors to consider, and my business here now, but if you’d resolve, before she could fully said 5 years ago this is what I’d be embrace the cloud. doing I would have laughed at you! Change can certainly make or break The challenges you.” comments Josie. 1. Broadband connectivity – this Tech was key was essential to resolve at the outset, and something I Having worked as COO of a digital approach with caution in a rural

88 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: www.futrli.com/xerocon@PKFI Issue 16 / 89 Case Study

area. However, a little research confirmed we were able to solve this relatively easily with an upgraded service to the property. 2. Staff acceptance – with a diverse age range in staff, from college students to retirees, this could have been a tricky issue. Josie approached it with confidence; talking with the staff prior to the implementation, explaining that full training would be given and supporting them after the implementation. I believe Along with menu development, up for learning new approaches. the attitude of management rebranding and complete I now have all the data I could embracing adoption of cloud refurbishment of the premises, possibly need to move forward with tools from the outset is Josie certainly had a lot to do. the business.” absolutely key to how staff see This meant that some things were such a fundamental change. slower than others, and getting a A note for accommodation 3. Upskilling herself – purchasing a little behind with the paperwork in providers business in an industry in which the first summer didn’t help when you have no prior experience is footfall increased for the tourist Whilst not relevant to Market Street challenging enough; learning season and she underestimated Kitchen as they don’t take overnight new tech on top of that adds to just how busy she would be. guests, Preno can be added to the pressure you are under as a this app stack for accommodation new business owner. Whilst Josie Feeling in control bookings. The beauty of this is that was fully IT literate, learning the food and drink sales can be easily tools to manage the business However, getting on top of the transferred to room bookings to be would still take time out of her paperwork to fully understand checked out together at the end of busy week when she was already business expenses and cost out guest stays. learning the ropes in a new menus has been key to making it industry. Fortunately, she had a profitable. Forward investment Ongoing process of review good core team around her and, is dependent on having access utilising the support of us as to financial reports in Xero, and The upgrade from Kounta’s Xero cloud integrators to set up and the ability to drill down into sales integration this year and their configure her system along with information in Kounta has been vital additional functionality offers providing training, has worked to understand at a granular level further opportunities to streamline well. which menu items work and hourly the business. Integrated payroll sales. processing is an option in the future Not all plain sailing too. The addition of Deputy last year Initially, getting everything in place for staff scheduling enabled more Josie looks so at home at Market from the start was relatively easy. efficient control of rotas. This also Street Kitchen, it is hard to imagine The business operates 7 days a offers the opportunity for staff to she was anywhere else. We week so, as the purchase takeover manage their shifts, with sickness are pleased to say it has been was midday of normal trading, absence notified and covered transformed compared to when iZettle was setup for card sales with through the app and holiday she took over. Her passion for the first afternoon sales continuing management. using local produce to develop an to be collated manually to ensure imaginative menu of core favourites no interruption to customers ‘Cloud-based apps are now just part and ever changing specials makes during a busy lunch service. With of our day-to-day business.” says a difference. Oh, and we couldn’t the setup and configuration of the Josie. “At first I thought too much finish without mentioning the cloud tools completed off-site in tech would be a barrier for staff amazing cake selection – if you ever advance, hardware was installed and customers, so I implemented find yourself in the area, we can on-site and staff completed an things slowly; I was concerned it vouch that it’s well worth a visit. hour-long training session prior to would take away from the ‘country Heaven in Devon! opening the next day. tearoom’ appeal. But after getting confident at taking orders at tables So, whilst everything looked to be with iPads, it’s now a talking point FIND OUT MORE... up and running, the hard work then and means we can spend more began behind the scenes bringing time with customers, not running To find out more visit: Josie up to speed on business back and forth with bits of paper. > limecloud.tech and bookkeeping management. Adoption was quick and staff were

90 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 91 Interview Interview

I am joined by one meaningful and proactive advice. The Gap and others. XU: of the early adopters Just the sort of work proactive and long-term supporters of XU accountants crave but often Understanding Cash Magazine; Spotlight Reporting’s struggle to deliver well or at scale. XU: Flow and Forecasting own Founder and CEO, Richard We take the pain away and add is always important. How does Francis. Richard, it is great to be multiple opportunities to kick open Spotlight Reporting make this clear able to speak to you today about the door to advisory services, new for Xero Users? all things Spotlight Reporting. revenue and better client outcomes. Could you start by giving us a brief We’re working with overview of your story and what led It’s not just about the software for RF: Xero to leverage the you to found Spotlight Reporting? us. Because our team has some messaging around Cashflow, but very experienced accountant- it’s great to see our Forecasting tool I had a long career as advisors on board - and a range of being chosen as ‘best of breed’ by RF: a business advisor us have also come from software big, global firms as well as many and chartered accountant, industry peer companies such progressive Xero firms around the first for a big firm then in the as Xero, Receipt Bank, Deputy, world. Recent releases such as UK (we lived in London for 4 etc. - we can truly work alongside Dynamic Rules, Loan Amortisation years), before founding my own our partners and understand the and Report Cover Designs have business consultancy back in New challenges. Our advice, resources cemented this as a fast-growth tool. Zealand. All along, I focused on and training/support consistently entrepreneurial clients and also my get ‘best in class’ ratings, because I’m personally passionate and own side projects and initiatives. we do genuinely ‘get it’ rather than outspoken about the fact that just sell and move on as others do. accountants don’t do enough The emphasis in our business cashflow forecasting and budgeting was always on creating an impact It’s clear that just - I think it’s a huge gap and a huge beyond our modest scale, which led XU: being a compliance opportunity for both advisors and to very early involvement with Xero. Accountant in 2018 isn’t enough. their clients. Our Cash Is King white- As the first accounting partner, One of your tag lines is ‘Spotlight paper goes into this in more detail we’ve really worked closely with Reporting helps you, from service and can be downloaded here: Xero from the very beginning of provider to trusted advisor’. How do bit.ly/2veEKfF the Rod Drury/Hamish Edwards you help deliver this? dream. Xero made it easier for us How do you help Xero to go ‘full cloud’ and more nimble The software XU: Users present this as advisors - but crucially there was RF: (empowering tools) is information to their clients in a a ‘gap’ that I saw and that led to the one pillar; our customer success way that’s easy to interpret for use founding of Spotlight Reporting. and training teams (empowering within their business? With Xero rightly focused on support) are the second pillar; and beautiful accounting, my advisory the third pillar is via our Education, The accountants are background really demanded webinar, Transform! Advisory RF: key to this, as I think more - visualisation, forecasting, Playbook, accreditation and other great businesses need great consolidation, action plans, advice contributions to the advisory guides. We’re “by accountants, and strategy - and so Spotlight movement (empowering advice). for accountants”, which is a Reporting was born. different emphasis than some. How important is it CFO’s within groups, franchises It’s amazing to hear XU: to educate Spotlight and not-for-profits also love us, XU: your journey and how Reporting’s new and existing as we make them look good to it has brought you to be the CEO partners on being a trusted advisor their stakeholders and save them and Founder of such an exciting and how are you doing this? truckloads of time. I think too company. Are you able to tell our that our front-line experience of readers more about Spotlight We have boots on the delivering Spotlight sessions and Reporting and how it can help RF: ground for this - our actual advice to clients over the impact their businesses? excellent and experienced Customer years means that we know what Success Team - as well as 24/7 works and how to visualise and We work with thousands coverage by Training & Support. We explain actionable advice in an easy RF: of accountants and do dozens of public and bespoke way. We’re not faking it till we make CFO’s to empower and fuel their webinars and training sessions it. conversations with clients and every month and also share widely Q&A stakeholders - and grow fees and via blogs, our Transform book and It’s been great to see customer satisfaction. Our reports, whitepapers; such as those around XU: your involvement with Richard Francis, Founder & CEO, forecasts and dashboards are fast, Cashflow Services, KPI’s and the webinars. How has this helped you effective and illuminating - a great Perfect Advisory firm. We also to educate Xero Users about the foundation for sharing insight, speak at many conferences and benefits that Spotlight Reporting Spotlight Reporting asking questions and providing collaborate with great coaches like can bring to their advisory

92 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 93 Interview

business? Also, what’s the next Emerging in 2013 and App Partner I decided to create a exciting webinar to watch out for? of the Year in 2015 and 2016, we’re RF: short and snappy, but hoping to go one step further this highly usable, ‘playbook’ that We have a few webinars year :) accountants could easily absorb, RF: coming up in all write notes on, highlight at the territories, often in conjunction with Following on from that, beach, share internally and adapt others. The best place to find out XU: what extra value does as needed. It was a first step to more is to check our social channels Spotlight Reporting add to Xero sharing my own advisory services as well as our website. Education Users? experience from inside a big firm, and discussion never stop! from creating my own boutique Job + project + Xero of course is a firm and also holding a mirror up I know you personally RF: great way to produce to some of the best Spotlight firms XU: travel to put on accounts, management reports and too. We’ve had a great response stock management Spotlight Reporting events around other core functionality. But in many and will be re-printing and sharing the world. How does this help you cases - maybe 20% of a client base more widely soon. connect with Spotlight Reporting - the opportunity exists to really PWL STWA customers and how has this made take the data and the conversation Are there any new Spotlight Reporting develop as a to the next level. Our action plans, XU: features or releases company? KPI’s, cashflow waterfall page, you can tell us about that Xero LIGHTLLY SIPL consolidations and cashflow Users can expect over the next 12 One year I did 55 forecasts are just 5 examples of months? RF: flights - which just other avenues for insight, decision- about killed me - so I’m thrilled making and great advisor/customer Phew, we’re releasing that my great team take a lot of interactions. Xero unlocks the door; RF: every 6 weeks or so the load on now. With nearly 50 Spotlight kicks it open for the great something pretty special. Lots staff, you’ll be seeing Spotlight work accountants, bookkeepers of Forecasting updates, Report team members all over the world and CFO’s could and should be Covers has just shipped, Account representing the brand, and I’m doing. Groupings is close, Multi is being personally proud of the quality of beefed up for seriously large groups Tidy helps streamline larger business: our team and their commitment to Spotlight Reporting - and we have some other cool the industry. We do the hard yards XU: is helping Xero Users stuff a bit under wraps. Given how always, getting face-to-face and around the world. What challenges frequently we get copied, we can’t developing relationships, whether it have you faced as an international give those competitors a head start Tidy’s forecasting tells ahead of time when we need to hire more be supporting Xero and progressive company? How has your global now! “ people, or nd more work to keep our people busy. This is accountants in Cape Town, Hong reach helped Spotlight Reporting Kong, Queenstown, Hobart or develop into the great tool that is it What is great is the level of critical for our business. Toronto. today? customer feedback we get that flows into our Product Roadmaps. You have been International companies Our own team as well have plenty Lots of our sta aren’t necessarily savvy computer users, but XU: integrated with Xero RF: mean a dispersed of experience and ideas across they can certainly nd their way around Tidy. for quite some time now. How has workforce, lots of travel, different all 4 of our products. We’ve got this helped the development of market approaches and challenges great software enhancements and Wendy Williams, Business Services Manager, SPI Industrial, NZ Spotlight Reporting? and a lot of late nights! Having extensions to keep us going for a ” said that, you learn a lot from new long time - so watch this space or Xero was of course our territories, adapting to local needs revisit us if you haven’t had a look RF: first integration and and cultural differences and having for a while! Users of we added WorkflowMax at the team members in places such as same time too. Alongside all of the Newcastle, Kettering, San Francisco, support over the years both for and Christchurch, Brisbane and Perth. from Xero, this has proven to be an I would hate to be just locally incredibly popular integration. Julie focused - in this day and age you and me of course also had Xero have to look global in my view. Workpapers acquired in 2012 and spent some time ‘inside the tent’, Congratulations on which helped cement some key XU: the release of your relationships, as others on the team book this year. I know this has have as well. been a personal goal of yours for a little while now. The book is called STC CSTRCTI ITRY & PRCT As we move into our 8th year, it’s “Transform”. Can you give us some FIND OUT MORE... B incredibly gratifying to still have insight into the book and how it AAGT AAGT AAGT AAGT our work recognised with a Xero might help Xero Users? To find out more visit: App Partner of the Year nomination > spotlightreporting.com at Xerocon South. Having won

94 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com BroughtTry to you free by PKF New Zealand (pkf.co.nz ) tidyinternational.comFollow us on Twitter: @PKFI Issue 16 / 95 Tutorial Tutorial How to:

Match incoming Bills @ApprovalMax Konstantin Bredyuk, CEO and Co- Founder, ApprovalMax with Purchase Orders As an experienced BPM expert, Konstantin has a strong focus on design and development of Business Applications which support Human Workflows. When you review incoming invoices for He is Co-Founder and CEO at ApprovalMax, known for simple correctness, you need to make sure that what and easy to configure approval workflows in finance. you are asked to pay is what you agreed to pay. That’s when Matching of Bills with the corresponding Purchase Orders comes into play...

S pending management in services you’ve ordered via multiple Please note that the description a nutshell: making sure Purchase Orders – making their job below provides an overview of both the GA functionality and that of the that the spending is necessary, is easier but leaving you to figure out Above: Manual Bill to Purchase Order Matching happening with the right suppliers exactly which Purchase Orders you upcoming ApprovalMax’s product and for the right price; truly an are being billed for. release. been allocated to this very same system would of course have to Order balance/budget has been essential part of safeguarding an Purchase Order. If the current Bill pass the appropriate review and completely consumed. organisation’s financial health. Or maybe you use Purchase Orders The first scenario covers manual amount exceeds the remaining approval process first). And it starts on the demand side, not for line-by-line ordering but as matching of Bills and POs, for which balance of the Purchase Order This kind of Purchase Order can be FIND OUT MORE... meaning all Purchase Orders must a kind of spending budget (bucket) Bills must have the status “Not (i.e. budget), it can be mapped to marked automatically as Fully Billed be raised, reviewed, and approved for each supplier so that you’re Fully Billed”. ApprovalMax presents multiple other Purchase Orders in Xero when they’ve been matched To find out more visit: in an organised, well-defined controlling how much business you with a list of all Purchase in the system (any new Purchase with the corresponding Bills, are > approvalmax.com manner – before they enter your all in all you’re placing with this Orders and filters them based on Orders that are not yet in the fully approved, and the Purchase finance system and get sent to the particular vendor while not focusing parameters that should be the same suppliers. on the details of every single order. in both the Purchase Orders and Below: Using Purchase Order as Budget Bills you’re about to match, for now But it is equally important that all Whatever it is, you need to make these are Supplier and Currency. incoming invoices are matched sure that there are no unintended, with their corresponding Purchase or even fraudulent, statements in The second scenario works for Orders which, of course, need to any of your incoming invoices. Bills that a have perfect match carry the seal of approval. with previously approved Purchase To support you every step Orders. Using a set of configurable There are good reasons for having of the way and make your matching parameters (such as this matching functionality as well job considerably easier, the Supplier, Total Amount, Currency, as an efficient approval process ApprovalMax Bill approval Quantity, Price, etc.), a single Bill in place for all invoices/Bills. In workflows provide a sophisticated can be automatically matched with an ideal world, all your Bills have functionality called Bill to PO a single Purchase Order, and even a perfect 1:1 match with your Matching. get selected for Automatic Approval approved Purchase Orders. In to save time. reality, there will always be invoices How it works that differ from the Purchase Orders The third scenario is perfect for you agreed to. As part of the approval process, those cases when Purchase Orders ApprovalMax picks up all Bills in are used as a placeholder/budget For example, maybe your supplier Xero that are Waiting for Approval for controlling the total spend with decided on partial billing for just a and routes them to the designated a particular supplier: when a Bill is part of the whole Purchase Order Approvers. In the first approval matched with a Purchase Order, the because they didn’t deliver all the step, Bills can be matched with the remaining balance for the particular goods or services you ordered. respective Purchase Orders. This Purchase Order (which stands for Maybe it’s the other way round and Bill to PO Matching can take place a certain budget amount) will be your supplier sends you a single in the following three scenarios. calculated – taking into account invoice that covers all goods or any Bills that have previously

96 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 97 invoices on receipt delivers a far Re-thinking accounts more robust process. It delivers far better protection against fraud, stops duplicate invoice payments, payable automation delivers enables faster approval processes @compleatP2P to avoid late payments of critical suppliers that disrupt supply, Neil Robertson is CEO of provides far better invoice query 90% productivity gain Compleat Software management, real time reporting A 39-year veteran of the to manage cash flow and 100% financial software marketplace, Neil has a long track record of auditable compliant best practice. New opportunities of invoice building disruptive start-ups into successful businesses, Commercially, it is a very compelling including his time as CEO EMEA capture and approvals automation of Great Plains where he built proposition for every MD. The the business outside of the USA approver without intervention by payments, delivering real time common arguments of concerns from 1995 - 2001. Compleat is the finance team. financial visibility and productivity over accuracy, reliability and Neil Robertson explains why a simple but fundamental no exception and is perhaps the most disruptive of them all. savings of up to 90%. delivering a quantifiable ROI sound change of thinking revolutionises the entire accounts The approval process can now more like excuses than a defensible take place from any connected A philosophical shift justification against change. payable function for every business... device, with automated reminders to keep the wheels turning. The biggest change is undoubtedly As with all major changes delivered T he automation of finance permanently. For accounting payment. It is even more surprising On final approval, the invoice philosophical. Accountants have through technology, they require a processes has been taking practices and bookkeepers, that many also fail to see the is automatically posted to the been wedded to paper invoices diligent review. But if that review place over the past 40 years, it increases their outsourcing huge opportunity this presents, to underlying accounting software, for as long as double entry confirms that all of the benefits taking small incremental steps to resources capacity by a factor of 6-9 improve their client’s processes and again, without touch. bookkeeping has existed and this are both real and achievable at a improve financial management. times, delivering an unparalleled gain access to larger organisations all too often remains true today. We justifiable cost, change becomes In terms of the accounts payable competitive advantage. and the increased revenue Proposed payment reports simplify all live in a digitally interconnected inevitable. process, automation is now opportunities they represent. the payment cycle and maintain a world for just about everything and delivering the biggest leap forward Another compelling benefit for all full audit trail of payment approvals. it is really time for the accounting in decades, both for businesses accountants is the delivery of a fully All it requires is a change in thinking community to fully leverage and for the accounting practices auditable compliance best practice to achieve a much more efficient The result is a simple, seamless software like ours and Xero’s, and FIND OUT MORE that provide outsourced services process for the entire AP function, way of working, because effective process, with a complete audit follow suit. to them. including the forthcoming “Making automation is about changing the trail from invoice receipt through > compleatsoftware.com Tax Digital” legislation. way we work, not automating how to approvals, posting and supplier The simple act of capturing all The technology is here, it’s driving we work today. efficiency and it’s a must-have for It provides the opportunity for every businesses of all shapes and sizes; accounting practice to re-engage The goal becomes to capture every in particular accounting practices. with their clients via a unique invoice on arrival. For emailed PDF XU READER SPECIAL Those who embrace it will enjoy proposition – saving a huge amount invoices, simply ask the supplier to increased productivity of up to 90% of time and money whilst receiving change the email address they send % Donkey Work – tedious, 50 OFF! whilst delivering improved real real time information on your cash it to plus implement the discipline repetitious work; drudgery You pay NZD$9.50 for time financial management to their requirements and suppliers as a of capturing, bundling and scanning Dictionary.com clients; those who don’t will soon bi-product. the diminishing paper invoices 6 months, normally find themselves struggling against daily. The result is the immediate NZD$19pm their new competitors. It becomes a small step for removal of all paper, together with Use code accounting practices to offer to the considerable and now pointless This huge leap in increased remove the headache of the entire labour required to deal it from first LET US DO YOUR DONKEY WORK! XU50% productivity is driven by 2 accounts payable function from touch through to filling. Removing fundamental changes that have their clients, significantly reducing the paper at source also delivers already taken place. The first is the their client’s cost by doing so. For instant real time information to We are affordable, cloud based and pre-integrated with Xero- non techies can growing trend whereby businesses MD’s of small businesses, this is a everyone that needs to know, use one account to easily set-up approval workflows with as many people as required send their sales invoices via email very compelling proposition. whether that is cash requirements as a PDF (this already accounts reporting or improved supplier Multi-Step, Group or Alternate approval workflows – flexible workflows to for over 70% of all invoices). The The revolution created by an account management of critical reduce errors while Approval Donkey keeps things moving and tracks it all second is the utilisation of AI and automated invoice approvals suppliers. machine learning to fully automate process Automated requests and notifications - are automatically sent by Approval and process them. As 60% to 80% of all invoices Donkey when transactions are ‘Submitted for Approval’ in Xero It is surprising that a considerable are always coded to the same The implications are proportion of accounting practices department, this adds the ability to Conditional fields - so Approval Donkey can automatically route approval groundbreaking. For small, remain unaware of the accounts ‘default’ this information at both the requests to the right people at the right time every time growing businesses, it reduces the payable approval processes that invoice header and also for invoice overhead costs of the accounts take place prior to them receiving line items. The result is that most Managing and tracking it all - approvers know exactly what to respond to on any device type, with everything tracked and in one place payable function by up to 90%, an approved invoice for posting and invoices are delivered directly to the

98 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Broughtapprovaldonkey.com to you by PKF New Zealand (pkf.co.nz Doing) the Donkey WorkFollow for us on Approvals! Twitter: @PKFI Issue 16 / 99 Automating tax

@keypayUK codes for bureau Phil Bernie, Co-Founder, KeyPay Phil co-founded KeyPay, a cloud- based payroll and workforce management tool new to the UK in 2018. Since its launch in Australia in 2012, KeyPay now businesses serves over 70,000 Australian businesses and processes over $10 billion a year in employee Winner: KeyPay - Software Supplier of the Year - payments. Phil is passionate about keeping business processes simple and removing Global Payroll Association 2018 the unnecessary stressors in the payroll and workforce world.

When I co-founded KeyPay, my sole purpose was to change the way businesses with HMRC. Bureau businesses are many automation features built to should actually be focused on worked and paid. I wanted to understand the frustrations payroll managers had and now able to automatically update save bureau businesses time and ‘managing’ the payroll rather develop automated solutions to make life easier. We started this in Australia and employee tax codes, as well as their ease the workload. Innovation than chasing up timesheets and effective dates directly from HMRC isn’t about keeping up-to-date manually adjusting data. have grown to serve over 80k businesses and over 180k employees. Now in the for each employee. This is done with legislative changes, it’s UK, we’ve built a product with the very same intentions - solving pain points for each time the pay run is created, about removing the headaches bureau payroll managers through automation and technology... removing another manual step for experienced by payroll managers. Try KeyPay free for 30 days payroll managers. We see the future of payroll being focused on technology automation. > www.keypay.co.uk Tax code updates are just one of For payroll managers, the work S implifying tax codes overpayments. forgotten or that can easily result in mistakes in manual data entry. The One of the big pain points for UK The current process involves HMRC only other option then is to update payroll managers is managing sending an email to the employer as required upon receiving the the ever-changing employee tax advising their employee’s tax code email from HMRC, then calculate codes. HMRC collects tax from 41 has been changed, adding an any changes per employee, based million workers and, on average, 8 extra step in the payroll process. on date and previous pay. All round million have either been underpaid Alternatively, the payroll manager nightmare for the bureau payroll or overpaid in the tax year. This can check the employee tax code manager. method does not cater to workers on HMRC if they are running a that have changing circumstances pay. Whilst the option is there Whilst many payroll platforms have throughout the year and then run for manually checking, it’s an spoken about automating tax code the risk of facing a hefty tax bill, extra manual step in the payroll updates, KeyPay has automated the or waiting until year end to recoup process, and one that is often either process through its API integration

100 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 101 client beforehand, it means that meetings with them become more focused and productive. They Out with the old, become about outcomes rather than just presenting figures. @AdvanceTrack “Most productive meetings are when everyone’s familiar with the Vipul Sheth ACA CTA, Founder numbers and then meet up to come and Managing Director, in with the new AdvanceTrack Outsourcing up with a direction and action- points,” says Sykes. Vipul Sheth is a UK based AdvanceTrack examine some of the new models of practice ICAEW Chartered Accountant and Chartered Tax Advisor. Vipul The option for Sykes and others to that are developing – and how tech facilitates this change. trained with a regional UK firm provide a broader range of services before moving to Ernst & Young will naturally become a temptation AdvanceTrack asked Kevin Reed to look at those that and KPMG. AdvanceTrack is a UK Headquartered Accountancy – as clients lean on their adviser for have launched from the ground-up, and provides food for Outsourcing Company with the full suite of back-office support. offshore operational centres, and tax services – along with for Richard Sykes, founder of thought for traditional practices that are reticent about delivering services around the globe. increasing options to use direct CloudCFO. A KPMG-trained For ACCA’s Collins, this is a natural evolving their offering... bank feeds from clients – creates an accountant with finance function path and one already trod in the opportunity to automate. experience, he is looking for corporate world. G eneral practices run by trust in financial services post- online accounting arena? That’s technology to manage the finance Baby Boomers cannot 2008, has seen the pendulum swing right, the biggest accounting firms. This automation of processing then back office for his clients – and “If you look at the general CFO role, continue as they have done. For very much in favour of accounting enables information to be shared then he wants to focus his time and it already encompasses strategic, starters, the sands of time continue professionals for broader advice. Deloitte’s Propel offers start- between accountant and client efforts on advising them. finance, HR, IT and cybersecurity,” to pass unhindered. Second, Numerous surveys around the ups and small businesses a more often and more accurately. says Collins. “The CFO doesn’t have the world in which a practice’s globe point to accountants as bookkeeping, accounting and tax This is why the term ‘virtual CFO’ is “I want to be in the passenger seat to be an expert in all of them. For accounting services are provided the most trusted adviser, usually service. An expert at Propel will also now bandied around the practice next to them,” he says. “I want practices they can identify where moves at a seemingly faster pace scoring way ahead of banks, send clients monthly management community. more contact time and a deeper the opportunities are and use other than the grains themselves. financial planners and lawyers. reports – all at a pre-agreed fixed relationship.” experts to deliver.” fee. A live dashboard taking data Practitioners can free themselves But before we hurtle headlong What are the options then, for from feeds illustrates the business’ from slogging through compliance With a truly outsourced finance Cloud technology may be, as Sykes into the future, it is important to practices? performance in real-time. work, and instead provide strategic function, the tech deals with puts it, “a gift from the gods”, but remember that the more things and deeper advice to their clients. receipts and bookkeeping, not choosing technology stacks and change, the more they stay the We have seen much growth in the While a ‘separate’ business to that Richard or the client. platforms is fiendishly confusing same. In reality, the types of accounting franchise. TaxAssist is of Deloitte, there is of course the And while accountants have always Finance functions are normally and time draining for practices – so service that clients want from their billing £37m in UK fee income, with option to refer across where clients worked with other service providers costed at 1.5% of a business’ planning is essential. accountants – while varied – is not more than 200 sites in the UK. Its require services outside of the to help clients, it is clear from revenues. dramatically or radically different blue and yellow livery is clear to see online offering. Crunch, Propel and even Geniac Sykes admits he has spent “an from what they would have required on high streets and other locations that online offerings can broaden Sykes will charge clients 2% – the inordinate amount of time” 20 or 40 years ago. up and down the country. There are even variations on the that scope. difference being the price for studying the tech options open to online accounting theme among strategic and business development him. “There are pros and cons to all “There will always be people who Then there are the volume the big firms themselves – and not “Good practices have always consultancy. the choices, and the tech features want to have basic tax returns done providers. A great example of all have worked out. For example, offered that ‘FD function’ but often move very quickly as well,” he says. and dusted,” explains ACCA head of this model is Mazuma. Based in Grant Thornton’s Geniac proposition on a relatively small scale, as you “If I can add that value through advisory Glenn Collins. Bridgend, Cardiff, Sophie Hughes was effectively an ‘office-as-a- can only deal with a limited number improving cost of sales or adding to and Lucy Cohen launched the service’. of clients. sales, then that percentage model And existing, successful, practices business in 2007, defying the seems very clear for clients. Some have always offered a form of value- economic downturn to build a This included payroll, company But as data becomes more digital cloud-based pricing tools offer so added business advisory service. highly market-friendly bookkeeping secretarial and legal – driven via the it means you can offer it to more many options and combinations it FIND OUT MORE... These are the types of deeper and tax return business. Its cloud. clients,” adds Collins. can be confusing,” he adds. business advice oft-referenced distinctive ‘purple envelope’ service > advancetrack.com as what practices should aspire sees clients post receipts and However, the firm’s multi-million This is the direction of travel By sharing information with a towards, moving beyond just paperwork monthly. pound investment hasn’t worked compliance. out, and clients had to find a new Finally, you have Crunch, an online provider at short notice. Perhaps what has changed is the accounting provider that does 6 Productivity Killers in Accounting sheer reliance on accountants by more. Crunch enables clients to Geniac’s failure illustrates that the small business and owner- take up insurance and investment change and disruption means risk managed business communities. products as well – all through its – new offerings will not necessarily PRODUCTIVITY KILLER FIVE: website. You can even choose a succeed, even among the biggest Check out approvalmax.com Process changes in the IT systems take The erosion of the bank network mortgage. operators. and disappearance of the months on end ‘manager’, along with dissipated But who else has pushed into the Ultimately, cloud-driven accounting

102 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 103 Integrating Xero with your subscription management system for streamlined accounting

Subscription based SMBs face unique challenges when it comes to integrating subscription and membership information with their accounting systems. Aayush Patel, Financial Controller at Fishburners, Australia’s growing co-working space for has also helped prevent bad debts. Can you tell us a little more intact, it’s just eliminated the Q: about how you handle manual parts. tech startups, describes how they address some of these challenges to create better Why was connecting your reconciliation using Chargebee & Q: subscription management Xero? Has the integration had processes for their finance team... system with Xero important to you? Q: any other benefits for your We use Chargebee’s Chrome team? Tell us about Fishburners Membership includes meeting isolation for our invoicing and Prior to our search for a A: plugin to simplify the Q: and the problem you’re rooms, idea space, perks from our accounting. However, this was very A: subscription management reconciliation process. The plugin The integration saves our solving... sponsors, pro bono sessions from manually intensive and human error system, we used a payment matches our payment transactions A: finance team 8 hours a industry experts, check ins with our prone, and we realised that we gateway to charge our members, with our bank statements in Xero, week from manual work. Before Fishburners is Australia’s city manager, community events, had to change our process to scale while Xero was used for invoicing after which we can reconcile with a we used Chargebee, our customer A: largest community of workshops and more. Fishburners efficiently. and accounting. Our gateway data click of a button. The Chrome plugin service team did not have access to tech startups. Back in 2011, has always been a founder focused needed to be reconciled with our has been superb and it has helped Xero, given the sensitive nature of Peter Davison, a seed investor of community, providing opportunities What are some of the invoice data. But because the our finance team to reconcile the financial data that was stored Paypal and Mike Casey, founder for our members to grow their Q: benefits of using a billing & gateway wasn’t integrated with payments with ease. there. This meant that they would of GradConnection decided startup. subscription management system Xero, our team would spend time have to request the finance team for to create a space for aspiring like Chargebee? manually matching Xero invoice Have you had to change any billing information they needed tech entrepreneurs to learn, Members have mentioned that our data to gateway charges on bank Q: any internal accounting about a customer. Chargebee’s role- With a keen interest in disruptive communicate and collaborate. biggest value add is our community The biggest benefit statements. This process was prone processes as a result of using based access helps them directly technologies, Since then, Fishburners has of like-minded entrepreneurs who A: is the ability to sync to error and it also wasn’t the best Chargebee and Xero? login to the billing system and Aayush joined continued to be a highly advise and support each other in comprehensive membership data use of our time. access restricted data. The product Fishburners to develop and collaborative community with their ventures. from the subscription management One of our biggest concerns therefore serves as an excellent implement the world class founders from different and billing system, like invoices, Since Chargebee integrates with A: before we decided to use source of truth for not just our financial strategy backgrounds and expertise. We When did you decide that payments and taxes into Xero. This both the payment gateway and Chargebee was the potential of financial data, but all our cross- of the company. His have had more than 1000+ founders you needed a subscription has been a huge timesaver for us. Xero, we can now automate the having to change our existing functional membership data. approach of delving Q: into the story behind walk through our doors and in the management system? entire process without any hassle, finance operations and processes. the numbers allows last 18 months we have tripled our Chargebee also has a simple, whilst simultaneously managing We were pleased to find out him to shape the FIND OUT MORE future narrative of membership size and expanded to Since scaling to 3 intuitive UI, and their built-in our memberships in one place. that the simple usability of both Fishburners. He Brisbane, Australia and Shanghai, A: locations and tripling our customer portal enables our softwares has enabled us to keep > www.chargebee.com/xero seeks to utilise China. membership base in less than 18 members to access, edit and most of our previous processes software at any opportunity to months, we realised that we needed pause their subscriptions. Our automate reporting What are some of the a subscription or membership customer service team no longer and analytics to drive Q: services Fishburners offers management product to support have to make these changes and data-driven decision for startups? us as we grow. With growth came the freedom of self-service has making across the 6 Productivity Killers in Accounting organisation. the challenge of billing, invoicing helped improve the customer Fishburners’ main offering and member management. After experience for our members. Other A: provides coworking space extensive research, we decided benefits include Chargebee’s easy PRODUCTIVITY KILLER SIX: to startup founders and teams. to use Chargebee, a subscription integration with our payment Check out approvalmax.com Overworking to get audit-ready We provide options such as a billing and management product gateway, multi-currency support, dedicated desk, community hot that integrates with Xero. Before and tax-supported invoicing. The desk and virtual memberships. Chargebee, we used Xero in payment recovery/dunning feature

104 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 105 BGL’s CAS 360 and Simple Fund Added together, these tools When clients subscribe to BGL 360, for example, works while you empower and save accountants applications, they get much more sleep; automatically importing data hundreds of hours each year! than just software and processing transactions from many different sources, Integration with But of course the technology itself @BGLdot including ASIC, ASX, Xero Practice is not enough! We understand that Success in the ASIC Iress, banks, brokers, Manager software is useless without first Meet BGL corporate compliance Ron Lesh is the Founder and wrap accounts, class support. Therefore, our clients Managing Director of BGL and SMSF software Corporate Solutions platforms, only comes to At BGL, we believe also get access to BGL hands-on Your partner in compliance registries, actuary organisations that focus integration is product training, our e-Learning Ron has been involved and document the future of channel, the BGL community, in computer software for on technology, client Tired of spending hours with manual process? Ron Lesh accountants for almost 30 years, providers. Our relationships and team technology and podcasts, webinars, executive being acknowledged as an open API provides collaboration!! that’s why our cloud- briefings, industry events and introduces BGL’s CAS 360 and Simple Fund 360, accounting industry thought leader. Prior seamless data sharing based software, CAS award- winning client service. to this, Ron spent 10 years in software solutions that will simplify your ASIC corporate public practice where he led firms for all our ecosystem 360 and Simple Fund 360, and qualified as a Chartered business partners. provide unique two-way integration Our clients’ success is definitely compliance and empower your SMSF administration Accountant. with Xero Practice Manager. what drives our success. business... CAS 360 automatically downloads data from ASIC’s website to This means, if you make a change Many of our clients have been with prepare company annual reviews to a person’s details in Xero Practice us for over 15 years and we would W hen we started in 1983, accounting industry is in a state established company with over 120 and ensure company debt Manager, CAS 360 is automatically certainly not be here without them. we were just a small of constant change, in 2009 we employees and 8000+ clients. can be properly monitored. At notified so the appropriate ASIC consulting firm assisting decided to reinvent SMSF admin same time, Simple Fund 360 forms and documents can be accountants and businesses with our cloud-based solution How will technology empower your provides efficiency gains through prepared. The same happens in to gain more value from their Simple Fund 360, released to business sophisticated data matching, highly Simple Fund 360 - enabling clients computer systems. And as time market in 2014. Followed by intelligent corporate actions, big to maintain a single client database, FIND OUT MORE... passed, I started to question CAS 360, our cloud-based ASIC We, at BGL, believe that embracing data analytics, machine learning, the ultimate goal of a professional myself: why haven’t some of these corporate compliance solution, in technology and moving to the cloud artificial intelligence, TBAR firm! manual processes been automated 2017. is all about creating efficiencies. management and much, much To find out more visit: yet? Why are our clients wasting more. > bglcorp.com so much time processing data? Over the years, BGL evolved in so Have you ever thought about many ways to become Australia’s how highly you would like to save And that’s how it all started. most awarded and leading hundred of hours to focus on what developer of SMSF administration really matters - your clients? That We first launched BGL’s Corporate and ASIC corporate compliance would be fabulous, right? Well, this Affairs System (CAS) in 1989, cloud software solutions. It’s is entirely possible if you have the followed by Simple Fund Desktop incredible to see how we went from right tools. in 1997! Having in mind that the a team of 2 employes to a well-

106 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 107 going above the scope, it ends up How to avoid and costing you. Help! We’ve got a bad case of scope creep. What do we do? @ignitionapp manage Scope Creep When it comes to scope creep, Guy Pearson, CEO/Co-founder, prevention is definitely better than Practice Ignition the cure. If you’ve identified a You’ve created what you believe is a solid job management 10+ years of experience in current project that’s besieged by professional practice and is scope creep, there are a few things system. You’ve got all of your documentation sorted and a a Chartered Accountant. His origin story starts at Interactive you can do to try and turn things letter of engagement worthy of a Pulitzer Prize. Your client Accounting. around. onboarding process feels like it’s working. Identify the issue. If you realise So, why are you scrambling to finish work on time? Why scope creep is going to cause aren’t you making as much profit on jobs as you should be? a job to go over-budget or miss deadlines, the first thing you need clear, precise language and out a solution. to do is identify where things went record every detail of the client’s • Learn the awesome power of C ongratulations – you’re necessarily a bad thing. Changes • Misunderstand the original wrong. requirements. Ensure that you the word ‘no’. You’re in business the latest victim of scope happen, and delivering a project briefing process and forget to get every client to agree to this to do an awesome job for your creep; the silent villain of service that meets your client’s needs is include important information or Avoid the blame game. Often, scope scope of work with Practice clients. It can be hard feeling businesses everywhere. Scope exactly what you’re here to do. But requests. creep comes down to staff caving in Ignition. It may be a simple as though you’re disappointing creep robs you of profit margins, when it’s happening frequently and • Be dealing with indecision in their to demands from a pushy client. matter of changing the questions them by not being able to stresses out your team, creates disrupting your team, you need to own company, leading to lots of you ask the client. Janet Odgis for accommodate their requests. dissatisfied clients, and causes consider what you can do to curtail last-minute changes. Speak to the client. Depending on Huffington Post has some great • Get used to it. Know when a missed deadlines and rushed work it. • Have unexpected issues at their where the scope creep has occurred tips for improving your statement client is being disorganised or that could wreak havoc on your end that impact the project. and how far through you are, you of work, including incorporating has changing requirements, reputation. Consequences of scope creep • Forget to include key elements may be able to go back to the client budget flexibility and outlining and when you’re being taken when creating the brief. and explain that the work will incur the key decision makers before advantage of. Don’t let pushy So what exactly is scope creep, and Dealing with the changing needs • Be disorganised and unable to an additional fee, and ask if they the project gets underway. clients walk all over you – how can you manage and avoid it in of clients is part of doing business. provide you with the information still want to go ahead with it. • Document everything. embrace the ‘no’ and you’ll be your business? But, if you’re struggling to manage when you need it. Milestones, deliverables, much better off! this flexibility and scope creep is • Fail to understand the importance De-stress the team. Your staff are communication, budget, • Brief your account managers What is scope creep? impacting too many jobs, you might of their role in the process. probably working frantically to timeframe – keep strict on what to look out for. The discover that: make this project happen. Let them documentation throughout every buck stops with account In project management terms, You can’t control your client’s know that their work is appreciated stage of a process so that you can managers who must approve scope creep is when the project • Your staff are getting stressed actions or business, but you can and that you have their back if the see problems as they arise, and new requests as they come in. ends up diverging from its stated out and working too much put processes in place to minimise client complains. Bring doughnuts. can identify scope creep before it Scope creep often happens in outline. Usually, scope creep occurs unpaid overtime to try and problems that can lead to scope Everything’s better with doughnuts. takes over. projects overseen by new account because the client adds extra work meet deadlines or incorporate creep. • Discourage gold-plating. managers who don’t yet have the that isn’t in the original plan, or additional requests. Suck it up. Sometimes you have Encourage chronic gold-platers understanding of what’s included the client changes the plan in the • The quality of your work is How do you cause scope creep? to take scope creep on the chin to express their ideas during and what isn’t. middle of the project, or your team suffering because you’re trying to and accept that you’ll lose money the project scoping stage, so discovers the project requires a push too much out too quickly, Clients aren’t the only culprits on a job. Look at the situation as they can be incorporated into Scope creep and your process deeper level of work than originally and can’t take the time for quality responsible for scope creep. You a business lesson and develop a the budget. Try not to reward thought. assurance that you normally could unwittingly be contributing plan on how you can prevent scope gold-platers when their initiatives At the end of the day, everything would. to scope creep issues by failing to creep in the future. cause serious scope creep. boils down to process. Even the For example, you’re hired by the • Your profitability is being eaten be clear about the brief, or there • Include scope changes as part of best technology won’t help you client to put some paperwork away by projects running over may be miscommunication issues Preventing scope creep your process. When onboarding manage issues like scope creep if together for the incorporation of budget and over time. If you between members of your team. clients, explain where and how you don’t have the process to back their business. However, halfway don’t, you may not even be aware Managing scope creep is one thing far along the process they can it up. through the project the client of the fiscal impact until your CFO You may also be the victim of – stopping scope creep altogether choose to increase scope, and throws another folder at you – delivers devastating news. “Gold-plating” – a term borrowed is an even bigger win. Here are our how that will impact deliverables Have you ever encountered scope paperwork for another aspect of from software development. Gold- tips for preventing scope creep and costs. You will also require creep in your business? How did the business they assumed was How do clients cause scope creep? plating means people on your team impacting your business in the budget flexibility to account for you deal with it? included in the price but you know doing more work to over-deliver future: scope changes. in fact is not. That’s also scope Our lovely, good-natured, well- on the scope. This is scope creep • Project management software creep. meaning clients are to blame for the that comes from your team, not the • Create a clear statement of will save your bacon. Project FIND OUT MORE... majority of scope creep issues. They client. Wanting to over-deliver on work. If scope creep is a common management software helps you If you’re in a professional service just can’t help themselves. the awesome is a good thing, but problem, it might be time to take identify scope creep before it To find out more visit: firm, you’ll come across scope when you’ve got people constantly another look at your engagement happens, so you can get clients > practiceignition.com creep from time to time. It’s not Clients may: spending more time and budget on letter to make sure you use and your team together to hash

108 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 109 that the primary purpose of these being advised. automating business processes accountants was to educate with custom workflow. Figure 1 Is your technical themselves about the new It is important to find out from shows an example of EzzyBills technologies available. Technology your clients what their business custom workflow. providers were many at Accountex processes are and identify the best @ezzybills and the services they offered were technology solutions available to With comprehensive application diverse. It would take a lot listening, help them. For example, farmers programming interface (API) advisory service Dr Li Fitzmaurice, co-founder, hands-on experience, and some tend to get most sale invoices and support, EzzyBills can readily EzzyBills technical skills for accountants expenses in the form of recipient integrate with many other Dr Li Fitzmaurice is the co- to stay on top of technology and created invoices. Therefore, the accounting software. It allows not founder and marketing manager figure out the best choices for their technology advice needs to be only the retrieval of invoice data, of EzzyBills, a new generation of industry-relevant? ‘Smart’ Xero connected apps for customers. industry-specific to ensure the best but also allows the use of our invoice data processing. fit. special machine learning, supplier/ Some of our accounting partners product matching algorithms, and choose to use the technology for “At EzzyBills, we strongly believe other smart components of our In recent years, accounting firms are expanding their services into business advisory and their own practice first and then that it is important to cater for technology. EzzyBills also supports consulting. One form of business advisory service is technical advisory. As with any advisory and onsell to their clients if they love to the technological needs of many different workflows, i.e. business use the technology already. Fippet, different industries. Generic processes. consulting services, to succeed, an accounting firm shall understand the drivers for businesses to a cloud solution consulting service technologies may be sufficient take up advisory services and cater your services to meet industry specific demands. In short, keep provider is doing just that with to make your accounting and EzzyBills has grown to provide your technical advices relevant to your clients’ business processes, growth and success. great success. This pathway is more tax digital; however technology services for businesses of all sizes. manageable and cost effective, that has been customised for For small or medium enterprises, especially if your practice has a the industry would deliver EzzyBills provide services to them Li Fitzmaurice, the co-founder and marketing manager of EzzyBills, is shedding some light on this small number of employees. the maximum benefits to the mostly via our accounting partners. businesses.” To service larger businesses, with interesting case studies in technical advisory... Some accounting firms are Dr Li Fitzmaurice EzzyBills works extensively with conservative in their choice of industry partners, with EzzyBills as “ Among thousands of provide services for people with Manager, we help people with NDIS technology: they prefer more In addition to the smart machine the core of the technology via API. EzzyBills accounting disability. These services are plans to claim and process their established and well-known brands. learning, EzzyBills is geared partners, we see an emerging provided by service providers, invoices. Implementing EzzyBills In being so, emerging technologies towards smart customisation. group of accountants that are who are typically independent has made a huge difference to our are kept out of their selections. Our technology design enables us FIND OUT MORE... proactive with the jobs they do. contractors. processing time. The EzzyBills team When their clients are out searching to deliver customisation rapidly. They push us hard to provide has modified their tools for us to themselves, the accounting firm Our customisation is either in To find out more visit: customised services to their According to the Australia capture the extra details required by may not appear in a position of the form of special document > ezzybills.com clients. They talk to us about the government forecast, over NDIS. This has significantly reduced technical advisor but rather the one data extraction, or in the form of industry-specific need of their 100,000 NDIS service providers our data entry time and potential clients in terms of technology, are expected, adding twenty for errors. Thanks to EzzyBills we’re email us examples of their billion dollars to the Australian able to operate a highly efficient Sarah’s Story paperwork and workflow, and seek Economy. This is the creation of the and scalable business.” the best solutions to streamline largest new industry in Australia Elisa James, CEO of Plan Tracker No Limit Bookkeeping is asked by EzzyBills account with a custom the business processes. in a generation. Many of service Sarah to help her solve a problem. workflow and Sarah’s web ordering providers will be independent Industry specific customisation like She runs a bakery, which generates software sends all her invoices to While doing so, these accountants contractors, who will need this is a huge boost to productivity. hundreds of sale invoices every EzzyBills. EzzyBills will upload to are providing advisory services accounting services. Accounting professionals that are day, and that is too many to export Xero a single Invoice at the end in technology as an extension of able to implement such technology to Xero as it will choke her Xero of the day for Sarah. This single their normal accounting services. EzzyBills and our accounting for their clients will make their account. invoice will contain a summary of They see the strength of EzzyBills partners are expanding rapidly in services valuable to their clients, everything she has sold that day. in providing customised invoice this market. The current invoice making themselves an integral part No Limit Bookkeeping sets up an automation and approval solutions volume and growth is truly of NDIS business opportunities. for their clients. They understand staggering. The architecture of that businesses are in a very EzzyBills allows us to provide Be industry specific in technical competitive environment and custom integrations, such as advisory to ensure best fit customised solutions will drive up providing specific NDIS functionality Technical advisory is about their profit margin and make them like extracting the NDIS provider integrating two completely winners in their industries.” number from invoices, identifying different industries; accounting Dr Li Fitzmaurice what service is provided via and technology. It requires different Loved by 6000+ Accountants and Bookkeepers our unique description to code skill sets and hence it is not without We have seen excellent technical matching. With an EzzyBills Custom challenges. Save time and add more value with Receipt Bank advisory services provided to the Workflow, payment requests can be www.receipt-bank.com businesses associated with the uploaded into the NDIS payment Whilst exhibiting at Accountex National Disability Scheme (NDIS). portal in seconds. London a few months ago, we had ™ NDIS was created on July 2016, the opportunity to talk to hundreds by the Australian government to “As an NDIS registered Plan of accountants. We discovered

110 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 111 Embracing the new-age of accounting: keep up @klipfolio Stef Reid, Digital Marketing EzzyBills Invoice Data Processing Specialist, Klipfolio or risk falling behind Stef Reid is a content marketer with a love for writing and design. A curious mind with a desire There is no hiding from the drastic impact of technological for continuous learning, Stef is passionate about health and advances on business; and the influence these changes wellness, secretly loves a good have on the accounting industry is no exception. The DIY project, and acts as a mentor to students in her community. EzzyBills, Put Xero on Autopilot constant rapid change triggered by the data revolution She graduated with a Bachelor of Commerce Degree in Marketing means that the need for more data, across more channels, is from Carleton University in more prevalent now than ever before... Ottawa, Canada.

W ith companies across all allowing them to automate tasks to revolution is driven by consumer industries adopting SaaS save you time and money? demand for not only increased principles, today’s accounting data, but improved data quality and firms are being challenged Despite advances in machine governance. Automation software is to acquire new practices and learning and artificial intelligence, becoming the norm for innovative, measure performance in new and the value in human interaction growing accounting firms, and, emerging ways. The willingness remains exploring ways to leverage tools of a company to extract value from and their integrations helps them the resources available defines the It is with no surprise that the service their clients in new ways. difference between their success importance of fostering meaningful The use of new tools allow for more and failure. relationships with clients is time to focus on future strategy and imperative to the success of any fostering strong client relationships. Smart accounting firms are business, even in an automation- capitalising on new technologies driven culture. The ability for Accounting professionals who EzzyBills and data to help attract and retain accountants to automate many of stay on top of their data using the clients. their most tedious tasks frees up latest trends and tools position time; allowing them to dedicate themselves favourably and are Are you one of them? more resources to developing client better prepared to offer the highest relationships and becoming better level of service for their customers. You’re likely experiencing the advisors. One great way for businesses to disruption that developments in monitor their success is to consider machine learning and AI are having Automation provides organisations using dashboards, a cloud based on you and your competitors. Are with the necessary tools to expand reporting solution for accounting you leveraging these changes and service offerings, but does not and business professionals. threaten their existence entirely. With more time and more data, So, how should I prepare for the accounting firms are able to provide inevitable changes to come? proactive advice and adopt the role of a business advisor, not just an 1. Prepare for the new age of accountant. workers

Bottom line, you and your business Aside from culture, flexibility can coexist with technology, you and social needs that millennials just need to figure out how it can expect, they are also entering Line items are extracted with full description; add value to your role as a trusted the workforce equipped with a Invoice Data Processing service provider. new level of technical accounting Support multiple-level management approval, expertise, due to major changes Automatic Job/Region/Project Tracking, and Proactive action in the era of in accounting education. Acc1o0un0t %cod eAs uauttommatiaont ibca,s eWd oint yho uLr iXnereo iDnvoeictea hiilsstory. automation KPMG’s launch of its Master of Generally speaking, the technical Accounting with Data Analytics EzzyBills 112 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Technology f Issueor To 16m o /r r o113w Program, which was developed providing resources for them give your firm’s partners an in collaboration with The Ohio to develop open-mindedness, unsolicited view of the status on State University Max M. Fisher adaptability, and willingness to client files. College of Business and the learn to support the technological Field Service Villanova School of Business, is shift; after all, these skills will be 4. Drill down data security being rolled out at a number of necessary as new technology will measures universities in the U.S. be the new norm of client service. All of these advancements in The program was created to Mastering these skills means technology bring new concerns educate and prepare future that you will be prepared for the surrounding data security. accounting professionals to future and will no doubt position Educating your team on the best keep up with changing client your firm to provide the highest IT security practices is critical in Free Job Management App demands - meaning improved degree of personalised services. securing client information. service, deeper insight, and the for small service business sheer volume of data in the world 3. Embrace remote work as the Adapting a data-driven mindset today. norm as an accountant is imperative to staying relevant and successful ✓ Keep your customers satisfied and loyal 2. Teach your staff now This is an easy one, and in the new era of technology. realistically, a practice your firm Embracing change and providing ✓ Manage your jobs and staff from your mobile With educational institutions should already be doing - with innovative client service will adopting new degree programs policies in place to facilitate position you as a business advisor. ✓ Get paid on time and maintain a healthy cashflow that are streamlined with the new flexibility and the ability to work What other ways are you ensuring technology era, accounting firms from anywhere. that your team embraces and must adopt this same malleable capitalises new change? mindset; ensuring they are Decentralised work and virtual conscious of the priorities of their offices are key for employee new recruits. satisfaction and productivity. Consider implementing a FIND OUT MORE... Create an environment where this team messaging and workflow new age of workers can flourish. management system such To find out more visit: Prepare your current staff by as Slack and Trello, that will > klipfolio.com

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114 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 115 Case Study Case Study

we’ve saved across the practice. It’s been useful to not have them stored in any one person’s Outlook inbox. 5 reasons why It’s also made collaboration and being able to view conversations @SuiteFiles and history a lot easier.

Kim Anderson, Marketing We use the email template Manager, SuiteFiles accountants love feature a lot – being able to create Kim is the Jane-of-all-trades consistent, standard emails that Marketing Manager at SuiteFiles. anyone in the practice can send has After falling into software a bit by accident, she’s now a passionate been great. We use it for everything advocate for better tech and now – setting up workflows for SuiteFiles people-focused processes for requesting information, onboarding businesses. clients, quotes, etc. When we build templates, we make sure they already have PDFs or documents Connected to our one-source-of- us to collaborate on client files, and In 2013, Prince George was born, Pope Benedict XVI resigned, and attached to the email. So, when truth in Xero has been a massive time saver for SuiteFiles integrated with Xero. Since then, SuiteFiles has become we send tax returns to every client, creating common documents and the attachment is already there Michael Risoli from MKS Group file structures. Our team finds that a Xero HQ partner and a popular Xero add-on for cloud-based file – we don’t have to think about it it has helped us to standardise how management. SuiteFiles is now a go-to app, particularly for accountants anymore, we just pre-populate it SuiteFiles is connected to our we work so we can do things more with client data from Xero and send source of truth in Xero Practice efficiently, which helps businesses moving to Xero’s Practice Management platform. But why? What attracts it. Manager. We love not having to growing their team or client base, copy and paste client data into like us. For example, when we accountants to SuiteFiles? We decided to ask some of our customers... It’s simple to use documents. Instead, we use the onboard a new client, we can template pre-population feature in select a predefined folder structure W hat is SuiteFiles? We could move off a server and office. Being cloud-based means David Aston & SuiteFiles, so if the source of truth through the folder template we’ve become cloud-based our staff can now access what they Belinda Patton is right, then client information pre- set up. We can do this at the click of SuiteFiles is a cloud-based need, wherever they may be, using from Delante populates correctly in the template. a button. Creating new documents document management app Crystal Robinson from Chancellors a much faster and more reliable Accountants from templates is also easier and designed for accountants and other Chartered Accountants method. We are so happy with Using the templates feature quicker than previous processes. small-medium businesses. With it SuiteFiles and haven’t looked back. Going from a server-based has changed the way we deliver you can easily store, manage and As a progressive accounting firm, environment to a completely cloud- documents to clients. We use it on work with your business files, all we are always looking at ways Being able to save emails and based environment, we’ve had to multiple levels, but particularly for from one place online. From editing to streamline and improve our attachments into place a lot of trust in our document fixed-price agreements and general files and creating templates, to business. We wanted to move away SuiteFiles management system and the correspondence. We have standard scanning and Outlook integration, from server-based products and backup of our data. templates that we can pre-populate SuiteFiles is kitted out with features look towards the cloud. SuiteFiles Michael Garcia with the required fields out of to make managing your documents has given us the tools to be able to from Garcia Group Prior to being 100% “in the cloud”, Xero’s CRM – the client name, the a breeze. SuiteFiles also integrates finally make this a reality. Advisors we had to rely on remote desktops addressee, the salutation and with popular business tools like and VPNs when working outside email – which eliminates so much Microsoft Office, Outlook, and Xero After migrating to SuiteFiles, we We love email file management in the office. Now with SuiteFiles, we processing time when we’re doing FIND OUT MORE... so that you can really hit the ground could move completely away from SuiteFiles and the ease of using have instant access to the data we it at volume. When you look at a running in the cloud. our server and stop using “the the Outlook add-in. With SuiteFiles, use to run our business. We can project like issuing 200-300 fixed- We originally built SuiteFiles 5 reasons why accountants love always unreliable” remote desktop we can ensure that everyone can readily store, and find, documents price agreements, we’re saving a because we couldn’t find an SuiteFiles: for staff working away from the access the emails and attachments and emails on the fly! SuiteFiles mountain of time. existing product like it – a also saves us time when we’re We also love being able to show robust, simple, cloud-based back in the office, as we don’t need someone how to use templates file management system for to upload files to the document once, and they can do it. This really small-medium businesses that management system. improves the speed of completing made it really easy to move tasks like this. to the cloud. The years have SuiteFiles is simple to learn, even proved that we weren’t the only for someone from a non-accounting ones who needed SuiteFiles, background. The set-up is straight Standardises how we and we’re so proud of the good forward and finding files is a breeze. work feedback we’ve received from This all adds to the efficiency of customers. running our business – less time Jeremy Fox from searching for documents means The Fox Group If you’d like to take SuiteFiles more time adding value to our for a test drive or to view a clients, as well as building our We love SuiteFiles because it demo, visit us at: business. provides a seamless, efficient and > suitefiles.com/trial user-friendly experience. It helps

116 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 117 Apps Compared Apps Compared

Compared: Practice Management

For more information, please visit: Senta - senta.co Karbon - karbonhq.com Xero Practice Manager - xero.com/practicemanager Glide - whatsglide.com AccountancyManager - accountancymanager.co.uk

Xero Practice Accountancy Xero Practice Accountancy Senta Karbon Glide Senta Karbon Glide Manager Manager Manager Manager Client Onboarding Job notes Unlimited ü ü ü ü Assisted contact import ü ü ü ü ü Job documents Unlimited ü ü ü ü Assisted processes & work import ü ü ü ü ü Monthly progress summary & charts Future & Historical ü - - ü Onsite or remote onboarding assistance available ü ü ü ü ü Track individual jobs & task across your firm ü ü ü ü ü eSign Letters of Engagement ü - With Practice - ü Calendar view of when jobs are booked to be worked ü ü ü ü ü Ignition on eSign Terms & Conditions ü - With Practice - ü Track jobs against milestones, budgets and due dates ü ü ü ü Coming soon in new Ignition Not budgets releases Workflow - Task Management currently Individual to-do lists ü ü - ü ü Staff Task Management ü ü ü ü ü Colleague assignments ü ü - ü ü Deadline Calendar ü - ü ü ü Time Management Deadline Reminders ü - ü ü ü Track Time with Timer Coming soon With Tsheets ü ü ü Automated Staff Allocation ü ü - ü ü integration Adhoc Tasks Client & Practice ü ü ü ü Track Time against Tasks ü - ü ü ü Recurring Tasks ü ü ü ü ü Timesheets Coming soon With Tsheets ü ü ü integration Rule/role based process automation and access ü ü - ü ü Chargeable Time Coming soon With Tsheets ü ü ü Custom job fields Unlimited ü ü ü ü integration Auto job creation Unlimited triggers ü - ü ü Time to WIP - - ü ü ü Job allocation options (manual, automatic, pool ü ü - ü ü Configure multiple charge rates for any combination of - - ü ü Coming soon system) user/workfow/client Custom work statuses ü ü ü ü ü Optionally set required minutes per user/day, - - - ü Coming soon submission and approval stages Work types ü ü ü ü ü Comprehensive reporting on timesheet entries, bills, Coming soon - ü ü ü Work templates ü ü ü ü ü client profitability, staff productivity Work timelines ü ü ü ü ü Document Management See upcoming jobs ü ü ü ü ü Secure Document Storage ü ü 25Gb included ü ü See upcoming tasks ü ü ü ü ü Upload files to job cards, client cards and users. ü ü ü ü ü Visible on job/client/user cards and in Google apps Not with Track overdue tasks ü ü ü ü ü Google apps Approvals ü - - ü ü Attached documents to jobs + tasks ü ü ü - Coming soon Automatically chase clients ü ü - ü ü >

118 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 119 Apps Compared

Xero Practice Accountancy Senta Karbon Glide Manager Manager File management ü ü DropBox/Box/ - ü GSuite/SuiteFiles Automate Bill Entry Attach files to tasks & notes ü ü - - ü Invoicing Create Invoices - - ü ü ü and Payments. Send Invoices - - ü - ü Users User Levels ü ü ü ü ü User Permissons / Roles ü ü ü ü ü Security & Privacy GDPR Compliant ü ü ü ü ü Reporting & Insights Flexible & Customisable Report Builder Tool - ü ü ü Coming soon Search & Filtering Global search ü ü ü ü ü Contact list filtering ü ü ü ü ü Work list filtering ü ü ü ü ü Task filtering ü ü ü ü ü Education & Technical Support Online education, knowledge base & video tutorials ü ü ü ü ü Regular Webinars (region dependent) ü ü ü - ü World class 24/7 support ü ü ü ü ü Call-back support for complex issues ü ü ü ü ü In-product training & Community - ü ü ü ü 1:1 champion training ü ü ü ü ü Team live training ü ü ü ü ü Additional Features Mobile App ü Accessible in ü - ü mobile browser Client Portal ü ü - ü ü

Compiled by Matt Flanagan, Director, BlueHub (Web: bluehub.co.uk, Twitter: @Blue_Hub) "Entryless is Powerful This information was true and correct at the time of publishing. Releases happen all the time. Please contact the App for the latest release information. and Growing."

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120 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 121 New Xero Connected Apps New to the Accounting LIVE Xero App Marketplace Finance professionals connected

Job Management Made Easy. and employee performance ST ND New App Bills / Expenses SEC GLASGOW // 21 & 22 NOVEMBER 2019 shout-out Ascora is the all-in-one solution for management? Manage payroll and reducing administration overheads leave with Happy HR’s seamless Are you a new Receipt Stash and improving productivity by Xero cloud-based integration. Xero-connected @ACLIVESHOW App? Let receipt-stash.com/integration/xero providing quotes, job scheduling, other Xero invoices and business reporting on Paychex users know... Receipt Stash automates data your iPad, iPhone, PC or Android pages.paychex.com/xero email alex@ xumagazine.com entry and storage of your device. business expenses. It’s automated Paychex is a leading provider of bookkeeping software that’s Payments / Finance integrated solutions for payroll, simple, accurate and fast. HR, retirement, and insurance services, empowering business Custom-made Integration Beyond Merchant Capital owners to focus on the growth and beyondmerchantcapital.com.au/ management of their business. xero/ Squirrel Business Hub POS / Hospitality http://squirrelcrmhub.com.au/zoho- Beyond Merchant Capital provides crm-xero-integration/ unsecured cash advances of up to $500,000 to qualifying merchants, Redcat Squirrel Business Hub is a with flexible repayment options and redcat.com.au/xero Melbourne-based consultancy no hidden fees. Xero customers can specialising in CRM apply online for approval in hours. Hospitality software, by hospitality implementation, customisation, people, for your hospitality development, integration, Other business. Redcat helps cafés, SEMINARS NETWORKING 121 ADVICE automation and training. Streamline restaurants, bars and franchises WORKSHOPS CPD HOURS 80 EXHIBITORS your business and marketing to thrive and grow, by giving them processes to set you up for success InView complete visibility and control of with Squirrel Business Hub. inviewapp.com business information.

Debtor Tracking Synchronise Xero invoices and bills Tevalis to your calendar. website.tevalis.com/tevalis-and- One click integration with all your xero-integration/ Ezi Debt Collection desktop and mobile calendar ezidebtcollection.com.au/xero- applications. Never forget to pay Tevalis is a leader in supplying integration your bills or chase up overdue innovative Epos technology invoices again. solutions and enterprise tools to Ezi Debt Collection automates the hospitality, leisure and gaming REGISTRATION IS FREE ONLINE NOW! collection of your debts by Payroll / HR industries. Simplify and streamline systematically progressing through your accountancy process across a tried and tested debt collection the business with Travalis and Xero. process. With 2-3 clicks Ezi Debt Gpayroll BOOK NOW // 6 CPD HOURS Collection will take outstanding gpayroll.com Xero Practice Manager ACCOUNTINGLIVE.CO.UK invoice information from Xero and commence the debt collection Gpayroll is an easy to use, self-run OR £20 ON THE DOOR process. Speed up your accounts online payroll service. It provides Doc2Data receivable by integrating Xero with a comprehensive online payroll doc2data.com EDC. solution for your CPF filings, tax Please note: this is declaration and salary payments. Streamline your invoicing process not an exhaustive with Doc2Data. Doc2Data offers list of new Apps Invoice & Jobs in the Xero App Happy HR clients the tools, resources and Marketplace. You happyhr.com guidance necessary for all of their can see all Xero- Ascora accounts payable processing needs. The CPD Certification connected Apps Service Collective Mark at www.xero.com/ ascora.com.au/home/xero Its HR made Happy. Want legally marketplace compliant HR policies, contracts

122 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 123 ORGANISED BY NEW START EXHIBITIONS LTD

A4 Advert no Sage.indd 1 18/07/2018 16:07:27 New Releases Updates and new releases from the Xero App Marketplace

New feature Account Kit Side-by-Side Bill View as well as a WPN only shout-out account-kit.com significant UE enhancement, thanks • Ability to manage RDO’s and TOIL to the Optimistic Approval feature. Are you a Xero- connected App? AccountKit’s new releases include Clicking the “Approve” button Connectably Got a new feature the addition of the Fuel Tax Credit immediately marks the PO or Bill as connectably.com or update you’d Calculator to the toolkit, as well as “Approved” without having to wait like to share with the Xero User integrations with BGL CAS 360 and for the system to respond. Connectably is now helping reduce community? SimpleFund 360. Other updates evening sales & marketing admin Email alex@ include the addition of one-off BGL for accountants, consultants, a xumagazine.com events for the Equipment Finance bglcorp.com cleaning company, PR & marketing Tool (re-financing/early payout), agencies, therapists, coaches, and many-to-one contact support During the first half of 2018, BGL more. We’re also delighted to be with XPM and other XPM sync released a number of new features the first small business CRM to be refinements, and email integration to its cloud-based solutions, a GoCardless Partner. With direct within the Correspondence Register including the long-expected and debits that can be easily set up (beta). unique AI Assistant in Simple Fund from quotes and order forms and 360. The AI Assistant has been automatically reconciled by Xero, ApprovalDonkey developed to help solving the that’s a lot of bookkeeping (and approvaldonkey.com problem of incorrect transaction chasing!) admin saved for small posting in Self Managed Super service businesses. Over the past few months, the team Fund (SMSF) ledgers, meaning: at Approval Donkey have been busy less errors, less review time and Float with some really significant updates less audit adjustments. It will save floatapp.com and releases. This includes: a huge amount of time and cost for • Multi-step approvals SMSF administrators. Introducing our brand new feature • Required Response approvals - multi-budgets! You can now easily • Conditional field mapping Castaway Forecasting break down each line in your chart • Xero additional attachments castawayforecasting.com of accounts into separate amounts • Xero raw data attachments with individual payment dates, • Auto Approve transactions New: brand new software version, giving you complete control over • Turn on/off approval notifications new look, new features how you show cash moving in • My Pending Folder view New: enhanced integrations, and out of your business. Thanks This provides all Approval Donkey dashboards and reporting to multi-budgets, your cash flow users greater functionality with capability forecasts are more flexible, granular significant enhancements to our New: one-touch integration with and accurate than ever before and integration with Xero. MS Excel scenario planning is even more powerful! ApprovalMax Since our original release in 2010, approvalmax.com replacing WinForecast at the time, G-Accon we have grown our reputation www.accon.services With the latest release, around the world as the leading ApprovalMax delivers the long- business modelling software G-Accon has launched a new anticipated extension of its Bill solution for small to medium release that includes a set of to Purchase Order Matching businesses. Castaway are also the features for automation of Xero capability. In addition to the manual preferred business advisory tool for reporting in Google Sheets. You matching of POs and Bills, there practicing accountants. The latest can now automatically update a will be the option of matching version of Castaway, Release 2018, query or report by using a flexible POs and Bills automatically and is the most powerful and functional schedule, providing your clients enabling automatic approval for the yet. with a real-time analytics right in corresponding matched Bills. Also, Google spreadsheets. Some of the it will be possible to use POs as CloudPayroll features include: virtual budgets with the capability cloudpayroll.com.au • Auto-Refresh Scheduler to split and allocate incoming Bills. • Email updated spreadsheets Recent releases have already • Single Touch Payroll enabled automatically introduced the functionality for a • Ability to process payroll with • Backup Historical Data in Google

124 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 125 New Releases

Drive Microkeeper skill endorsement. This includes • Data Monitoring microkeeper.com.au 100Mb of storage per employee. • Added AU Payroll and Assets for download Australia’s only all-in-one solution Re-leased for managing your Rosters, re-leased.com Infoodle Timesheets and Payroll online, infoodle.com Microkeeper continues to bring Re-Leased has seen new product even more functionality to our updates in areas of client In addition to managing the various users: accounting, service charges, lists of people connected to your reconciliations, integrations and organisation, the primary reason • An invoice for payroll can now more, as well as launching NEW for adding Infoodle as your Xero be imported directly into Xero mobile apps into the market. Re- add-on app is to manage your with full Tracking Categories. Leased’s Landlord mobile app will donations. Infoodle allows you to Microkeeper generates reports give owners complete oversight on take online payments, track pledges such as wage breakdown, how their portfolios are tracking - in and donations, generate receipts, overtime, bonus, tax and real-time. And with the Tenant app, file Gift Aid claims plus much, much superannuation. Each expense occupiers will have full visibility more. can then be allocated to the of their lease, including the ability relevant account. to log maintenance issues and Recent changes include; Infoodle • Single Touch Payroll functionality monitor their progression. has a much improved receipt is now live. You can submit templating engine, giving you payroll data (salaries and Spotlight Reporting greater control of the output wages, PAYG withholding and spotlightreporting.com and design. It can now manage superannuation) electronically to part payment of Xero invoices. the ATO each time you complete Upcoming features include better Outputting statements has been a pay run. comparative reporting, new an improvement often requested, • The release of our Skills Matrix industry templates, and personal which is now available. This uses feature allows for the collection, wealth reports. Save time and the sophisticated clustering approval and storage of improve forecasting accuracy with techniques built into Infoodle employee documentation and our dynamic rules. We’ve added a which allows regional or divisional skill endorsement. This includes loan rule for client financing and breakdown of contacts, campaigns 100Mb of storage per employee. regional tax schedules. and transactions ensuring privacy between regions if required. Practice Ignition Tidy practiceigntion.com tidyinternational.com iPayroll ipayroll.co.nz Australia’s only all-in-one solution • The integration of Xero payroll for managing your Rosters, with TidyWork, TidyBuild and • Top-up tool to ensure minimum Timesheets and Payroll online, TidyEnterprise wage requirements are met, great Microkeeper continues to bring • The release of eCommerce for the rural sector even more functionality to our integration with major • Automatic recognition of regional users: eCommerce vendors including anniversary days as public Shopify holidays • An invoice for payroll can now • Projected leave calculator in the be imported directly into Xero Unleashed Employee Kiosk with full Tracking Categories. unleashedsoftware.com Microkeeper generates reports Loc8 such as wage breakdown, At Unleashed, we’re dedicated to loc8.com overtime, bonus, tax and helping our users capture market superannuation. Each expense opportunity and stay one step Job Management solution Loc8 can then be allocated to the ahead of their competitors. We’ve recently released a new Calendar relevant account. released a B2B platform to provide feature! With a full screen mode • Single Touch Payroll functionality businesses with a tool to help them listing all in-field workers and is now live. You can submit carry out their B2B e-Commerce showing options for working week, payroll data (salaries and transactions efficiently. Our B2B weekly, and monthly, the new Loc8 wages, PAYG withholding and platform will allow the business to Calendar has a dedicated section at superannuation) electronically to promote their products and allow the top displaying all non-assigned the ATO each time you complete customers to lodge sales and check jobs. Based on availabilities, jobs a pay run. product availability. can then be dragged and dropped • The release of our Skills Matrix to technicians at the chosen time. feature allows for the collection, This new feature allows Loc8 users approval and storage of to increase proactivity! employee documentation and

126 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 127

ABE_XUMAG_AD_210x297_4C_V3.indd 1 1/5/18 5:02 pm App Directory

NOW OVER Movemybooks | @movemybooks CRM Online Really Simple Systems | @ReallySimpleSys EndGame | @GoEndGame UPDATED FOR movemybooks.co.uk crmonline.com.au reallysimplesystems.com end-game.com/xero App/Service Directory MMC Convert | @mmcconvert CustomerSure | @CustomerSure SalesSeek | @SalesSeek ExcluServ | @ExcluServ 700 mmcconvert.com customersure.com/xero salesseek.net excluserv.com/software To advertise, please email the team at: [email protected] 2018 APPS! XpressConvert Exsalerate | @exsalerate Senta | @sentahq Foundation Data xpressconvert.com.au exsalerate.com/xerointegration senta.co foundationdata.co.nz Bill.com | @billcom InvoiceSmash | @invoicesmash Freshdesk | @freshdesk Harmonic New Media | @harmonicnm Bills & Expenses Cloud Integration/Outsourcing CRM bill.com invoicesmash.com/xero freshdesk.com/xero Practice management harmonicnewmedia.com AutoEntry | @OCRexSoftware CitrusHR | @citrusHRconsult Lightyear | @lightyearco Advance Track | @AdvanceTrack 24SevenOffice | @24SOSupport Friendly manager that integrates Hashbang | @hashbangnz autoentry.com citrushr.com/xero lightyear.cloud advancetrack.com 24sevenoffice.com friendlymanager.com with you hashbang.co.nz Compleat | @CompleatP2P MileIQ | @MileIQ Accelo | @accelo Fuseboard | @Fuseboard Try Senta now, free for 30 days Infopower compleatsoftware.com mileiq.com www.accelo.com fuseboardapp.com/xero Totally unlimited use with no obligation. customintegration.co.nz No credit card required. Automated Data Entry Nexonia | @nexonia AccountancyManager | @accountancymgr Google apps for work Interlockit.com for Accountants & Bookkeepers nexonia.com/xero accountancymanager.co.uk xero.com/uk/google www.senta.co/xerouser interlockit.com Pleo| @pleo Administrate | @GetAdministrate Handshake | @handshake iSOS | @isos_uk Increase accounts payable www.pleo.io getadministrate.com handshake.com/integration/xero isos.com efficiency by up to 90% - PocketSmith | @PocketSmith AffinityLive | @affinitylive Highrise Connector By Xero Macbusiness Whilst enforcing an audit pocketsmith.com affinitylive.com help.xero.com/Network_Highrise Socket | @socketapp macbusiness.co.nz/xero-integration compliant process. Receipt Bank | @ReceiptBank Agile CRM | @agilecrm Infoodle | @infoodle socketapp.com NetEngine | @Net_Engine Try for FREE today! The future is here; receipt-bank.com agilecrm.com infoodle.com/xero Solve CRM | @solve360 netengine.com.au/xero-integrations AutoEntry.com be smart, be Compleat. Arlo solve360.com Numernet Abacus | @abacus ™ BlueHub | @Blue_Hub arlo.co SugarCRM | @crmonlineaus numernet.com www.compleatsoftware.com abacus.com Loved by 6,000+ bluehub.co.uk Base CRM | @getbase crmonline.com.au nuSoftware | @nu_Software ApprovalDonkey | @ApprovalDonkey Curve | @imaginecurve accountants and getbase.com SyncApps by Cazoomi | @Cazoomi nusoftware.com approvaldonkey.com imaginecurve.com bookkeepers Batchbook | @batchbook cazoomi.com Open Sauce Systems | @ Datamolino | @datamolino BlueHub batchbook.com Syngency | @syngency OpenSauceSystem datamolino.com www.receipt-bank.com 0800 669 6457 Breadwinner | @Breadwinner CRM & Donor syngency.com opensauce.systems Management Software | @Entryless breadwinner.com/xero-salesforce | @vision6 Red Arc Systems | @SystemsArc Entryless Add-on App selection Vision6 entryless.com BriteBiz | @britebiz vision6.com.au redarc.systems/xero App Implementation CHARITIES CHURCHES COMMUNITY GROUPS Automate and streamline britebiz.com/xero-crm-integration Workato | @Workato Red Jungle Limited | @redjungle Custom Integrations www.infoodle.com your approval workflows Automate Bill Entry CallPro CRM | @callprocrm workato.com/xero redjungle.com in just a few clicks with Xero Accountant Support Approval Donkey and Xero and Payments. Receipt Stash | @ReceiptStash callprocrm.com Infusionsoft By Zapier | @zapier WORK[etc] CRM | @WORKetc_support Sixtree | @sixtreeau working together. receipt-stash.com www.bluehub.co.uk CapsuleCRM | @CapsuleCRM zapier.com worketc.com sixtree.com.au Get 30% OFF! | @Scan2Invoice capsulecrm.com/addons/xero | @insightlyapp | @Xactsoftware Smudge | @smudgeio Use Coupon Code: Scan2Invoice Insightly For Xero Xact approvaldonkey.com XUMAGAZINE Doing the Donkey Work for Approvals! scan2invoice.com Invisible Business Solutions | @invizbiz Carry The One For Salesforce insightly.com xactsoftware.co.nz smudge.io senddr | @senddirect authorisedcloudintegrator.com.au carrytheone.co.uk JunariCRM+ | @JunariCRMplus Xploite | @xploiteapp Southgate Labs | @SouthgateLabs ApprovalMax | @ApprovalMax senddr.com LimeCloud | @LimeCloudLtd ClickDesk Live Chat | @ClickDesk junaricrmplus.com xploite.com southgatelabs.com "Entryless is Powerful approvalmax.com/xero and Growing." Shoeboxed | @Shoeboxed limecloud.tech clickdesk.com Legrand CRM | @LegrandCRM Zendesk by Cloud Elements | Squirrel Business Hub | @SquirrelCRMHub

w w w . e n t r y l e s s . c o m shoeboxed.com Client Heartbeat | @ClientHeartbeat legrandcrm.com @CloudElements squirrelcrmhub.com.au Spendesk | @Spendesk clientheartbeat.com Magnetism | @MagnetismXRM cloud-elements.com Stellarise | @Stellarise EntryRocket | @entryrocket spendesk.com ClubHub | @ClubHubSSL magnetismsolutions.com Zendesk by Zapier stellarise.com entryrocket.com Synkle| @SynkSimple clubhub.co.nz Mailchimp by OneSaas | @onesaas zapier.com/zapbook/xero/zendesk Syngeri | @SynergiTechLtd Expend | @expend synkle.com Collabspot | @collabspot onesaas.com/integrate synergitech.co.uk Custom Integration expend.io/xero Tallie | @UseTallie collabspot.com MemebershipWorks The Logic Studio | @TheLogicStudio ExpenseTron | @expensetronhq tallie.com/xero Connectably | @connectably membershipworks.com 3Bit Solutions logicstudio.nz/xero expensetron.com Tripcatcher | @Tripcatcher connectably.com Ninjodo | @Ninjodo 3bit.com/xero_solutions.aspx Tonic Works Expensify | @expensify tripcatcherapp.com ninjodo.com Axis Direct | @NZAxisDirect tonic.works/#xero use.expensify.com/xero Trippeo | @trippeo OnePage CRM | @OnePageCRM axisdirect.nz Trineo | @trineoltd EzzyBills | @EzzyBills trippeo.com/xero welcome.onepagecrm.com BlueHub | @Blue_Hub trineo.co.nz Basecone | @Basecone ezzybills.com Veryfi | @Veryfinance Waypoint | @We_Are_Waypoint OneSaas for Salesforce | @onesaas bluehub.co.uk Trio Technology | @Trio_Tech get.basecone.com/xero veryfi.com/xero wearewaypoint.com onesaas.com Custom D | @customdhq triotech.co.nz/xero webexpenses | @webexpenses OneSaas for Zoho CRM | @onesaas customd.com Web Industries Invoice Data Extraction Conversions webexpenses.com onesaas.com/integrate Coherent | @CoherentSoft webindustries.co.nz with line items. Webrecs | @Webrecs Click 2 Convert | @C2Convert Pepperi | @PepperiLTD coherent.net Zynk Upload, review and webrecs.com.au/xero c2convert.com pepperi.com Databuzz | @databuzz zynk.com/solutions/xero-integration/ approve invoices | @Xpenditure | @CloudconvertSa | @PieSync databuzz.com.au Xpenditure cloudconvert Piesync Debtor Tracking in real-time. EzzyBills xpenditure.com/en/xero cloudconvert.co.za piesync.com/xero Defsys | @defsys Zahara | @ZaharaSoftware ConvertworX | @ConvertworX commonsku | @commonsku PropertySuite | @PropertySuite defsys.com.au Armatic | @armaticio Try it for free zaharasoftware.com convertworx.com.au/xero-conversion commonsku.com propertysuite.co.nz Digital Fusion partners.armatic.io/xero basecone.com/uk www.ezzybills.com FITmyBooks Communigator QikBizCRM | @QikBizNZ teamdf.com Chaser | @chaser_hq fitmybooks.co.za communigator.co.nz qikbizcrm.com Dynamic Solutions Ltd chaserhq.com Hubdoc | @Hubdoc JetConvert | @JetConvert ConstantContact | @ConstantContact Quick Win Development | @quickwindev dynamic-solutions.co.nz/xero Check Business hubdoc.com jetconvert.com.au constantcontact.com quickwindevelopment.com check-business.co.uk/xero

128 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 129 App Directory App Directory

CollBox | @CollBox Office 365 | @Office365 Magento by Unleashed | @unleashedteam Vextras - Kiwi | @vextras CIN7 | @Cin7online Veeqo | @Veeqo Cliniko | @Cliniko inForm | @getinformapp collbox.co xero.com/uk/office-365 unleashedsoftware.com vextras.com cin7.com veeqo.com cliniko.com/xero getinform.com CreditorWatch | @creditorwatch PandaDoc | @pandadoc Magento by Zapier | @zapier Volusion by Vextras | @vextras Current RMS | @currentrms Vend Clio | @goclio Intellibook | @intellibookapp creditorwatch.com.au pandadoc.com/integrations/xero zapier.com vextras.com current-rms.com xero.com/uk/marketplace/app/vend landing.clio.com/xero intellibook.co

Debtograph | @Debtograph Proposify| @Proposify Magento Integration (Fooman) | @foomanNZ Web Widgets DataQlick | @DataQlick Viberent | @viberenthq Co-construct | @coconstruct Invoiced | @InvoicedApp debtograph.com proposify.com xero.fooman.co.nz websitebuilder.nz dashboardstream.com viberenthq.com global.co-construct.com invoiced.com/xero Debtor Daddy | @debtordaddy Qwilr | @Qwilr Magento by Carry The One Website Builder DEAR Inventory | @DearInventory Vinsight | @VinsightSW commonsku | @commonsku invoiceASAP | @invoiceASAP debtordaddy.com/xero qwilr.com carrytheone.co.uk websitebuilder.nz dearsystems.com vinsight.net commonsku.com manage.invoiceasap.com/xero Debtze| @DebtzeCollect Synkle | @SynkSimple MINDBODY | @mindbodyonline WooCommerce Evopos | @evoposdms Invoicing & Jobs Commusoft | @Commusoft InvoiceTracker by eBillity | @eBillity debtze.com/xero synkle.com partner.mindbodyonline.com onesaas.com evopos.com commusoft.co.uk invoicetracker.com Ezi Debt Collection Webrecs | @Webrecs Neto | @netoecommerce Zapier | @zapier Expandly | @expandly Accelo | @accelo ConnectWise by Wise-Sync | @wisesync ezidebtcollection.com.au webrecs.com.au/xero neto.com.au zapier.com/apps/xero expandly.com www.accelo.com wise-sync.com EzyCollect | @ezyCollect eCommerce OneSaas for Opencart | @onesaas Zen Cart by Carry The One Farmflo | @farmflo ActionStep | @Actionstep Copper | @copperproject ezycollect.com.au onesaas.com carrytheone.co.uk farmflo.com actionstep.com/xero copperproject.com Automate Your Fluidly | @Fluidly A2X Accounting | @a2xaccounting OneSaas for WooCommerce | @onesaas Financial Services Fishbowl | @fishbowl Active Collab By Trio | @Trio_Tech Corecon Accounts Receivable fluidly.com/xero a2xaccounting.com/xero onesaas.com fishbowlinventory.com triotech.co.nz corecon.com Funding Gates | @fundinggates Airsquare | @airsquare Opencart by Carry The One Beyond Merchant Capital | @beyond_cap Hike | @hikepos Acuity Scheduling | @AcuitySchedulin coreplus | @Intracore DA A www.invoicetracer.com fundinggates.com airsquare.com carrytheone.co.uk/xero beyondmerchantcapital.com.au hikeup.com/xero-pos-integration acuityscheduling.com coreplus.com.au InvoiceSherpa | @invoicesherpa Amazon.com by Stitch Labs | @StitchLabs Order Space | @orderspace BizFi | @Bizfinyc Manu Online Ltd | @ManuOnlineLtd AffinityLive | @affinitylive CurrentRMS | @currentrms invoicesherpa.com stitchlabs.com orderspace.com/integrations/xero bizfi.com manuonline.com/xero affinitylive.com current-rms.com IODM | @IODM_Software Bigcommerce by Carry The One osCommerce by Carry The One BlueVine | @BluevineCapital MRPEasy | @mrpeasy Apparelmagic | @ApparelMagic Cushion | @cushionapp iodm.com.au carrytheone.co.uk carrytheone.co.uk/xero bluevine.com mrpeasy.com apparelmagic.com cushionapp.com iTrade Late Fee Manager | @LateFeeManager1 Bigcommerce by OneSaas | @onesaas PayPal by Zapier | @zapier BodeTree | @BodeTree OrderHarmony | @orderharmony ApprovalMax | @ApprovalMax Dentally | @DentallyApp itrade.net latefeemanager.com/xero onesaas.com zapier.com bodetree.com orderharmony.com approvalmax.com/xero dentally.co/integrations/xero JobAdder | @jobadder LedgerLive Bigcommerce by Stitch Labs | @StitchLabs Pepperi Credi | @CrediPlatform simPRO | @simprosoftware AppsForOps | @AppsForOps DonkeyBean jobadder.com ledgerlive.com/xero stitchlabs.com pepperi.com credi.com simprogroup.com appsforops.com donkeybean.com JobPro Central | @JobProCentral Mentio | @mentiohq Carry The One PrestaShop by Carry The One Equifax | @equifax StarShipIt | @ShipIT AroFlo | @aro_flo EMAC | @EMACsoftware jobprocentral.com mentio.ca/xero carrytheone.co.uk carrytheone.co.uk equifax.com starshipit.com aroflo.com emac.com.au JobReady | @JobReadyNSW ONECLICK Cash Collection | Checkfront | @Checkfront Rocketspark | @Rocketspark Everline | @everline Stitch Labs | @StitchLabs Ascora | @ascoraapp ePrint MIS | @eprintmis jobready.com.au @ONECLICK_Apps checkfront.com rocketspark.com/nz/xero/ everline.com stitchlabs.com ascora.com.au eprintmis.com Jobsheet | @jobsheet oneclickcashcollection.co.uk Connex Sendle | @sendle Financiery | @financiery Stock and Buy | @StockAndBuy Autotask by My Accounting Toolbox etz Technologies | @etzTechnologies jobsheetapp.com/xero Promptly | @Paid_Promptly jmawebtechnologies.com sendle.com financiery.com stockandbuy.com myaccountingtoolbox.com etzpayments.com Kickserv | @kickserv paidpromptly.com CS Cart by 4Sprung | @cscart Shopify | @Shopify Fundbox | @fundbox TidyBuild | @TidyInt aXcelerate | @aXcelerate Experieco kickserv.com/xero Satago | @SatagoHQ marketplace.cs-cart.com shopify.com fundbox.com tidyinternational.com axcelerate.com experieco.com LEAP | @LEAP4LawFirms satago.com Dear Systems Shopify by Carry The One Fundera | @fundera TidyStock | @TidyInt B2BGateway | @B2BGateway EZ Rent out | @EZRentOut leap.co.uk Sky Collect | @SkyCollect dearsystems.com carrytheone.co.uk fundera.com tidyinternational.com b2bgateway.net ezrentout.com/xero Loc8 | @Loc8com skycollect.com Dremus | @dremus Shopify byonesaas | @onesaas Funding Options | @FundingOptions BookingBug | @bookingbug Fergus | @FergusApp loc8.com SMS My Debtors | @smsmydebtors dremus.com onesaas.com fundingoptions.com bookingbug.com/xero fergusapp.com smsmydebtors.com eBay by OneSaas | @onesaas Shopify by Pipemonk | @pipe_monk GetCapital | @Get_Capital briefcase Field Aware | @fieldaware Vision6 | @vision6 onesaas.com pipemonk.com getcapital.com.au getbriefcase.net fieldaware.com vision6.com.au eBay by Stitch Labs | @StitchLabs Shopify By Stitch Labs | @StitchLabs iwoca | @iwoca BriteBiz | @britebiz Fleetmatics WORK | @fleetmatics XO Cashflow | @xocashflow stitchlabs.com stitchlabs.com iwoca.co.uk/xero britebiz.com/xero-crm-integration fleetmatics.com.au xocashflow.com/Xero-Integration eCC Cloud | @webgility Shopify By Tradevine | @TradevineTeam Kabbage | @KabbageInc STOCK BuilderTREND | @BuilderTREND Foodstorm | @FoodStorm The free field service Documents webgility.com tradevine.com kabbage.com MANAGEMENT buildertrend.com/xero foodstorm.com app for small business ecwid | @ecwid Squarespace | @squarespace liberis | @LiberisUK BuildXact Formitize | @Formitize Basecone | @Basecone ecwid.com/xero squarespace.com liberis.co.uk tidystock com buildxact.com.au formitize.com get.basecone.com/xero ecwid by Stitch Labs | @StitchLabs Stitch Labs | @StitchLabs Moula | @MoulaMoney CarVue | @CarVue FreshBooks | @freshbooks loc8.com Boxkite | @getboxkite stitchlabs.com stitchlabs.com moula.com.au TradeGecko | @tradegecko carvue.com/xero onesaas.com/integrate/xero getboxkite.com Expandly | @expandly Stock&Buy | @StockAndBuy OFX tradegecko.com Chargebee | @chargebee Friendly manager Manu Online Ltd | @ManuOnlineLtd DiGA - Xero Excel Reporting | expandly.com stockandbuy.com xero.com/uk/financial-services/ofx Unleashed SoftwareUpgradeDirectory_Add.pdf | @unleashedteam 1 chargebee.com/integrations/xero 5/02/18 08:49 friendlymanager.com manuonline.com/xero @BiznizBackbone ezimerchant | @ezimerchant Storbie | @storbiecommerce Satago | @satagohq2 unleashedsoftware.com GeoOp | @GeoOp Magnetic | @magnetichq businessbackbone.co.uk ezimerchant.com storbie.com satago.com geoop.com magnetichq.com/xero C Evernote by Zapier | @zapier EZ Rent out | @EZRentOut Synergy 8 | @SynergyEight SmartBiz Loans | @SmartBizLoans GoProposal | @GoProposal MechanicDesk | @mechanicdesk zapier.com ezrentout.com/xero synergy8.com smartbizloans.com M goproposal.com mechanicdesk.com.au/addon-xero

Formitize | @Formitize Handshake | @handshake TaxJar | @TaxJar Waddle | @getwaddle Y Harvest | @harvest Mindbody by QSSConnect | @QuoteStockSell formitize.com/en handshake.com/integration/xero taxjar.com waddle.com.au getharvest.com quotestocksell.com CM Reconcile Payments Google apps for work Intellibook | @intellibookapp TradeGecko | @tradegecko Houston Medical MinuteDock | @minutedock Inventory MY xero.com/uk/google intellibook.co/features/Xero tradegecko.com In One Click. houstonmedical.net minutedock.com Hubdoc | @Hubdoc Loaded Commerce by Carry The One Tradevine | @TradevineTeam 24SevenOffice | @24SOSupport CY www.chargebee.com/xero i2B | @i2B_Limited Mobileezy | @MobileezyAust

hubdoc.com carrytheone.co.uk tradevine.com 24sevenoffice.com CMY i2b-online.com mobileezy.com i2B | @i2B_Limited Magento by OneSaas | @onesaas Veeqo | @Veeqo Apparelmagic | @ApparelMagic iCOS LIVE | @iCOSLIVE MyTrucking | @MyTrucking K i2b-online.com onesaas.com veeqo.com/integrations/xero apparelmagic.com CheckVault | @CheckVault icoslive.com mytrucking.com/integrations/xero checkvault.com.au

130 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 131 App Directory App Directory

NextMinute | @NextMinuteApp TidyBuild | @TidyInt Workshop Software | @workshoponline Eventbrite by OneSaas | @onesaas Progressclaim.com | @progressclaim Chargebee | @chargebee Payoneer | @Payoneer Crystal Payroll nextminute.com tidyinternational.com workshopsoftware.com.au onesaas.com progressclaim.com chargebee.com/integrations/xero register.payoneer.com crystalpayroll.com Okappy | @ok_appy XEDI | @xediLtd Eventbrite by Zapier | @zapier PropertyTree | @PropertyTree Chargify | @Chargify Payment Express | @PaymentExpress Deputy | @deputyapp okappy.com xedi.com zapier.com propertytree.com chargify.com/xero paymentexpress.com/xero deputy.com Order Space | @orderspace Manufacturing Expense Check | @expensecheck Re-leased | @re_leased Checkeeper | @Checkeeper PayPal | @PayPal Employment Hero | @EmploymentHero orderspace.com/integrations/xero expensecheck.com.au re-leased.com checkeeper.com/xero paypal.com employmenthero.com Patchability AroFlo | @aro_flo ezyVet | @ezyvet Re-View | @Re_viewsoftware CheckVault | @CheckVault PayPal by Zapier | @zapier enableHR | @enableHR time.patchability.com aroflo.com ezyvet.com/xero-accounting/ re-view.com checkvault.com.au zapier.com enablehr.com.au pay RIGHT AWAY | @PayRIGHTAWAY CONSTRUCTION Tidy Enterprise | @TidyInt Farmflo | @farmflo Real Estate Investar | @reiaustraila Debtor Daddy | @debtordaddy PennyPipe | @PennyPipe Ento | @entohq payrightaway.com.au MANAGEMENT tidyenterprise.com farmflo.com realestateinvestar.com.au debtordaddy.com/xero pennypipe.com/info/xero ento.com Preno | @prenohq Flowrev | @flowrev Rerun | @Rerunapp Directli | @Directli Pin Payments | @PinPayments ePayroll | @ePayrollAus prenohq.com/xero tidybuild com flowrev.com/xero rerunapp.com directli.co.uk pin.net.au epayroll.com.au Progressclaim.com | @progressclaim Google Calender By Zapier | @zapier RightSignature | @RightSignature DPS Payment Express | @PaymentExpress Plooto | @PlootoInc Flexitime | @FlexiTimeTeam progressclaim.com TidyEnterprise | @TidyInt zapier.com rightsignature.com paymentexpress.co.uk app.plooto.co flexitime.co.nz Proposify| @Proposify tidyenterprise.com Imporex Salesin | @SalesInApp EazyCollect | @eazyCollect POLi Payments | @POLiPayments Gpayroll proposify.com TidyWork | @TidyInt PROJECT & imporex.com.au salesin.com/integration/xero eazycollect.co.uk polipayments.com gpayroll.com ProWorkflow | @ProWorkflow tidywork.com INVENTORY InView SAT FXOnline | @satworldwide EzyCollect | @ezyCollect Receivabl | @receivabl_es Gusto | @GustoHQ proworkflow.com Time Tracker by eBillity | @eBillity MANAGEMENT inviewapp.com satfxonline.co.uk ezycollect.com.au receivabl.es zenpayroll.com Quotient | @QuotientApp ebillity.com Integrate with Sendle | @sendle eWay | @eWAY_ Rerun | @Rerunapp Happy HR | @happyhraus quotientapp.com/integrations/xero TimeCamp | @timecamp tidyenterprise com sendle.com eway.io rerunapp.com happyhr.com timecamp.com for Sharesight | @Sharesight Ezidebit | @Ezidebit SAT FXOnline | @satworldwide HR Assured | @HRAssured Tomahawk / Resbook | @ sharesight.com/xero ezidebit.com.au satfxonline.co.uk hrassured.com.au Synchronise Xero invoices TomahawkTourism Other and bills to your calendar Sharesight Pro | @Sharesight GoCardless | @GoCardless Stripe | @stripe HR Partner | @HRPartnerApp tomahawk.co.nz Calendar feed of your invoices & bills pro.sharesight.com.au gocardless.com stripe.com hrpartner.io Total Synergy | @totalsynergy A2X Accounting | @a2xaccounting Alerts you to which bills/invoices are due today Stryke Tax | @stryketax Stripe by Commerce Sync | IMS Payroll totalsynergy.com a2xaccounting.com/xero Updated on a regular basis stryke.com.au @commercesync imspayroll.co.nz Get 20% off for 3 months Tradify | @tradifyhq Acuity Scheduling | @AcuitySchedulin Synergy 8 | @SynergyEight commercesync.com Intertec TimePro Use Code XUMAG to redeem

tradifyhq.com acuityscheduling.com Visit us online at www.inviewapp.com synergy8.com Stripe (Canada) | @stripe timesheets.com.au Make sure you get paid Traffic Live Ag Profit | @AgProfitAus Tax1099 | @efile1099 stripe.com iPayroll on time, every time with deltek.com agprofit.com.au JobReady | @JobReadyNSW tax1099.com Stripe (IE) | @stripe ipayroll.co.nz the GoCardless for TriggerApp | @triggerapp Arlo jobready.com.au Track1099 | @Track_1099 stripe.com KeyPay | @KeyPayApp Xero app Qwilr | @Qwilr triggerapp.com/xero arlo.co LEAP | @LEAP4LawFirms track1099.com Square | @SquareUK keypay.co.uk qwilr.com Trio Technology | @Trio_Tech Arthur Online | @ArthurProperty leap.co.uk TransferMate | @TransferMate gocardless.com/xero squareup.com/gb RepairShopr | @RepairShopr triotech.co.nz/xero arthuronline.co.uk Lil Regie | @lilregie transfermateonline.com Transfer Mate | @TransferMate repairshopr.com/xero-integration Tsheets | @tsheets Avalara | @avalara lilregie.com/xero Vinosmith | @thevinosmith transfermateonline.com Roll | @rollhq tsheets.com/xero trustfile.avalara.com LedgerBackup vinosmith.com IntegraPay | @IntegraPay TransferWise | @TransferWise rollhq.com/xero Union Square | @unionsquareltd Backupmybooks | @backupmybooks ledgerbackup.com VINx2 | @vinx2 integrapay.com.au transferwise.com Salesin | @SalesInApp deltek.com backupmybooks.com MRPEasy | @mrpeasy vinx2.com uCollect | @ucollect_biz Free 30 day trial salesin.com/integration/xero Vinsight | @VinsightSW BizEquity | @BizEquity mrpeasy.com Wise.NET | @WisenetLRM ucollect.biz/xero Senddr | @senddirect vinsight.net bizequity.com/xero MyFirmsApp | @MyFirmsApp wisenet.co Worldpay senddr.com Vintrace | @vinx2 Boxkite | @getboxkite myfirmsapp.com Workato | @Workato business.worldpay.com ServiceM8 | @ServiceM8 vinx2.com getboxkite.com Office 365 | @Office365 workato.com/xero keypay.co.uk Recurring and one-o Payroll & HR servicem8.com vWork | @vWorkApp Business sorter | @BusinessSorter xero.com/uk/office-365 Workshop Software | @workshoponline payments made simple. Simple Salon | @SimpleSalon vworkapp.com businesssorter.com/xero OneSaas | @onesaas workshopsoftware.com.au Automated Data Processing Inc. | @ADP Microkeeper | @Microkeeper simplesalon.com/xero WHMCS for Xero | @edgehosting Cloudbusiness | @CloudBusinessLt onesaas.com Wufoo by Zapier | @zapier www.integrapay.com adp.com microkeeper.com.au simPRO | @simprosoftware edgehosting.uk/whmcs-xero-addon cloudbusinessllc.com Onsight | @Onsight_App zapier.com Boomr - Employee Time Clock | simprogroup.com Work[etc] CRM | @WORKetc_support CloudDash onsightapp.com Zapier | @zapier @BoomrApps Smart Reports | @smartreports worketc.com/new_landing/xero vesvault.com/partner/xero OzBiz Solutions | @OzBizSolutions zapier.com boomr.com smartreports.com.au WorkflowMax | @WorkflowMax ClubHub | @ClubHubSSL ozbizsolutions.com.au Zendesk by Zapier | @zapier InvoiceSherpa | @invoicesherpa citrusHR | @citrusHR SmartTrade | @SmartTradeSW workflowmax.com clubhub.co.nz PennyPipe | @PennyPipe zapier.com invoicesherpa.com citrushr.com/xero smarttrade.biz Controlc pennypipe.com/info/xero Zenoti | @ZenotiSoftware iZettle | @iZettle CloudPayroll Streamtime | @streamtime control-c.com/landing-xero pensionsync | @pensionsync zenoti.com/xero izettle.com cloudpayroll.com.au streamtime.net/xero It’s a match made in heaven. CoverKit by NZI pensionsync.com Payments Kwanji | @KwanjiX StudioNinja nzi.co.nz Piesync | @PieSync kwanji.com help.studioninja.co Curve | @imaginecurve piesync.com/xero Acuity Scheduling | @AcuitySchedulin Midpoint | @MidpointLtd Synchroteam | @synchroteam imaginecurve.com PocketRent | @PocketRent acuityscheduling.com midpoint.com synchroteam.com Customer Lobby | @CustomerLobby pocketrent.com Authorize.Net | @AuthorizeNet OFX New Zealand MyPAYE | @MyPAYE www.ipayroll.co.nz Synergist | @Synerg1st customerlobby.com PocketSmith | @PocketSmith reseller.authorize.net xero.com/uk/financial-services/ofx mypaye.co.uk synergist.co.uk Start your FREE trial: EntryRocket | @entryrocket pocketsmith.com Bill and Pay | @BillandPay OzForex | @ozforex Paychex | @Paychex Syngency | @syngency workflowmax.com/xero entryrocket.com Podio by Phases billandpay.com ozforex.com.au pages.paychex.com/xero syngency.com ePrint MIS | @eprintmis podio.com Bill.com | @billcom Pay RIGHT AWAY | @PayRIGHTAWAY Payescape | @PayescapeUK Australia The Service Manager | @theservicemgr eprintmis.com Podio by Zapier | @zapier bill.com payrightaway.com.au www.cloudpayroll.com.au payescape.com theservicemanager.com zapier.com

132 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 133 App Directory App Directory

Payment Evolution | @payevo Ikentoo| @iKentoo BGL Corporate Solutions | @BGLdot Castaway| @CAforecasting Flowrev | @flowrev SeederBoard | @seederboard Fergus | @FergusApp Roll | @rollhq paymentevolution.com ikentoo.com bglcorp.com castawayforecasting.com flowrev.com/xero seederboard.com fergusapp.com rollhq.com/xero PaysOnline | @paysonline Imonggo | @Imonggo Fractal labs | @Fractal_Labs Simple Numbers | @gregcrabtreecpa Flexitime | @FlexiTimeTeam SmartBiller | @smartbiller paysonline.com.au imonggo.com/partners/xero fractal-labs.com/xero simplenumbers.me flexitime.co.nz smartbiller.co.nz PaySpace | @PaySpace Infinity RMS | @InfinityRMS Futrli | @Futrli Simply Cashflow | @simplycashflow Freshdesk | @freshdesk Sohnar Limited / TrafficLive | @TrafficLIVE 3-way business modelling payspace.com infinityrms.com futrli.com simplycashflow.com/xero freshdesk.com/xero trafficlive.com iZettle | @iZettle Powerful forecasting software Grappster | @grappster StatX | @StatXapp GeoOp | @GeoOp Streamtime | @streamtime izettle.com that integrates with grappster.com/dashboards/xero statx.io geoop.com streamtime.net/xero Kounta | @kounta Grow | @goGrow Spotlight Reporting | @spotlightrep Google Calender by Zapier | @zapier Synergist | @Synerg1st kounta.com grow.com/partners/xero spotlightreporting.com zapier.com synergist.co.uk MINDBODY | @mindbodyonline Infoodle | @infoodle Harvest | @harvest Tanda | @TandaHQ partner.mindbodyonline.com infoodle.com/xero getharvest.com tanda.co castawayforecasting.com/xero PAYROLL SOFTWARE Nobly | @NoblyPOS Instafile | @InstafileApp iCOS LIVE - Online Transport Temponia | @temponia & SERVICES noblypos.com/xero Inform Direct | @InformDirect Checkmybooks | @movemybooks instafile.co.uk Management | @iCOSLIVE temponia.com/xero Possboss | @posbosshq informdirect.co.uk checkmybooks.co.uk Klipfolio Dashboard | @klipfolio icoslive.com TidyWork | @TidyInt posbosshq.com instafile | @InstafileApp Clear jelly klipfolio.com IMS Service Track tidywork.com www.payspace.com Preno | @prenohq instafile.co.uk app.clearjelly.net LivePlan | @liveplan i-man.com.au Simplepay.ca | @simplepaycanada prenohq.com/xero Link Solutions | @LinkSolutions DataDear | @DataDearApp scoreboard.liveplan.com Start your 28-day Intertec TimePro simplepay.ca Redcat | @RedCatPOS linksolutions.co.nz datadear.com Loadedreports | @LoadedReports FREE TRIAL timesheets.com.au SimplePay.co.za redcat.com.au/xero PayrollBee Debtze| @DebtzeCollect loadedreports.com/Home/Xero JobPro Central | @JobProCentral simplepay.co.za Retail Express | @RetailExpress01 payrollbee.co.uk debtze.com/xero Maus | @MAUS_Software jobprocentral.com SimplePay.com.sg retailexpress.com.au Smart Assistant DiGA | @BiznizBackbone maus.com.au Thomson Reuters | @TaxAccountingUK KeyPay | @KeyPayApp simplepay.com.sg rPOS by RPG | @RobotPubGroup smartassistant.co.nz businessbackbone.co.uk Mentio: Business Mentor | @mentiohq tax.thomsonreuters.co.uk keypay.com.au JOB Smart Payroll | @smartpayroll robotpubgroup.com Reporting DonkeyBean mentio.ca/xero Unleash Magnetic | @magnetichq MANAGEMENT smartpayroll.com.au Sapaad | @SapaadPOS donkeybean.com/xero Microsoft unleash.us magnetichq.com/xero SurePayroll | @SurePayroll sapaad.com/lp/xero Ag Profit | @AgProfitAus Dryrun | @Mydryrun xero.com/au/microsoft-powerbi Visible | @VisibleVC Microkeeper | @Microkeeper tidywork com lps.surepayroll.com Shogo agprofit.com.au dryrun.com/xero Momentum visible.vc/integrations/xero microkeeper.com.au Talenox | @Talenox shogo.io Angeloop | @AgProfitAus Excel Int. Tools - QWD | @quickwindev atsora.com/xero Vistr | @VistrTeam TimeTracker by eBillity | @eBillity talenox.com Shopify | @Shopify agprofit.com.au quickwindevelopment.com Moxy Cloud Reporting | @ vistr.co ebillity.com Tanda | @TandaHQ shopify.com Asset Guru | @Asset_Guru Fathom | @fathomhq GoEndGame Wink Reports ;) | @WinkReports tanda.co Simple Salon | @SimpleSalon asset.guru/xero fathomhq.com moxyreports.com winkreports.com/connectors/xero Thankyou Payroll | @ThankyouPayroll simplesalon.com/xero Benchmarking.com.au Figured | @figuredapp My Cash Flow app | @MyCashFlowAppSa Zoho | @Zoho thankyoupayroll.co.nz Square | @SquareUK benchmarking.com.au figured.com mycashflowapp.co.za zoho.eu Track time and The Payroll Site | @ThePayrollSite squareup.com/gb Bizeo | @bizeo My work papers | @myworkpapers Time Tracking expenses from thepayrollsite.co.uk tevalis | @tevalis_epos bizeo.com.au myworkpapers.com any device Workforce Guardian | @workforceguard website.tevalis.com BizEquity | @BizEquity My Own CFO | @myown_cfo ActionStep | @Actionstep

workforceguardian.com.au The Good Till Company | @TheGoodTillco bizequity.com/xero myown-cfo.com actionstep.com/xero DA A ZUUS Workforce | @zuusworkforce thegoodtill.com Blink Reports Neatly | @go_neatly Active.collab | @activecollab zuusworkforce.com Tower Systems | @TowerSystems blinkreports.com neatly.io/integrations/xero activecollab.com/add-ons/xero MinuteDock | @minutedock www.eillit.com Point of Sale towersystems.com.au Bode Tree | @BodeTree Panalitix | @panalitix AppsForOps | @AppsForOps minutedock.com You’reOnTime | @YoureOnTime bodetree.com panalitix.com appsforops.com TimeCamp | @timecamp Airpos | @AirPOS youreontime.com/Xero BPM Onestop reporting | @OneStopReports AroFlo | @aro_flo timecamp.com airpointofsale.com/xero Vend | @vendhq bpmglobal.com onestopreporting.com/xero aroflo.com Timely Airsquare | @airsquare vendhq.com Brightgauge | @BrightGauge ProfitSee | @MyProfitSee briefcase gettimely.com/timely-xero airsquare.com Zilch Consulting | @zilchconsulting brightgauge.com/xero Financial Driver | @FinancialDriver myprofitsee.com/xero getbriefcase.net Timestamp | @timestampio Bartab | @airsquare zilchconsulting.com Bstar | @BstarAustralia financialdriver.com ProRota | @ProRata CaseFox | @CaseFoxOnline timestamp.io/add-ons/xero Professional Services tabology.com bstar.com.au Fivetran | @fivetran prorata.com/product/xero casefox.com Total Synergy | @totalsynergy CIN7 | @Cin7online AppsForOps | @AppsForOps Btc | @BTCSoftwareUK info.fivetran.com Quick win development | @quickwindev Chrometa | @Chrometa totalsynergy.com.au cin7.com appsforops.com btcsoftware.co.uk Float | @FloatApp quickwindevelopment.com chrometa.com/xero Tradify | @tradifyhq ClickPOS | @ClickPOS_Online BGL Corporate Solutions | @BGLdot Businessbackbone | @BiznizBackbone floatapp.com QVinci | @Qvinci Clarizen by Sixtree | @sixtreeau tradifyhq.com clickpos.com bglcorp.com businessbackbone.co.uk qvinci.com/xero sixtree.com.au TriggerApp | @triggerapp

Clover by Commerce Sync | @commercesync Calxa | @calxa Recount Copper | @copperproject Nexonia | @nexonia triggerapp.com/xero commercesync.com calxa.com recount.com/xero-homepage-uk copperproject.com nexonia.com/xero Total Synergy | @totalsynergy Deputy | @deputyapp Carbon Analytics | @co2analytics Ranqx | @ranqxHQ Deputy | @deputyapp NextMinute | @NextMinuteApp totalsynergy.com deputy.com/gb co2analytics.com/xero ranqx.com deputy.com nextminute.com Tsheets | @tsheets Epos Now | @EposNow Cash Flow cafe Report Amigo | @reportamigo eBillity | @eBillity Outlook Int.Tools - QWD | @quickwindev tsheets.com/xero eposnow.com cashflowcafe.co.uk reportamigo.com/xero ebillity.com quickwindevelopment.com Tymwise | @kapaitymwise Evopos | @evoposdms Cash Flow Story RESULTS.com | @RESULTSdotcom Ento | @entohq Patchability tymwise.com evopos.com cashflowstory.com results.com ento.com time.patchability.com vWork | @vWorkApp EZ Rent out | @EZRentOut Saasabi | @Saasabi Everhour | @everhour ProWorkflow | @ProWorkflow vworkapp.com ezrentout.com/xero saasabi.com/xero everhour.com/integrations/xero proworkflow.com WorkflowMax | @WorkflowMax Hike | @hikepos Sageworks | @SageworksInst etz Technologies | @etzTechnologies Quick Win Development | @quickwindev workflowmax.com hikeup.com/xero-pos-integration sageworks.com etzpayments.com quickwindevelopment.com

134 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 135 App Directory

ZeroTime Receipt Bank | @ReceiptBank AccountKit | @AccountKit My Own CFO | @myown_cfo zerotime.io receipt-bank.com account-kit.com myown-cfo.com ZUUS Workforce | @zuusworkforce Spotlight Reporting | @spotlightrep My work papers | @myworkpapers zuusworkforce.com spotlightreporting.com myworkpapers.com Suitefiles | @SuiteFiles NowInfinity | @Now_Infinity Xero HQ suitefiles.com nowinfinity.com.au Boma | @Boma_Marketing Practice Ignition | @ignitionapp bomamarketing.com/xero practiceignition.com Datamolino | @datamolino Quick Win Development | @quickwindev datamolino.com File management for quickwindevelopment.com Expensify | @expensify accountants The toolkit Receipt Bank | @ReceiptBank use.expensify.com/xero made for accountants receipt-bank.com Xero add-on Fathom | @fathomhq Spotlight Reporting | @spotlightrep Pay employees and marketplace fathomhq.com Class Super | @Class_Ltd spotlightreporting.com Futrli | @Futrli Free 30 day trial class.com.au Stryke Tax | @stryketax futrli.com www.suitefiles.com DataDear | @DataDearApp stryke.com.au invoice clients for actual Hubdoc | @Hubdoc datadear.com Suitefiles | @SuiteFiles hubdoc.com Doc2Data | @doc2data suitefiles.com Practice Ignition | @ignitionapp doc2data.com Time Tracker by EndGame | @GoEndGame time worked Xero Practise Manager practiceignition.com Excel Int. Tools - QWD | @quickwindev end-game.com 2shakes | @2ShakesNZ quickwindevelopment.com Trustworks | @trustworksnz 2shakes.co.nz Exsalerate | @exsalerate trustworks.co.nz AccountancyManager | @accountancymgr exsalerate.com/xerointegration Xero Workpapers | @Xero accountancymanager.co.uk EzzyBills | @EzzyBills xero.com ezzybills.com Year End FORMbasic | @formbasic formbasic.com.au Wolters Kluwer | @wolterskluweruk GoProposal | @GoProposal cchoneclick.co.uk goproposal.com Mogul | @MogulDigitalNZ mogul.nz/xero

Empower your team to deliver consistently great client service. nter or time in reate time entries rn time and Provide control and visibility over workflow with Glide’s highly locs wit weel easil on an device, epenses into invoices configurable Process management for Accounting firms. timeseets. anwere. in st a ew clics.

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Call the Glide Team: 01733 602 280 136 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 137 (833) 310-9390 www.eillit.com saleseillit.com - ...and finally GoCardless, have just launched ‘down under’ Ambassadors of global bank-to-bank payments, GoCardless, have just launched ‘down under’. Now one of the fastest growing apps in the Xero marketplace, GoCardless currently process £5bn worth of transactions across the UK and Europe and have just been named Xero’s global preferred Direct Debit provider...

F or the first time, jumped at the chance to introduce partnership enables GoCardless accountants and SMBs it to our customers here. It allows to offer additional integration can collect payments in and us to spend more time building features, such as automatic from Australia via Xero, thanks relationships with our customers, reconciliation of payments with to GoCardless’ integration with rather than focusing on the Xero accounts, saving users hours the Australian BECS Direct Debit accounts.” of time. system. While Kiril and team reviewed A 2018 survey of 736 SMEs taking For Australian businesses, that other Direct Debit systems for their Direct Debit payments through means the chance to automate Australian market, they found that GoCardless for Xero, 84% said they invoice payments within Xero, these didn’t integrate as well with spent less time chasing invoices so there’s no need to switch Xero. “GoCardless is Xero’s global and 74% spent less time on systems or spend hours of time preferred Direct Debit provider reconciliation; while 80% said their on manual reconciliation. With the and it shows – the integration is cash flow had improved and 78% new integration, payments are really seamless and intuitive; your said their business’ average debtor automatically reconciled with the accounts are always accurate and days had reduced. relevant invoices marked as paid up to date without you having and the GoCardless fee posted as to do anything, and automatic GoCardless CEO & Founder, an expense. Xero users also benefit reconciliation is a huge time-saver.” Hiroki Takeuchi commented: “Our from added features like error partnership with Xero in the UK has prevention (say goodbye to double GoCardless & Xero: A strong allowed us to bring our automatic entries), as well as low, transparent partnership payment solution into the billing fees – 1%, capped at A$3.50, £2 or workflows of thousands of small EUR2. The venture into Australia has businesses, solving their cash flow strengthened GoCardless’ challenges and taking away the Life after GoCardless is sweet for partnership with Xero, with them pain of payment reconciliation. Aussie chocolate wholesaler becoming Xero’s global preferred We’re thrilled to be taking our payments provider for Direct Debit. partnership to the next level as Chocolate wholesaler Mörk Xero’s global preferred payment Chocolate is now using GoCardless In the words of Edward Berks, EMEA solution for Direct Debit, and look in the UK, Europe – and Australia Director, Fintech & Ecosystem at forward to bringing our solution to to collect variable payments from Xero, “Xero and GoCardless share Xero accountants and their small its stockists. It started collecting a similar goal: to streamline admin business customers around the with GoCardless in Europe in 2014 and give businesses more time back world, starting with Australia.” and now all 150 of its European to focus on growth. GoCardless for customers pay by GoCardless. It Xero is one of our fastest growing will now be rolling out the payment apps in the UK and we’re delighted method for its 450 Australian to be able to offer this best-in-class customers. solution for taking Direct Debit payments to our subscribers in “GoCardless has showed us just Australia, and soon to our users in how much time can be saved the rest of the world.” FIND OUT MORE... on payments admin,” says Co- Founder Kiril Shaginov, “– as Named Xero’s UK App Partner of the Visit the GoCardless website: well as improving our cash flow. Year in 2017, GoCardless now have > gocardless.com We first used it in the UK and we 8,500 users connected to Xero. This

138 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by PKF New Zealand (pkf.co.nz) Follow us on Twitter: @PKFI Issue 16 / 139 ™

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140 / Issue 16 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com