Good day, good day and welcome to the Business Made Easy Podcast where we
make business easy. Jason Skinner, your host here for another week of the
podcast. It is all about growing your business, growing your business
bottom-line profit and giving you a better life as a result. That’s what we’re here
for, to help you have the best business you possibly can and get the best results
from it from your hard work and hard efforts that you can. It’s the second
episode for 2019. We already hit the ground running so I hope you’ve taken
some action from our last episode where we spoke about business resolutions. I
hope you took some notes from that and you’ve been implementing and-and
taking action in your business.
Don’t forget, I’d love to hear from you, what you– what you’ve decided to
implement or what you’re actually going to achieve or any struggle points that
you are having in your business and feel free to drop me a line at
[email protected] We’ll get you sorted and point you in the
right direction. I am here for you. I’m here to add value to you and help you grow
your business. That’s why we did this podcast. So, it’s what it’s all about and
we’re going to do that today as well.
Today, we’re going to be talking to you about the best or basically how to,
identify the best accounting software, bookkeeping software to use in your
business. It’s not just accounting software that we’re gonna be talking about but
some other stuff that I want to talk to you because there are lots of tools out
there now that can really help you to streamline your bookkeeping process and
But before I do, I just-do need to mention that if you haven’t joined our free
Facebook community, then, then please go over there and do that– do that at
businessmadeeasypodcast.com/community. It’s a free group of entrepreneurs
and business owners over there, all doing amazing things, and, sharing their
ideas and victories, etcetera and I’m over there as well helping as much as I can
as well. So, see you over there at businessmadeeasypodcast.com/community.
Alrighty, let’s get in today’s episode where we’re gonna be– going to be talking
about accounting software. Now, before you start to roll your eyes and go to
sleep and go “This is going to be boring,” I’ll show you it’s not. I’m going to save
you some time and energy in your business and, save you some frustrations
with paperwork and all that sort of stuff too.
I don’t know about you but I can’t stand having paperwork clutter everywhere. I
can’t stand, papers and files and stuffs like that everywhere. In fact, our whole
office is completely digital and online. I just hate paper, that much. So, I spend a
lot of time as an accountant and as a business adviser and business coach,
helping people to streamline their business systems and, it’s one of the areas
that I love to get into and basically, in streamlining processes is an automating
processes so that we don’t have to, worry about them.
It would take a lot of that stress out of their lives and that’s part of– one of my
passions is to do that with businesses. And, today, I’m going to share with you
some of the things you can implement, in your business to– if you want to
streamline your bookkeeping and paperwork process but, I’m also going to go
through some things to look for in terms of a checklist and all.
I’ll have a checklist over on the episode show note so if you go over to
businessmadeeasypodcast.com/episode73, I will have a checklist there for you
that you’d be able to download and work through at your leisure if you’re in this
situation where you’re looking to identify some accounting software that you
should be using in your business. There are a multitudes of different options out
there with, accounting software, there’s basically, physical desk soft type
software or where we’re moving away from that. You’ve got things like MYOB,
etc that physical load on your computer-type programs. As they are becoming
more and more extinct, we people are favoring those so we’re moving more now
to a cloud-based system which is an internet or the cloud managers.
It’s basically the internet so we’re looking at an internet-hosted type solutions
now and though I’ve got to be honest, they are my preferred way to go and the
reason for that is they are so, flexible in terms of, accessing it. And basically, you
only need an internet connection anywhere in the world and you can log on and,
check out your finances and financials and see what’s going on in your business
with a few clicks, you know, provided you got that internet connection whereas
if it’s loaded on your actual computer, you’ve got to have your computer with
you and you got to get access to it which isn’t always, ideal.
And then the data lives on the actual computer which isn’t ideal because
computer crashes and you haven’t got proper backups, then you got to, basically
rely on your backups if your data goes. So, that’s not to cool either whereas with
the, cloud-based or the internet based solutions, then that data is always backed
You don’t have to worry about backups anymore because the solution provider
is backing it up for you. So, it’s a real big ‘let’s look at what sort of things you
really should be considering when you’re assessing whether or not software is
gonna be right fit for you, bookkeeping software because these all different
types, as I said, and they all have their own little nuances and they all have their
bonuses and pluses too. You have to really look at it on a case to case basis, and
depending on your industry. And that’s probably the first thing I would sort of
wanna look at. The first question I would ask is, is this software a good fit for my
industry? Is it going to serve my particular needs? Certain industries have
certain nuances and little intricacies that, other industries don’t have.
So, it’s very, very important that you get a clear picture of all those and
understand what it is that, um, that you need, your industry particularly needs.
I’ve had, situations before where we’ve been looking at software for somebody
and it seemed like a really good fit and it all worked down to, the order number.
There was an order number on each line of the invoice, when you’re putting it in.
They needed to have ’cause I had different the customers required order
numbers to be in a number of locations on the software and it wasn’t able to do
that. It wasn’t able to handle it. So we had to go to a different solution. Um, so
you really got to look and ask yourself that question, “Is this software a good fit
for my industry and, other people in my industry using it.” A good-good way to
find this out is to, look in trade magazines, or and if your niche or go to trade
shows and those are the things that you usually find there, the software
providers, will be there with stalls or they’ll be advertising in your trade
magazines or your industry magazines. Google, you know. Do a Google, “best
accounting software for lawn mowing businesses” or whatever business it is
that you’re– any kind of business, whatever business you have. A good old
Google search will bring up, some good results for you as well. So, that’s the first
question I would ask myself.
Then also I had an idea that I would basically want to know, is it customized or
how customized or is this solution for my business? Like, am I able to go in there
and customize my invoice? So I can put my logo and have it look how I want it to
look or is it very rigid and fixed so I don’t have a lot of flexibility around, the
options. Does it produce the report, etc that I need to have so I get the
information that I need easily for my business or is it really so fixed with limited
You need to sort of ask yourself that question and work it out whether or not,
that’s going to be a good for your business and going forward because you don’t
want the trouble when changing software, accounting software particularly or
any database type software, is really time but laborious time consuming and
expensive and inefficient and you don’t want to get down the tracking go, you
know, 12 months down the track and you-you work out and “Oh, this is not good
for this. We should’ve got this.” And then you go to upgrade and all those sorts
of things. Um, then you want to know, um, whether or not you need a sort of
Do I need to have some for the payroll capability if you got a team of people?
Um, does it offer a payroll solution within there that you can, make your
requirements under with your, paying holidays and leave and all those sorts of
things. Is it, so is it going to be able to handle, my payroll and those sorts of
processes? There’s, a lot of development being done in the payroll space in
terms of efficiency.
One particular program which I absolutely love, is Xero.com. X-E-R-O. com Now,
that’s not an affiliate link or anything and I don’t get an affiliate commission or
anything like that. It’s just one that I know professionally, that I like my clients to
use because it works really well. But they have a fantastic, ability in their payroll
to be able to-to pay all the employees, virtually with a few clicks, and then you
just upload the file and they take it out of your bank account and pay everyone,
you know, in no time. We’ve processed payrolls of hundreds of people. To save
hours and hours of time just through, efficiencies of their payroll systems. So,
they’re really good, really worth looking at it if you’ve got a team of people and
saying whether or not you can get some efficiency there by using some of the
automation tools within the particular software. So, check that out because,
there’s a question that you want to know is can it handle the paying of my
employees? Can it handle all the taxes and leave loadings and long service leaves
and, annual leaves like the– how many employees can it actually, can afford?
Do I need to upgrade to a particular level to have more employees or is it going
to meet my requirements with a particular model you’re looking at or a version
you’re looking at. So, you want to ask these questions and again, I’ll put these in
a checklist for you so that you can, refer back to them if the need arises.
We’re moving out from payroll and those sorts of obligations which are
important legal obligations. You want to make sure that’s all accurate and
correct. we want to then look at the bank account situations. Does it handle
multiple bank accounts? can I have more than one bank account on there? to
keep track all– I may have five different accounts in my business. So, I want to
know can it handle multiple bank accounts if need be? Also, too, if I’m an online
business or trading overseas, does it handle, um, multi-currency, foreign
currency? Does it got the ability to be able to transact transactions in a different
currency and convert that to-to what I need?
So, really important feature for online businesses particularly. Or if you’re
trading overseas. So, we need to, basically have an understanding of the
capability and you might want to ask yourself that question.
Also, does it allow to, can you integrate any sort of payment solutions for your,
um, business? Now, what I mean by this is it’s– and this is a– here’s a great little
cash flow tip for you. A lot of the software now, I know Xero does this,, you’ll
hear me say Xero a lot because I’m quite biased towards it because it is just good
but, a lot of the software now will allow you to integrate a payroll, a pay gateway
merged into the software.
So, what that does is when you, say, send an invoice electronically through the
system, there’ll be a little green “pay now” button on the electronic invoice that
goes to your customer. When they click that, this payment gateway software
will allow your customer to pay you immediately, through systems like Stripe or,
um, I think there’s another one called Square and there’s, you know, there’s a
number of different, payment gateways out there that you can use. And you
want to make sure your software is going to integrate with those because that’s
a great way to speed up cash flow.
If you think you’re going to send an invoice to somebody and then they might
get to it later on or may pay it down the track, if you got that pay green “pay
now” button up on the top left end corner of your invoice, you know, when they
open the invoice and check it, you know, there’s a higher chance because you
made it easier for them to pay you that they’re going to pay you, now or on the
spot rather than you waiting for your money. So, great way to do that. I will
check out whether or not, the soft, the software that, you’re looking at will allow
those sorts of interfaces and– and how–how that works because it’s a great
cash flow efficiency.
All right. The other one that I would look at is do I need stock on hand? Do I need
to be out of account for inventory? Do I need to be able to, work in progress or
all job orders, quotes, all those sorts of things? Task management orientated
sort of things. Um, you-you really want to be able to make sure you’re software
is able to handle that. And if it can handle that, one of the things I do like with the
cloud solutions that are out there is it doesn’t allow you to sort of do that within
the program itself for your needs. You want to make basically check whether or
not there’s some sort of third-party provider that can integrate with the
So, for instance, we have, clients that are in the manufacturing cloud space and,
they need a fairly high level of, information and tracking around inventory and
the manufacturing pro, the manufacturing process. You know, because they got
to order raw materials in, they’ve got to, make sure that everything is
happening, everything is getting built, and the like. So, we couldn’t find, this
availability within an accounting package as such but then on further research,
we did find manufacturing, software that did do all these that happen to
integrate seamlessly with the accounting platform.
So, it’s sinking all the time. It’s live to get so the two programs work
complementary together and there’s many, many options around these. So, if
you could just check out with your software provider or your accounting
software solution is going to allow facilitate that if needed as well. You may
want, a high level of Customer Relationship Management, CRM facilities within
the software. Well, if the software itself is not going– if you remember it is an
accounting package, it’s not a CRM as such but in order to get a bolt-on package
that can work seamlessly and track customer transactions and orders and sales
and all those sort of things that are important.
So, you know, the very, important, make sure it’s got, that flexibility in there. I
mentioned it before about emailing that invoices, I would definitely focus on
looking at accounting package and want to make to sure that it can email out
invoices and statements that are customizable to your needs and they are
emailed and you can keep track of them via email because it’s such an efficient
way to keep track of things, in terms of, getting invoices out.
The quicker you got the invoice out, the quicker you can be paid, the quicker the
money’s back in the bank and that’s how your cash flow is going to be bolstered
and be healthy, by timely billing and receipting of money back in, that’s what we
call the working capital days.
We haven’t really spoken about that lot yet but I might do an episode about that,
in future episodes to help you understand that concept further but, we want to
also make sure will the software comply with all the local laws of your country?
Certainly, most will now but you need to check that out. Does, you know, if it is a
particular tax, tax rate etcetera that need to be calculated like VAT taxes and
state taxes, etc. Then, you want to make sure that the software is going to
handle those, regulations, for your jurisdiction or country that you’re operating
in. So, it’s very, very important that you check that out, um, so that you don’t
break any laws there.
I would then look at, what sort of, backup or, protection the software provider
operates. Now, being in a cloud, this is something I grapple with all the time. Um,
you know, you’re using your accounting– you’re putting your accounting data,
etcetera into another platform which isn’t on your machine, which is always a bit
of an obstacle for people to think of like, you know, I don’t know but I’m putting
my accounting data into the internet under someone’s platform.
What if I don’t have that platform anymore? What if I decide to not use that
program anymore and I want to change everything to a new one? How do I
migrate that data or how do I get access to that data? Maybe, you just want to
stop using it altogether and you-you want access– you still want access to the–
to the financial data. So, I would ask the question, is there an ability to back up
my data and how can I get access to my data if I need it? And then I would look at
how can I– is it easy to migrate to another platform, um, if needed so I don’t lose
my data if I stop paying a subscription fee? Which most of them operate on
there, which is sort of like a monthly fee.
You just pay for access to the software. I would want to know if I stopped paying
their fee, what happens to my data and can I get access to it? and then I saw a
legends to security then, what sort of security measures are in place. I don’t
mind in financial information spread all over the internet. So is it protected? Um,
is it secure from from that type of activity? A lot of the software providers now
are bringing in what they call two step authentication, which means that you can
only log on, you’ve got a two step process to log on to the software, um, that’s
for your protection.
And a lot of the government agencies are enforcing the software providers to
actually bring this in. So to make sure that the data is being protected, and, um,
and not-not, um, access to the wrong individuals. And that’s one thing. I would
want to look at, if it is a cloud based solution. Is there a cost for storing
information access information on that platform? So you might pay a monthly
service, a monthly subscription fee for the software, but then you start saving
your, um, information up there.
And then there might be a data limit or something like that, that you you might
be exposed to, that you weren’t aware of. And then that’ll add additional costs.
So if you need additional users, is there an additional license fee that you have to
pay per license or, or user that, that, um, wants to access the software? So and
they want to check that out as well, because I can get quite expensive, it might
seem like a cheap solution to start with. But then by the time you actually scale
it up to meet your needs of the business, then you might find that, Geez, it’s-it’s
it’s not actually that cost effective after all, and I’m paying for all these
So that’s something that I would want to certainly make sure that I’ve um, I’ve
got. So basically get an understanding of the total cost of the package, what’s
actually in its entirety, what’s it going to cost you. And if you’ve got to, this is an
important point, if you’ve
got to get add on programs, such as like the manufacturing add on and I was
talking about earlier, that’s gonna have a cost as well. So you need to look at the
complete solution that you’re implementing in your business and add up all the
costs don’t just go are this software sunny days.
But then you’ve also got this now and this and I don’t know about you. But I’ve
been,, using cloud software for a long time now and source pretty well since it
started. And I have found that my monthly subscriptions are going up and up
and up all the time. So you do need to, as I add on new features, and programs
and things. So you do need to keep tabs on that in your business, I keep a
register. So I actually if I weren’t sign up to anything, now that they’re putting it
onto my software register. So I can keep track of what my monthly commitment
is, in terms of software because you need to review it from time to time and see
whether or not t-that’s actually being effective or using it. So and once you stop
these monthly subscriptions, it’s easy to forget about them because you don’t
necessarily look at everything all the time. So this register for me is something I
can always just take a glance at and see whether easy– makes it easy to review
things, going forward as well. Particularly if you’ve got a lot of different
subscriptions like an online business does.
So total cost, that’s what I’d be looking at there, and storage, etc. I would also
look at what types of support are available for this?Is there a community around
this software that can help me is there– is the technical support I– phone types
support where you can pick up the phone and talk to someone? Or is it just an
online support where you have to email? Or do they have training videos? Or do
they have, you know, what’s, what’s the what’s the level of customer service and
tech support, like around this product because I don’t want to get the sitting
there one afternoon trying to look at my financials or whatever and something
breaks or whatever and I can’t get important reports or information out, I want
to be able to make sure I can get help when I need it.
So very, very important that you look at the assess the technical support and
make sure that it’s going to do exactly what it is that you- you needed to do. Um,
after all, you, we get this stuff to help us, make our lives efficient, make-make
our business more efficient, processes more efficient. We don’t want to be
losing out on into hanging sitting on the phone waiting for technical support to,
um, to call us or help us out after all.
So there’s my checklist of things that I would look at, um, if I was assessing a
The other thing that I would look at very clearly now, and I mentioned Xero
before, to me Xero, is an absolute game changer. And I’ll put a link in the in the
show notes. It’s my go to software it’s really my starting point for software.Um,
I-I will use other software again needs dependent because it’s not for everyone.
But it is a found it to be the most stable, easy to use flexible, program and has a
world of bolt on sort of other programs and, um, the technology is, um, amazing.
So yeah, it’s certainly my go to one but I wanna talk about another area of your
accounting work and in your accounting software. And that is the management
of your documents and your, um, yeah, how you basically file your documents.
Now, if you’re like most people, you will have um, a big filing cabinet and you put
everything in there until you move it until you finish that year and you might put
it into an archive box and store it somewhere.
The world has moved on so far beyond, um,needing to do that now. As I said at
the start, I can’t stand paper I can’t stand clutter and-and mess. I have [chuckle]
to the OCD in me just-just drives me mad having, having paper and stuff
everywhere. Plus, I never feel on top of everything if I’ve got paper all over my
desk. But nowadays I’ve been using a program called Hub Doc H-U-B-D-O-C
and um,I’ll put a link to that in the show notes as well. But Hub Doc, what I love
about it, it bolts into Xero. And it’s a-a document management system for all
your invoicing and things like that. So the way it basically works and I’ll do a
webinar on this upcoming week some training on this to show you how it works.
But the way it basically give you a particular email, which you can customize and
when you get an-an invoice coming to your inbox, most people email their
invoices in there, when you get an invoice into your inbox, you can forward that
email that invoice email to Hub Doc.
And what they do is they have artificial intelligence and, and machine learning,
that app scans that invoice and reads every line on that invoice and gets to
basically understand what it is and that becomes a searchable document within
Hub Doc at that point in time. What it gets better what it actually does from
there then is you can set up, um, the transaction and it will actually posted into
your accounting software for you it syncs with a number of different providers
are now just things with, Quickbooks, or it’ll sync with definitely Xero and a
number of others but what it’ll do is it’ll create the entry within your accounting
software for you.
So it’s like you basically look at the invoice on your screen and you can see it all
there ’cause it’s analyzed it all for you and then you can say “okay, I want this
invoice to go” um, this is what it was for and, um, this is the amount and it’s got
to be paid and it’ll create all the entries in Zero or in your accounting software
for you and the beauty of that to it is it also attaches a copy of the invoice
electronically as well. So at no point, can you not open up that document, you
know look at that transaction and open up that document and see, um, exactly
that invoice the original invoice.
But what I love about this is it files the invoice so I electronically for you to and it
has this fantastic search uh, function that if you’re looking for a particular
invoice that say I’m looking for my phone bill for the month of April then I can
type in the Telstra and it’ll bring up, it’ll bring up all my Telstra bills and I can
search for the for the, uh, for the April phone bill, it will be there filed. No more
paperwork, no more, um, filing cabinets or anything like that. The other thing
with the, with, uh, Hub Doc as well is that it, um, will link with your bank, uh, with
your bank and your various account providers has a myriad of different account
providers that links with so each time they issue an invoice to use or the bank
issues your bank statement, they will– the bank will send that in that bank
statement electronically to hub doc for you. And that means you don’t need to
keep all your bank statements are all saved within the hub doc system, a really
really powerful, um, tool that can speed up and reduce the, the amount of time
spent doing bookkeeping and looking for things paperwork, all that sort of stuff.
Um, as I said I’m going to do a webinar training on it in, in coming weeks, um, I’ve
only just started implementing I’ve only just come across it in recent months
myself and I’ve implemented it in my businesses.
I’ve got to say it’s been an absolute game changer so I sound like a company
representative I can assure you, I don’t get paid any commission or anything
from Hub Doc I’m not– this- isn’t a Hub Doc sponsored her podcast it’s just a
tool that I wanted to share with you because I’ve been getting amazing results
with it in my business and I felt that I wanted you to-to-to uh, benefit as well if it
could help you so yeah, I’ll show you I and I might want to make that disclaimer
I’m this is not an endorsement of a particular product. It’s basically a tool that
I’ve come across it helping me my business that, um, I think will really help you
So check that out, look at your accounting software the way you’re doing your
accounting now your book work now, call it do with a refresh could, you be
doing things better and streamlining the processes within your business
because I have said before bookkeeping is history, taking. All you’re doing is
recording history, if someone sends you an invoice, it’s past tense because
you’ve already had the transaction, you’ve already got the goods, you know, thethe invoice in keeping track of it and paying them is that’s the last step of the
process. You just keeping track of history. So if you’re doing that in a very
manual, time consuming basis, that’s time that we could be using to make
history to-to, to do productive things, to do things that are gonna make a
difference in our business, to set new, um, new results etc, that comes for our
business root. So we wanna reduce as much of that, um, reactionary work if you
like and we want to create proactive, we want to free up time for proactive
activities and that’s that’s my point here as well as review your systems.
There are a lot of, um, amazing, uh, technologies out there now that uh, as I said,
doing doing incredible things, for instance, the thing like I, assume now people
that manually enter their bank statements into their accounting software, they
get their bank statement, they go line by line entering it all in or is if you’re using
a product like Xero.com, then basically the bank send the data into the software
every day. Uh, when you open up the software, this the transactions are already
entered in there and I’ve seen people spend countless hours manually, entering
There’s one lady, um, in particular yeah,I went to help her with something and, I
noticed the way she was doing and we just fine tune it and tweak it and I set up a
few tweaks on the in the software and all of a sudden bang now automatic data
feeds coming into the to the software every day, which saving her hours and
countless stories of people that are saving hours by reviewing their accounting
software and solution. So that’s why I wanted to put this episode together at the
start of the year. Because as I said in my last episode, Episode 72, where we
were talking about New Year business resolutions, I spoke heavily about,
reviewing your systems and processes to as one of your resolutions to free up
time. We’re all time poor.
But I think we spend a lot of time doing things we don’t need to be doing. So
that’s where we’re going to, that’s where we’re gonna get more time is by
automating and-and getting rid of the things that don’t matter and, and freeing
up time for the things, the big things that do matter in your business. That’s
what, that’s what I want for you.
Alrighty, so I hope that that, uh, that helps you I’m going to put a checklist on, the
show notes at businessmadeeasypodcast.com/episode73. And I do every time I
say that number 73. That’s like I never thought I’d have 73 podcast episodes but
anyway, there we go. We’re going to be 100 this year. So that’ll be that’ll be cool
I hope you there before me with when we celebrate that but I will put a checklist
on the show notes for you. I will put links to the programs that I mentioned on,
on the show notes as well. Keep a lookout for the webinar training that I’m going
to have coming up on HubDoc and how, how it works, because I think you’ll find
that will be a game changer and if you’re not on my emailing list yet, if you
haven’t joined the business made easy community yet, jump over onto the
website at businessmadeeasypodcast.com put in your email address there and I
will send you alerts as I do release,, future trainings as they’re coming up.
I don’t spam so there’s no sales or anything I bet on the on the email list, it’s all
just information like the podcast to- to help you to, to, to grow your business, I
just keep you aware of things coming up. So do that over at
businessmadeeasypodcast.com and that would be great.
Alrighty, so that’s it that’s all I had time for this week and, um, I hope you find
this episode valuable. If you’re looking at accounting software you’ve been
wanting to or you know, you’ve been doing it, you could be doing it a better way
that’s just some some tools there and some options and, and some things to
consider, um, when assessing it and, um, a couple of programs there that you can
use and I’m getting great results for in my clients. If there’s, um, something that I
can help you with, if you need help with any of this you can always drop me a line
at [email protected] Say that again. And, um, we’ll, um,
more than happy to help you and point you in the right direction as far so that
goes as well.
Alrighty, that’s all that time for I’m going to hand you over to Mia she’s gonna
take us out. But until next week, here’s to your success and I’ll see you on the
show next week. Take care guys. All the best. Bye. Take us out Mia.