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How a Bookkeeper Counteracts the 3 Common Stresses of Small Business Owners

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Being a small business owner is stressful. Reports, surveys and studies of small business owners around the world claim running a small business is their # 1 cause of stress. And the three common stresses of small business owners? Lack of control, having no time to ‘do it all’ and reacting too fast and too soon. It might seem very simple, but hiring a bookkeeper can counteract all three.

 

Common Stress 1: Lack of Control

As a small business owner you’re dealing with clients, investors, creditors, business partners, employees and government legislation while trying to navigate traffic, employee dietary needs and healthy snacks for kindy. Not surprising so many small business owners feel they have no control in their lives and get majorly stressed out. This is one key area where an efficient bookkeeping service can help.

Just knowing that your quarterly or monthly BAS Return will be lodged correctly (and on time) is certain to give you back a feeling of control. Knowing that your annual payroll reconciliation and tax office reporting is taken care of, and that the superannuation payments are calculated accurately, might free your mind to think of other things instead of being overwhelmed.

“Notch Above have made my business life soooo much more ordered and lowered my stress levels by half! AND they’ve saved me money but ensuring I’m compliant and up to date with all the latest regulations and compliances that have to be adhered to.” Brett Lane, Keltah Ventures

 

Common Stress 2: Reacting Too Fast and Too Soon

Small business owners are often so overwhelmed by volumes of paperwork, compliance demands and dormant sales leads that when issues arise suddenly (especially those involving capital purchases and major repairs) they make inappropriate responses. Result? Overwhelming stress.

Having an efficient bookkeeping service means you have real-time, up-to-date financial figures and accurate cash flow data, enabling you to make informed decisions. Balance this against the stress of making a super-fast purchasing decision only to remember an overdue loan or tax instalment a few weeks later.

“Notch Above has been offering outstanding bookkeeping and administration advice for my clients for over five years. Notch Above is a real expert in the field and importantly makes life easier for people running their own business. A true professional who goes the extra mile.” Scott Grady, Partner at CNS Partners

 

Common Stress 3: No Time to “Do it All”

Small business owners (especially those in the first year of business) are doing it all. Missing valuable time with family and friends, having no time for hobbies or creative pursuits and probably working more than 70 hours a week, it’s no surprise they’re experiencing significant stress.

If you are spending your time reconciling bank statements or trying to manage the year end payroll data or process group certificates, you are not using your real expertise working on your core business. An efficient bookkeeper gives back your valuable time. Time you can put back into growing the business or spend with family or even ride your bike again.

“I have saved at least 1/2 day a month of my valuable time which has been put to better use and my bookkeeping needs have been expertly and thoroughly looked after.” Shirley Farrell, HR Management Services.

We would love to help you put energy and passion back into your life by taking away your bookwork drag. Having had over 20 years bookkeeping and accounting experience, we truly understand your frustrations and stresses. Why not get in contact today, arrange a free consultation and check out our hassle-free bookkeeping packages.

Reduce your stress. Let us take care of your bookkeeping, while you take care of your business.

Xero For Small Business

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If you missed it live here is a recording to the webinar Jac presented on the 15th of March on Xero for Small Business.  If you have further questions for Jac after watching this book a time with her here.

5 Silly Excuses We Give For Not Going Paperless

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After years of handling clients’ data, I’ve found that a lot of businesses are still clinging on to a paper-based system. It’s such a shame because there are massive benefits when you store your documents digitally, especially your invoice and receipts.

 

This is why Xero’s latest survey failed to surprise me. Here are the facts:

  • 65% of small businesses in Australia store some of their receipts and invoices in boxes or files.
  • Over 50% of respondents admit their filing system isn’t very organised.
  • Less than 4% do not have any system for storing receipts and invoices.

I know it’s not easy to commit to going paperless. It’s a lot of work.

While I understand their concerns and fears, I want to show that the benefits far outweigh the initial investment and work. These are 5 common excuses I’ve heard over the years.

 

Excuse #1: “I know where everything is and I can easily find the document I want quickly”

How about when you are on a holiday or off-site? If an emergency pops up, there is no way you can get back to your office to grab your documents in time. Using a cloud system means you can access your documents anytime and anywhere.

In fact, you can work anywhere when everything is stored online. Sit on a park bench and enjoy the fresh air. Type away in a café and smell the morning coffee. Work from home while minding the kids. You’re no longer tied to a physical space. You can pull up your documents instantly from the cloud and get cracking.

 

“Wouldn’t you want to work from here?”

“Wouldn’t you want to work from here?”

 

Excuse #2: “It’s always been done this way. It would take too much time and energy to learn and train my staff”

We’ve all heard the saying: If it isn’t broke, don’t fix it. The problem with having everything on paper is that your business is not disaster proof.

All it takes is a momentary lapse of judgement and all hell could break loose. It could be as simple as a coffee spill or as tragic as a fire in the office. Think of what would happen to your business if all your receipts and invoices are gone? Scary, isn’t it?

An employee misplacing or losing a file could easily happen. But the possibility of losing all your digital documents stored in a cloud system? Is unheard of. Remember, you always have backups even if it did occur.

Think of storing your documents in the cloud as a form of business insurance, in case the worst happens. You wouldn’t travel anywhere or do anything without insurance. So why risk your source of income?

 

Excuse #3: “I don’t know where to start. There are too many options out there.”

Any bookkeeper worth their salt will be able to help you organize your documents digitally. All it takes is careful planning and some time set aside weekly. Most cloud accounting system now give allowance for file storage.

Xero allows you to attach files with your transactions. I can’t tell you how practical and useful this feature is because you can organise all your documents on the spot, rather than leaving them to pile up on your desk so you can sort it out one fine day.

There is also software that can scan your documents and extract all the important information into your accounting system so you don’t have to flip through them one by one. Take a look at Receipt Bank, which integrates beautifully with Xero.

Digital storage also means using less physical space in your office, helping you reduce clutter. Who wouldn’t love to start work every day on a clean desk? Before you’d know it, you will be fully loving your digital filing system and wondering how on earth did you manage to do without it.

 

Work with a clear mind

Work with a clear mind

 

Excuse #4: “My accounts guy likes to work with paper.”

What if you need to collaborate with people? What about the rest of your team? It may be okay for a few, but others might find it difficult and tedious to work with paper. In a cloud system, all the documents can be easily accessed and edited by team members.

Your team can now collaborate easier and get the job done quickly without physically sitting next to each other while poring over documents. This is a simple way to increase productivity in the office. Then again, who says you need to be in the office to work?

 

Excuse #5: “The current system in place needs a signature so someone has to sign on paper.”

There are plenty of options when it comes to electronic signatures. Electronic signatures also reduce processing time as everything can be emailed through quickly, without having to fax and wait for a response. As a business, your customers will love the reduced processing time.

Xero has plenty of add-ons for electronic signatures such as RightSignature and DocuSign. In fact, you can sign digitally when you do your tax returns with Xero Tax.

So there you have it. I would even go as far as saying that going paperless is life changing for your business. Try it and I promise you won’t regret it. We can discuss the options with you today. Book a next action chat with me now by clicking here.

 

Specialising in Xero bookkeeping, Notch Above is a Brisbane bookkeeper and BAS Agent located in Alderley that offers Xero setup, as well as training and ongoing support. Notch Above can take care of all the bookkeeping tasks you would rather not do, like bank reconciliations, supplier payments, payroll services, debtor control and BAS returns.

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Is your Bookkeeper Up To Industry Best Practice?

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With Valentine’s Day around the corner, I’ve thought about clients whom I have loved working with.

It may be just business but it does get personal. We work hard to build a business together, even in my capacity as an outsourced bookkeeper.

As with any relationship, sometimes it can go sour. Usually it’s nothing more than just having the wrong chemistry. Sometimes it could be as bad as one party being totally unprofessional.

But there are other reasons to consider breaking up. Do you know the sign that it’s time to bid adieu to your bookkeeper?

 

1 – “I want to switch to an online accounting system but my bookkeeper doesn’t seem to know much”

I can’t even begin to list down all the benefits of keeping your books in the cloud, but here’s a few to consider

  • The ability to work anytime and anywhere? Check.
  • Having a peace of mind knowing that your documents are protected from fire, water damage and catastrophe? Check.
  • Easier collaboration with your staff members and bookkeeper? Check.
  • Faster payment processing for your customers? Check.

In this day and age, a bookkeeper has to keep up with the latest technology. There are plenty of options out there when it comes to online accounting software. I’ve tried a few over the years and Xero is still my favourite.

 

2 – “My bookkeeper keeps tonnes of files and prints on paper when we work”

It might not seem a big deal now but what if one of you misplace or lose a file? If you are still using a paper-based system, it’s time to rethink your strategy. Reducing paper usage also helps reduce the clutter in your office.

Besides, I have a particular liking for Mother Nature. Please save the trees. It’s the least you can do for the environment.

 

3 – “When I ask for data, my bookkeeper can’t provide it until much later.”

Time is money in business. If your bookkeeper takes days or weeks to get you the data or analytics you need, maybe it’s time for a breakup.

It should be a quick turnaround. Your bookkeeper should be able to pull up the numbers easily if he or she has a good system in place. They shouldn’t be digging into a library of files or have to crunch numbers when you need information urgently.

 

4 – “I have to wait until the end of the quarter to know my profit or cash position.”

Your financial numbers should always be in shipshape and up to date. Your bookkeeper shouldn’t be tidying up your numbers at the last minute when your BAS is due at the end of the quarter. With an online accounting system, you always have a finger on the pulse of your business.

 

5 – “I don’t know how much money is owed to me or how much money I owe my creditors.”

This problem is the same as above. For the sake of a healthy cash flow, you need to know these numbers. Your cash flow will be in trouble the longer it takes to get paid. Likewise, your reputation and credit score will be in trouble the longer it takes you to pay up. A good bookkeeper should be able to give you this information without hesitation.

 

6 – “I’ve never discussed how my company is performing with my bookkeeper.”

A good bookkeeper knows whether a company is going south or going places. After all, they work with the nitty gritty financial details of your business.

You will be wasting a precious resource and opportunity if you’ve never asked your bookkeeper how your company is really going. A good bookkeeper will share this information without being prompted. You can track your business performance over the years and even discuss what needs to change to hit your goals.

 

7 – “I don’t have a relationship where I can speak to my bookkeeper anytime.”

I believe that a good bookkeeper should feel like another staff member of your company. Why not? They process your books, which is an essential operation in any business.

Thus, you should cultivate a healthy working relationship with your bookkeeper. It would be great if you can just pick up the phone to discuss an issue or idea with them. It shouldn’t be a quarterly affair or worse, a yearly affair when you need to file taxes and close the books for the end of the financial year.   If you would like a different perspective on things book a “next action” chat with me now by clicking here.

 

Specialising in Xero bookkeeping, Notch Above is a Brisbane bookkeeper and BAS Agent located in Alderley that offers Xero setup, as well as training and ongoing support. Notch Above can take care of all the bookkeeping tasks you would rather not do, like bank reconciliations, supplier payments, payroll services, debtor control and BAS returns.

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Numbers Ready for your Exit Strategy

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Exit Strategy 101: Do you know how valuable your business is?

When you’re busy running a business, an exit strategy is probably the last thing on your mind. Most people tend to put it off until they are close to retirement, winding up or needing a change.

But have you ever asked yourself this question:

“If something unfortunate happens to me tomorrow, how much would I get from selling my business?”

See, you don’t have to wait until it’s time to sell your business to think about this. Anything can happen in life so you should always be prepared. It is also considered good practice to value your business from time to time so you can plan your retirement properly.

 

Valuing your business

It goes without saying that you want to get the highest valuation for your business. In order to do so, you need to get your finances in shape and all your records in order. You also need to know all the important numbers that buyers are interested to know.

Having the right numbers could make or break a deal. It will also determine how sellable your business is to potential buyers. Remember, buyers will also do their due diligence on your business before making an offer. If you have something to hide or have not kept your records in order, you may lose a potential buyer.

 

Below are just a few examples of the data you need to have ready.

1 – Basic numbers

If you can’t produce the basic figures easily, you are in big trouble. They can be obtained from your financial reports. Do you know what is your cost of goods sold (COGS) or operating cost? What is your annual profit or loss after tax? Which line of product or service is the most profitable? And which is the most cost effective?

 

2 – Key financial ratios

Ratios indicate how healthy a business is. They can measure a number of things including profitability, liquidity, cost and leverage. For profitability, examples of important ratios are your gross and net profit margin and return on equity ratio. For liquidity, you need to know your current ratio, which measures how much cash you have to cover short term liabilities.

You should also compare your ratios with industry averages to see how you stack up in the industry.

There are a million and one ratios you can measure. Calculating them should be a simple job.

 

3 – Assets, Liabilities and Equity

How much are your tangible assets worth? Do you know what your intangible assets are? Do you have a detailed asset schedule in place? What are your short and long term liabilities? These questions are easily addressed from checking your latest balance sheet.

 

4 – Transferrable items

Can you easily identify which items are transferable to the new owner and which are not? Check the terms and conditions of all your business loans and leases. It may not be as straightforward to transfer to a new owner. This can put buyers off.

 

5 – Trend and Forecast

What is the profit, cost and debt trends for the last five years? What is the projected earnings for the coming years? Buyers would be eager to see these numbers to assess their risk and return of buying your business. They will also compare it to your competitors in the market so have those numbers ready too.

Your financial data should be easy to calculate and prepare, provided you have done your books right. With a cloud accounting software, some of the data can be produced within a few clicks. Your bookkeeper should be able to help you out.

Valuing your business is only one part of the equation. There are business and tax regulations you need to adhere to when you start the actual selling process with your preferred buyer. When you are ready to sell your business, you should enlist the help of a business broker, who specialises in buying and selling businesses.

Take action today to avoid a catastrophe if you have to wind up or sell your company suddenly. You should know by now that it is always good to plan ahead in business. I urge you to start discussing it with your bookkeeper, give us a call today or click here to book a time with me to discuss next actions?

Don’t say I didn’t warn you.

 

Specialising in Xero bookkeeping, Notch Above is a Brisbane bookkeeper and BAS Agent located in Alderley that offers Xero setup, as well as training and ongoing support. Notch Above can take care of all the bookkeeping tasks you would rather not do, like bank reconciliations, supplier payments, payroll services, debtor control and BAS returns.

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