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The independent magazine for Xero users, by Xero users ISSUE 14 magazine COVER STORY AdvanceTrack: ISSN 2054-7226 Strength in Numbers 14 9 772054 722009 Brought to you by Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 1
Brought to you by Tyrrell & Company Quarterly Viewpoint Practice News / Xero App Profile Brought to you by Tyrrell & Company A new age of finance The Parliamentary Review – Helping to share best practice and progress and banking By Richard Suswain, Partner and Xero specialist A t Tyrrell & Company, were accountancy sector, we were able to added that ‘Tyrrell & Company, and always keen to do our bit bring the firm’s insight to the table other hardworking organisations Traditionally, there’s been a real reliance on the major banks when in advancing the capabilities of and suggest new ways in which from across the country, have it comes to business banking – and that’s meant limited choice for finance, taxation and accounting. tax evasion and avoidance could come together to make the Review So we were very honoured be reduced, not only by a greater possible. Sharing knowledge businesses. But there’s a new technological dawn on the horizon for to recently take part in The focus on tax investigations, but also and insight with both peers and Parliamentary Review, alongside using the enhanced capabilities government is essential work and I finance and banking... the Prime Minister and a small of financial technology, cloud am delighted that this year’s Review number of other organisations, in accounting and open banking to will reach every corner of the British H ere’s what this means for you and your business: Open banking and the impact for business finance data together offers an incredibly insightful way to manage your cash a document that looks back on the year in the accountancy sector and make tax more transparent. economy. and financials. Westminster. Listening to the views of business We were delighted to take part A different kind of bank for your Open banking aims to make it and the public sector in the Review and hope that our business easier for you to connect your Having up-to-date accounts and What is The Parliamentary Review? suggestions around accounting personal or business banking data financials is great for any business, The Prime Minister, Theresa May, and tax reform will make a positive Advances in cloud technology mean with third-party software. That and having that real-time data is The Parliamentary Review was commented that ‘this year’s difference. that new banking providers are now means access to a far wider range going to be essential when Making established in 2010, and aims to Parliamentary Review follows a emerging. Banking from providers of financial providers, software Tax Digital finally arrives in April share knowledge, raise standards significant year in British politics’ such as Monzo, Starling Bank and solutions and fintech apps – and 2019. On top of this, if you do need and showcase best practice as a and Sir Eric Pickles, Chairman of Tide are changing the market, that’s actually going to make to get quick finance decisions then learning tool for the public and the Review, said ‘it has never been offering simple, easy-to-access managing your money far easier. that becomes a whole lot easier private sectors. It’s sent to over half more important for government online banking that’s challenging when your numbers are up to date a million leading policymakers and to hear the views of business and the position of the established We will see lots of innovation in and rock solid. industry stakeholders and acts as the public sector in a constructive banks. this space, giving consumers more both a blueprint for success and a forum. It is also a vital time to share choice. The ability to integrate your It’s going to become far more template for reform. best practice and progress’. Having access to finance is also banking information with a huge competitive in the banking sector The Parliamentary Review’s vital for any growing business, so range of third-party providers will once the smaller providers start With our experience of the executive director, Daniel Yossman, it’s good news that the changes in greatly enhance the financial and embracing open banking. So now’s financial world are also offering new banking services you can access. the time to embrace this new age of ways to obtain finance and access As a Xero user, you already have banking. the funding you need. Solutions such as Iwoca and MarketInvoice mean your business can quickly and a live bank feed that connects to seven of the main eight high street banks, but open banking is going to Xero App Profile easily access the finance it needs – open this up significantly to other Receipt Bank: automating your Every business has purchase foundational three apps in our without the need for a bank loan. integrations. data input, and saving you time invoices to process and input into Xero Trifecta approach to financial the accounts – and having the time management – alongside Spotlight The process of accessing finance So, for example, you could integrate Xero is more than just accounting and organisation to deal with this Reporting and Chaser. couldn’t be easier: a price comparison app with your software – it’s a software platform paperwork can be a challenge. What business internet banking and allow with access to over 600 certified Receipt Bank does is automate the What Receipt Bank allows you to do • Simple online application – fill the app to analyse your spending Xero apps and business solutions. process of turning paper invoices is automatically get your purchases out your business details and patterns which, in turn, could Having that ability to integrate the and receipts into digital data in logged and matched in Xero. That finance needs online in a simple recommend better credit cards or tools you need is a gamechanger, Xero. gets the bookkeeping done quickly, form that can be completed in overdrafts. Further still, it could and for many of our clients Receipt makes your numbers totally up to minutes. manage the switch for you. Another Bank is the first Xero app they Using optical character recognition date and delivers real-time data in • Connect to your Xero account – example could be allowing an app use to break into that wider Xero (OCR) technology, Receipt Bank your Xero Dashboard and Spotlight integrate your funding solution to access your bank account, with ecosystem and app marketplace. scans your paperwork, digitises management reporting. with Xero and provide the the app’s algorithms automatically it and pulls the resulting financial financial data needed to make working out the best time to pay Automatically dealing with your data into your books in Xero. For us, it’s a no-brainer to have an informed decision on your invoices and making the necessary purchase invoices In essence, it becomes your Receipt Bank as the foundation for financial health. payments for you. bookkeeper and automates the your Xero app stack. • Quick decisions – get a response Receipt Bank is the first building whole process of data-entry. fast (a huge boost if you’re in a Integrating Xero into the heart of block in creating your own custom Get in touch if you’d like a demo of cashflow hole) and get access to your financial management ‘app stack’ alongside Xero. And it’s A key element of our Xero Trifecta Receipt Bank in action. the funds, finance or credit line invaluable in bringing you the real- that the business needs, hassle- Integrating your Xero accounts, time numbers the business needs. Receipt Bank is also one of the free. fintech apps and open banking i / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / ii
The powerful financial project management software that over 10,000 businesses love. Here’s 5 reasons why: 1 Powerful financial analysis with a suite of customised reports 2 Track time, costs and profitability “I used an Excel spreadsheet from quote through to job and invoice to run my business. It was ridiculous and ineffective. I truly don’t know how our 3 Staff allocation feature gives visibility on workflow, team productivity and capacity business survived before WorkflowMax and Xero” Marybeth Hall, Brown Pelican WiFi, US 4 Everything in one system Manage business on-the-go, from anywhere Follow Marybeth’s story and find out how WorkflowMax can help your business get profitable 5 Xero owned and integrated workflowmax.com/case-studies with robust customer support standards, and ongoing product development Get started for FREE workflowmax.com/start Get 25% OFF your first 3 months Use promocode: 25%OFFXU 2 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 3
Welcome to issue 14... 36 94 CASE STUDY What AdvanceTrack Outsourcing INTERVIEW Q & A with makes a successful cloud demonstrates the quality and Andrew Sims, SuiteFiles consultant? security of its services Brought to you by 38 Looking ahead, preparing for tomorrow 64 Q & A - From paper to cloud 42 Meet Makoto, creator of CaFE, a cash flow solution 66 The importance of a conversion firm magazine 6 EVENT Accountex Summit North 2018 20 EVENT Accountex visitor registrations flood in for SMEs understanding their client base The independent magazine for Xero users, by Xero users 8 COVER STORY AdvanceTrack: 22 Single Touch Payroll is 44 Automating your practice with smart software 68 Why Xero accountants choose Direct Debit: 4 Issue 14 Strength in Numbers coming! reasons to use GoCardless for cash 94 CEO: 48 Discover Loc8 Lite: The app that offers a new collection approach to field service 70 The importance of building David Hassall (Co-Founder) 98 Managing Editor: app stacks NEW XERO CONNECTED Wesley Cornell (Co-Founder) Director of Strategic Partnerships: Alex Newson Admin Assistant: 52 Inventory management in the cloud - How accountants can cash in 74 TUTORIAL How to go clutter free: insight into APPS New to the Xero App Marketplace 100 Elle Kilcullen technology, process and people Virtual advice is the Editorial Assistant: Blaze Hassall 54 EVENT What’s new at the Accounting Business Expo change future for accountants and bookkeepers 76 Editorial/News Submissions: 5 reasons why you should 56 102 If you have any editorial content (news, comment, tutorials etc.) that you would Q&A build up your app-etite for NEW RELEASES like us to consider for inclusion in the next Merge to retire software Updates and new edition of XU Magazine, please email us releases from the Xero App 58 78 at editorial@xumagazine.com The importance of having EVENT Q & A Accountex: Marketplace Advertising: headspace to grow your worth the time? advertising@xumagazine.com T: +44 (0)116 298 60 80 practice 82 Meet serviceshare: A support network for 104 2018: The year of missed opportunity? Don’t fall into the trap E: hello@xumagazine.com W: www.xumagazine.com accountants ‘Xero’ is a trademark of Xero Limited (New Zealand). XU Magazine is collaboratively produced by an independent group of COVER STORY 8 Xero users and is not affiliated in any way with Xero. All other trademarks are the property of their respective owners. 12 Two ways to profit using Entryless 24 How to make and save money documenting a related party loan © XU Magazine Ltd 2014-2018. All rights reserved. No part of this magazine may be used or reproduced without the written permission of the publisher. XU 14 It’s Alive! The Modern Practice is back 26 Extremely cloud and incredibly close: the 82 16 Magazine is published by XU Magazine Ltd (08811842), registered in England and INTERVIEW Q & A with five most important international 58 84 106 Wales. Registered office: 12 Jordan Street, David Tuck, Chaser payroll trends for 2018 How to use information APP DIRECTORY Liverpool, L1 0BP, United Kingdom. All that you have in Xero to (UPDATED FOR 2018) 28 information contained in this magazine Bookkeeping: your new your advantage is for information only and is, as far as we are aware, correct at the time of going to press. XU Magazine cannot revenue driver 60 WorkflowMax: 88 Good succession 114 National Australia Bank (NAB) to allow 30 Did you know your Knowledge is beautiful planning for family payments through Xero accept any responsibility for errors or inaccuracies in such information. If website can connect with businesses is vital you submit unsolicited material to us, you automatically grant XU Magazine a licence to publish your submission in a range of Xero friendly add-ons? 62 BSI CERTIFICATION CASE STUDY - How 92 Value added cloud: Who 32 whole or in part in all/any editions of CASE STUDY needs a cloud integrator? the magazine, including in any physical ApprovalMax and Xero or digital format, throughout the world. Any material you submit is sent at your implement paperless accounting NOW OVER 7AP0PS0 and finance decision control App/Service Directory risk and, although every care is taken, UPDATED FOR neither XU Magazine nor its employees, 16 34 2018! agents or subcontractors shall be liable for loss or damage. The views expressed APPS COMPARED - in XU Magazine are not necessarily the Reporting views of XU Magazine Ltd, its editors or its Turn to page 106 contributors. 4 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 5
NEW NORTHERN ACCOUNTEX LAUNCH ACCOUNTEX SUMMIT NORTH Big name suppliers, top class products... with only weeks to Running alongside the conference will be an innovative exhibition area where leading suppliers will showcase accountancy products and services from cloud computing to financial software, recruitment and training to branding and PR. Exhibiting companies include: go, anticipation 2020 Innovation Training Ltd | AA Mortgages Ltd | ACCA | Accountancy Age | AccountancyManager | AccountingWEB | Acorah Software Products Ltd (Taxcalc) | Analyser Accounting Ltd | Association of International Accountants (AIA) | AutoEntry | Avalara Europe Ltd | Bloomsbury Professional | BrightPay Payroll Software | Capium | CaseWare UK Ltd | Catax | CIS Ltd | Cloud Pricing | Coface | Compleat is running high for Software | Debt Collection Services UK Ltd | DivDoc. | Docusoft Ltd | Easy R&D | Economia | Enterprise Tax Consultants | Feebooster Accountancy Marketing Specialists | Finsol | First Corporate Law Services | Frama UK Limited | FreeAgent | Fujitsu Scanners | FUTRLI | this new one day GAAPweb | Global Infosys | GoCardless Ltd | Hubdoc | ICAEW | ICB | Ideagen | Intuit QuickBooks | IFA | IRIS Accountancy Solutions | JustAccounts | Mattioli Woods Plc | MGI Worldwide | My Digital Accounts | MyFirmsApp | Nest Corporation | Nomisma Solutions Ltd | Octopus Blue | Opt Pensions | Practice Ignition | Premiere Capital | Qubic Tax | Receipt Bank | Redundancy Claims UK Ltd | RollPay | Sage | conference SimPRO Software Ltd | Spotcap | Spotlight Reporting | Taxfiler Ltd | The Chartered Institute of Payroll Professionals | The Learn Centre Ltd | The Practice Engine Group | Tolley | Virtual Cabinet | Wolters Kluwer (UK) Ltd | Xero and exhibition 8 Hours CPD ACCOUNTEX SUMMIT NORTH CONFERENCE PROGRAMME Many of the top accountancy practices and finance professionals Accredition in TIME SPEAKER SESSION TITLE LOCATION 20 available located across the Midlands and the north of England, have 08.15 –09.30 REGISTRATION already confirmed their place at ACCOUNTEX SUMMIT NORTH, taking Declan Curry, Speaker Challenges and Changes – what will make the KEYNOTE place at Manchester Central on 6 March 2018. 09.30 –10.30 sessions... biggest impact John Stokdyk, AccountingWEB – Main Auditorium The NEW one-day Brought to you by the organiser’s of ACCOUNTEX in London, the summit is already nearly sold out with only limited places still available. Held in four dedicated theatres – 10.30 –10.45 10.45 –11.15 Mark Wickersham, MORNING COFFEE BREAK Value Pricing: Why ‘Making Tax Digital’ Means You Must Change Your Pricing Model How To Theatre including the Tech Theatre, How To conference & exhibition Effective Pricing Ltd Theatre, Practice Growth Theatre, and Paul Shrimpling, The Business Growth Accountant – How to Practice Growth Stellar line-up confirmed Business and Future Theatre – and the 10.45 –11.15 Remarkable Practice Transform Your Accountancy Practice into a Theatre dedicated to the With a raft of big name speakers confirmed, there will be keynotes Profitable and Valuable Advisory Business Keynote auditorium, the summit will from Broadcaster and Writer Declan Curry, Sage’s Cameron John feature topical Keynotes and discussions 10.45 –11.15 Cameron John, Sage The Second Wave of Cloud Adoption Tech Theatre discussing efficiencies in the cloud, David Kaye from Intuit – David Kaye, Business & Future accounting profession on digital tax, tools for management 10.45 –11.15 Creating a Future-Ready Firm with QuickBooks Theatre Intuit Ltd – Quickbooks Quickbooks giving his take on how to create a future-ready firm, accountants, the transformation of the Xero’s Damon Anderson outlining how to transform practices to 11.15 –11.45 BREAK financial role, business challenges and embrace the digital revolution, IRIS’s Steve Cox sharing his insights new technology. 11.45 –12.15 Andrew Hubbard, Tolley Making Tax Digital – does it still matter? How To Theatre CONFERENCE | NETWORKING | EXHIBITION into the latest research on the accountancy climatic flip, plus, Damon Anderson, Digital or Die: Transforming Your Practice for the Practice Growth 11.45 –12.15 ACCA’s Glenn Collins will head up an expert panel of practitioners Xero Digital Revolution Theatre debating the changing face of the accountancy practice and the Daniel Richards, Bringing the Best of the Add-ons Together 100+ leading suppliers 11.45 –12.15 Tech Theatre growing importance of technology and strategies to deliver MyFirmsApp to Strengthen Your Client Relationship maximum business success. 11.45 –12.15 Matt Sinclair, SAP Business One Making SMEs Digital – Transform Your Business Business & Future Theatre showcasing the latest Keynote presentations from: 12.15 –12.30 BREAK accountancy products 12.30 –13.00 Amanda C. Watts, TwentyTwo Agency Please Will You Marry Me, Mr. Accountant? (A Relationship First Approach To Marketing) How To Theatre and services 12.30 –13.00 Steve Pipe, AVN How to Become one of the World’s Most Inspiring, Respected and Profitable Accountancy Practices Practice Growth Theatre –––––––––––––––––––––––––––––––––––––––– 12.30 –13.00 Ed Molyneux, FreeAgent Rise of the Robots, Accountancy at a Crossroads Tech Theatre Chris Astle, Future of Finance Business & Future Conference sessions in 4 dedicated theatres: DECLAN CURRY JOHN STOKDYK GORDON GILCHRIST IAN FLETCHER GLENN COLLINS 12.30 –13.00 Think Forwards – Enabling Great Business Partnering Theatre Speaker, Writer & AccountingWEB 2020 Innovation 2020 Innovation ACCA 13.00 –14.00 LUNCH Practice Growth Theatre, Broadcaster & Training & Training Gordon Gilchrist & How To Theatre, 14.00 –14.45 Ian Fletcher, 2020 Innovation Training Ltd The Firm of the Future KEYNOTE – Main Auditorium Tech Theatre and the Supported by the industry… 14.45 –15.15 BREAK Business & Future Theatre ACCOUNTEX SUMMIT NORTH has enjoyed strong industry and 15.15 –15.45 Steven Cox, IRIS The Accountancy Climatic Flip – Time for Digital How To Theatre association support since its inception. While the summit has adopted a different format from the established London event, James Ashford, How We Grew Our Firm’s Monthly Recurring Practice Growth FULL PROGRAMME & it’s drawing on all its strengths – harnessing Diversified’s unique 15.15 –15.45 GoProposal Revenue by 50% in 9 Months Theatre EXHIBITOR LIST NOW ONLINE experience, connections and knowledge within the accountancy 15.15 –15.45 Mark Wickersham, Effective Pricing Ltd How to Get a Better Price for Your Services Tech Theatre and finance profession. Nigel Holmes, Research & Development Business & Future 15.15 –15.45 With limited places still available, a Catax – Uncovering the value Theatre FREE delegate place includes: 15.45 –16.00 BREAK Apply for your FREE place and quote ASN169 • Keynote speaker programme Glenn Collins, ACCA Panel Debate: Changing Face of the Accountancy KEYNOTE at www.accountexsummitnorth.co.uk • 80 top accountancy suppliers 16.00 –16.45 +Panel Practice – Main Auditorium • 4 dedicated break out theatres Gordon Gilchrist & 16.45 –17.00 Ian Fletcher, 2020 Closing Remarks and Conference Wrap Up Main Auditorium • 8 hours of CPD accreditation Innovation Training Ltd JOIN THE CONVERSATION @ACXsummitnorth #ACXsummitnorth • Complimentary refreshments 17.00 –18.00 EXHIBITION Visit www.accountexsummitnorth.co.uk today to apply for your place – quote ASN169 6 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 7
Cover Story Cover Story AdvanceTrack MD, Vipul Sheth shares his journey from a AdvanceTrack: start-up to becoming a larger start-Up! He explains why they weren’t going to be a “me-too” operation and their goal of being recognised as the best accountancy outsourcer in the world. Strength in @AdvanceTrack Vipul Sheth ACA CTA, Founder and Managing Director, How? By building technology and a culture of excellence within their teams... AdvanceTrack Outsourcing Vipul Sheth is a UK based ICAEW Chartered Accountant and Chartered Tax Advisor. Vipul trained with a regional UK firm I recall my first trip to India when I was exploring the to communicate using the insecure method of e-mail and allowed job allow smartphones in our offices. This is just part of the multi-layered Numbers before moving to Ernst & Young idea of setting up an Outsourcing tracking from that day. We rebuilt security protocols in place to and KPMG. AdvanceTrack is a UK Headquartered Accountancy Company. This was shortly after our entire platform in 2017, pushing protect your client data. Outsourcing Company with leaving KPMG back in early 2002. AdvanceTrack 2 live in readiness offshore operational centres, for the new GDPR regulations (for Our ISO27001:2013 Information delivering services around the globe. It was an exciting and scary those who aren’t aware, these Security certification provides an experience as whilst I had family in are Europe-wide Data Protection external audit of already strong India, they weren’t involved in the Regulations). protocols we have put in place. business (deliberately). Culturally, security is part of our Culture We did an analysis of the DNA. Only this January, A client companies providing outsourcing visited us and was politely asked We are a technology driven provider services and concluded, we could to leave his smartphone with of services, having had high-end do it in the same way, but chose security. Why? Because we don’t developers as part of our business not to. We concluded that there was a lack of process and limited professionalisation within the industry, but doing it their way would mean there would be no differentiator between us and them, except they were already big companies! Why would they choose to use our service if we were just a smaller version of them? Our first group of staff consisted of just 5 staff. Even they didn’t have enough work to keep them busy! I could have completed the work myself, there was that little work. I did however, need a team of people ready for when the work did arrive. We needed to build a business with a team with passion to deliver amazing service. That ethos has allowed us to continue growing our teams ever since and we’ll add 100 Xero certified members in Q1 of 2018. Security Our initial analysis of the industry identified that Security, although important was not consistently managed. We systemised our approach to working with firms building our first A recent picture of one of AdvanceTrack’s Xero trained teams A picture of the entire AdvanceTrack team a few years back version of our AdvanceTrack system in 2005-6. We removed the need 8 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 9
as far back as 2005 (We started AdvanceTrack system. It is one of That was the start of a journey that in 2003). Our teams also adopt the reasons as senior management, brings us full circle to today. We technology to drive our processes we can have confidence that our still run the business like a start-up to be more efficient. teams deliver consistently. as our mantra is to do Outsourcing, The most telling part of our culture but not as you know it. is our team culture. They work Having worked with a Regional together as a team and also spend Accounting firm and two of the Big 4 Having a group of talented young a lot of social time together. We firms, I obtained an understanding men and women in our team have a team building trip annually of the need to control the process reminds me of how managers in for all team members to have time regardless of who is working on my training firm thought of us together to celebrate how hard they the project. If you think of the trainees. They bring energy into work together. number of staff who join and leave the organisation and questions Big 4 firms, the clients are handled that keep challenging the status As a management group, the most consistently, meaning that clients quo. We’re not standing still and noticeable aspect we see is, that it do not as a matter of course leave are adding to our professional and is not one or two team members, when a staff member leaves. It is a technology teams. but a collective group pulling rare occurrence that a client follows together to deliver client work as any individual leaving a big firm. Our joint aims are to delight our client demands require. clients. If you’re ready for the Our systems allow our teams to challenge, join us on our journey. Staff deliver a secure, consistent service, so regardless of the team working The most enjoyable part of my trips on the files, there is generally a to India is to see the enthusiasm of consistent service. This is borne our young team members working out by the client service scores that for us. Their willingness to learn firms provide feedback on all work and deliver a better service is a key delivered across the business. part of the culture of society and the wider team. The aim is to increase quality and service consistently over time, We also award monthly individual even with testing growth targets FIND OUT MORE... prizes to reward exceptional work. that the business has set. This is audited annually by BSI as part For more information check out Systems of the company’s ISO9001:2015 the new and improved website certification. at: advancetrack.com We briefly touched upon our Subscribe to XU Magazine 4000+ 150+ 100+ 46 HRS CPD ATTENDEES EXHIBITORS SPEAKERS LEARNING FREE Go to subscriptions.xumagazine.com xumagazine.com/subscribe 10 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 11
Two Ways To @genemarks Profit Using Gene Marks, President, The Marks Group Author, columnist, speaker, CPA, and small business owner himself, Gene guides business leaders of all kinds toward smart, long-term money-making Entryless decisions for their organizations. Gene writes daily for The Washington Post on small business and public policy. He also writes regularly for Forbes, Inc. Magazine, Fox News, and Entrepreneur Magazine. How OCR & Machine Learning is Changing Your Accounting Business... E ntryless is part of a new breed of accounts payable from any scanned document. Matt uses Entryless not only for his “Because of Entryless our firm has experienced a significant amount processing technologies that own business, but for his clients. of growth recently,” he said. “The far as to build a business around institutions can better monitor invoices directly into Entryless and uses OCR (Optical Character Invoices are sent to assigned email ability to have vendors be able to accounting technologies like and control compliance with their the system automatically brings Recognition) and Machine addresses and then automatically just automatically email over all the Entryless and is capitalizing on the hygiene processes. The company that data into her accounting Learning to extract data from brought into his accounting information to that unique address efficiencies gained. is small – only system for payment. All of this was scanned documents and bring system after being approved and is super-powerful. It’s one of the 35 people – and setup in less than ten minutes, she that data into a format that can be pre-coded. Matt’s firm has setup best features of Entryless.” Entryless is Annie has only told me. “The ability to have reviewed and then automatically Entryless integration. This way Matt the future. been there for less vendors be able to imported Xero for automatic data can handle a much larger volume of Increased productivity is helping Technologies like than half a year. “It was taking a really long time for entry processing. transactions then he would be able Matt make more money. More this save business just automatically the process that we currently had to otherwise – and serve a larger importantly, Matt has gone so owners money email over all the But one of the – entering invoices, bills, receipts That sounds good. But in the end, group of clients. and increase information to that first things she – so I was looking for a solution how does this technology make productivity unique address is did was implement for that,” she said. “Entryless you money? Here are two business through integration super-powerful” Entryless. has been had a big impact on our owners that are profiting from and the ability to productivity.” Entryless in two different ways. handle more work with “I am the only person less people. doing accounting, so I needed Because Entryless integrates with More profits through productivity something that would help me do Xero, duplicate data and data More profits from integration more things at once, particularly entry errors are almost eliminated, Matt Fulton is a co-partner at bill-automation.” enabling even a small company to Parkway Business Solutions, an Annie Aladjova is the Director of increase its efficiency and use its accounting and bookkeeping Finance for Swipesense, a Chicago Annie was attracted to Entryless existing employees better. firm based in Ventura, California based startup that provides sensor because of its ability to integrate that services mostly small and on point-of-care hand hygiene with her accounting software. She medium sized businesses. Matt dispensers so that healthcare enters or scans accounts payable uses Entryless because of its OCR technology. OCR allows for data to be extracted How to go clutter-free STEP ONE: Check out approvalmax.com Switch to cloud-based software 12 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 13
It’s Alive! @SuiteFiles Kim Anderson, Marketing The Modern Executive, SuiteFiles Kim is a passionate Jane-of-all- trades marketer who fell into software a bit by accident after trying her hand at design and teaching high school English. Practice is back Xero HQ apps presented at Xerocon London 2017 She’s one of SuiteFiles’ first employees and loves learning about how businesses tick. Her add-ons, like Spotlight Reporting. to offer future-focused advice the elimination of paper from their goal is to make file management Increasingly practices aren’t relying and services that go beyond tax three offices. Now Dave’s team can less boring. on one single software vendor compliance. collaborate more effectively and for their business, and Xero HQ • Simplify – Apps that work keep track of key data. acknowledges this. together will streamline your Seven years after Xero first talked about the Modern processes, simplifying many Read TaxAssist’s full case study at Benefits of the Modern Practice tasks. The subscription models www.suitefiles.com/customers. Practice, the concept is now a reality for many concept for many cloud apps will also businesses. What does it mean to be a Modern Practice simplify your finances, often What next? Since its early days Xero have allowing you to ditch expensive and why is 2018 the best time to level up? stated that they’ll only ever focus on creating great accounting servers and reduce overall IT costs. The Modern Practice is great in theory, but how do you go about software. But accountants • Access – Work doesn’t just take finding the right apps and take T he beginning of the Modern Practice your practice. Xero chose a handful of early add-on partners (including Cloud apps are more sophisticated and offer better integrations, need more – they need HR, file management, marketing, etc. place in an office anymore. It happens on the road, at steps towards transforming your business? Here are SuiteFiles!) and launched the making them competitive conferences, with our clients. 4 tips: “Just like the best Way back in 2010, Xero started Modern Practice. alternatives to legacy desktop This is where the Modern Practice Cloud apps give you access to candy stores, working talking about an idea called the software. Being a ‘Modern Practice’ idea comes in. To help businesses your data when you need it and 1. Do a business ‘Modern Practice.’ They even had Making the Modern Practice a was possible seven years ago, and choose the best apps for them, Xero offers greater flexibility around audit – Where with cloud apps a landing page for it, which is how reality early adopters benefitted from it, have provided an app marketplace how and where you work. are the allows you to pick you know a technology company is but now it’s track record is proven – where you can filter solutions, plus gaps and and mix the tools that serious about something. Ahead of its time (a habit with practices that innovate see greater a recommended stack of apps for How UK-based TaxAssist opportunities in meet your specific Xero), the Modern Practice concept growth and efficiency gains. Xero HQ. Accountants simplified their your business? Is requirements” Shocked by the out dated ways petered out after a couple of years. practice there an area that that accountants were still running Not quite dead in the water, but for Introducing Xero HQ So, why modernise? Why phase you need particular their practices, they proposed the many businesses who were new out desktop software that does Simplicity is what Dave Forrester help in, maybe in financial ‘Modern Practice’ as an easy way to to cloud anything, it was too big a Xero have revived the Modern everything for a suite of light-weight wanted for his TaxAssist reporting? level up your business’ technology leap. Practice concept with the cloud apps that do one thing, but Accountants franchises in Keighley, 2. Plan your priorities – Know what’s and processes without the need for introduction of Xero HQ – a live often one thing really well? Ilkley and Bingley in Yorkshire. With on your list of ‘must-haves’ when software expertise or lots of time. Fast forward to 2018 and it’s a dashboard for your business. an IT set-up that was expensive, looking for software solutions. In practice, the concept revolves completely different ball game. Xero Xero HQ brings together your • Choice – Your practice is different complex and increasingly Base this list on tasks that you around the use of an eco-system now has over 600 add-on partners business data not only from Xero, to everyone else’s. Just like the incompatible, Dave knew they find painful and are a priority, of apps to modernise and improve who have grown with the company. but also from other integrated best candy stores, working with needed to make a change. rather than on features that you cloud apps allows you to pick think you need to have. and mix the tools that meet your Dave and the team decided to move 3. Do your research – Xero have specific requirements. to the cloud and implemented made research easier with their • Growth – Getting the right tools software solutions, like Xero, Office app add-on marketplace. Also not only empowers you to work 365 and SuiteFiles. venture out to talk to other better, but it also frees up your businesses, read case studies time to focus on your clients. “The cloud simplifies our and ask for references from Automation and real-time operations and Saas (Software-as- software providers. visibility of your data will allow a-service) gives us a clear monthly 4. Talk to a cloud integrator – you to unlock insights in your cost.” Cloud integrators specialise in business that may have been implementing software solutions inaccessible before. Not only have TaxAssist saved and integrating apps. They’re • Attract – Not only can you money by removing their aging great people to talk to about the access and unlock your business server and reduced their IT costs, best way to choose apps for your data, but you can do it for your but they’ve also seen marked business. clients as well. This allows you improvements in productivity and 14 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 15
Interview Interview XU: It’s great to be joined by David Tuck, Founder and CEO of Chaser, can you tell us a It’s a product of us being called Chaser; people think we just chase. Absolutely we chase, but we also having the best developed API and app ecosystem. When we looked at it we felt that we had the ability bit about chaser? log; not just the outgoing chasers with Xero to build a really seamless we send but all the communication integration, to effectively be one DT: Chaser is a platform to transform how a business carries out their credit that goes back and forth. That’s an essential component of credit control and having watertight system between Xero and Chaser. To this day I am incredibly proud of the user experience that we control. There are three interrelated information of what’s been said by deliver in that perspective. It gave strands to that. First off is our who, at which points in time. us the ability to take the fantastic chasing automation which is accounting system and invoicing helping businesses automate what we call our 3 P’s; ‘the polite persistence that pays’, but all XU: Chaser is an incredible cloud-based software. What is the story of chaser, where functionality of Xero, and provide their customers and accounting partners with a platform to deliver while preserving the all important did the idea come from and how best in class credit control. human touch. That is really long ago was it? And then how central to our automation. There is a huge potential false economy with automation whereby you did you go from an accountant, to financial director, to app owner/ creator? XU: It’s been nearly 3 years since you introduced Sir Chasealot and I hear that the save yourself time from having baton has been passed to Brad to chase manually, but if it looks and feels clearly automated then it’s ineffectual in terms of bringing DT: We are 3 and a half years old. We launched in August 2014. We are really a classic Ewin. How did the idea for this marketing plan come along? about the desired result of getting your invoices paid. With Chaser it’s the best of both worlds; saving ‘scratch your own itch’ story. After graduating, I did my ACA and CTA accounting qualifications in practice DT: The Xero community’s invoice-chasing knight in shining armour! Sir Chasealot was yourself the time of having to chase and then moved into industry. born at Xerocon London 2015. That manually but preserving the human Firstly in FMCG with Fever Tree, the was our first Xerocon as exhibitors. touch so that you get the cash in premier mixer drinks company, and Truth be told, I wish I knew how the door as soon as possible. then heading up finance teams we came up with it; I think it was in a couple of tech companies one of those serendipitous creative The second element of Chaser is after that. Fever Tree and the tech light bulb moments. We had been our the credit control CRM. This companies all sold on payment to one Xerocon as an attendee, and is the way we log and provide terms. It was clear to me that there to the Xero stand at Accountex in our users with a record of all of had to be a better way of carrying 2014, and a host of other smaller the credit control communication out the pain which is credit control. Xero events prior to February 2015 that’s gone back and forth between It was latterly that I got the chance when Xerocon London was. It felt them and their customers, all to work with cloud accounting like something that would really of this automatically. So, when and discovered, what was at that resonate with that focused-yet-fun they’re making a telephone call to time the nascent, app ecosystem. atmosphere in the Xero ecosystem. chase up an invoice that the email Working in tech, I also got to teach It was a bit of a gamble but one I automation requires an escalation myself some computer science. I like to think has really paid off. from, they no longer have to did a couple of massive open online spend their time routing through their inbox or sent items to piece it all together. They have all that courses; a bit of Codecademy and a Udacity intro to computer science course. I guess, as they say, the rest XU: Australia? Am I right in thinking he once made it to information in Chaser. is history! Everything just sort of Then, thirdly, it’s the insights. These crystallized in my mind in thinking there is a better way that credit DT: He did Indeed! In August 2015, Sir Chasealot Q&A are about how different customers control can be carried out. I felt that graced Xerocon Melbourne with his are paying our users, so they can intense pull to go off and build it. presence. know who their good and bad paying customers are. They can then tailor that use of automation accordingly to help them achieve XU: Can you briefly explain how Chaser integrates with Xero. Why did you integrate, XU: How effective has social media been in Chasers life span? Has it increased the very best credit control results. and what value does it bring to your your Chaser community? company and your customers? XU: fairly new? I didn’t know about the CRM side of it, is it DT: We’ve been integrated with Xero since day DT: It’s been fantastic from a very early stage, particularly on Twitter. Also, on one; they were our first integration. Linkedin and on Facebook but to a David Tuck, founder and CEO, Chaser DT: No, it’s been there since the beginning. That was a product of seeing Xero’s fantastic position in the market, slightly lesser degree than Twitter. The Xero Partner Community is 16 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 17
Interview Interview incredibly active on Twitter. It was a great way for us to get the word out initially, and to raise awareness time exhibiting with our own stand which we are really excited about. We’ve always prided ourselves on apps and what challenges have you face with marketing and promoting in the competitive industry? know and what we will always not know is just huge. So, people who have the humility to accept that, DT: We launched at almost exactly the same time. In fact, we launched Chaser in team saying don’t sell anymore to this customer. You can take urgent action if you need to get about us as a platform around the making a big bang with the events the eagerness to embrace the conjunction with featuring in the that customer down below their time that we launched and in the immediate aftermath of coming to market. Now it’s a great way of that we exhibit at. For example, back in October last year at Xerocon we launched Debtor Daze; the DT: What I’d say makes us stand out is nothing more, nothing less than our focus. opportunity that doing this work provides to learn. That couldn’t be more important in terms of the first issue, back in August 2014, and contributed to the original crowdfunding campaign. When credit limit if they are approaching it or if they have exceeded it. That’s something we’re really excited keeping in touch with what’s going world’s first ever accounting- We are laser focused. We do our mindset that they come into the I look back, we’ve made a lot of about and the feedback on that has on in the industry and keeping themed craft ale. I’m afraid I can’t one thing really well. There is team with, so that’s definitely key to mistakes over the last three and a been brilliant. people aware of what we are doing. give any spoilers about what we so much stuff we choose not to us as a team. half years, but that was a fantastic I think we (hopefully) have good have planned for Accountex, but I do because we don’t believe we decision on our part because it’s Across the rest of 2018, the area we awareness on social media, which is fantastic given the level of activity within the community. It’s a great definitely encourage everyone to watch this space. can be the best at that, take the forecasting space for example. We know we are in the business XU: So then what does a typical day at work look like for you to run and organise been a brilliant partnership and platform for us. are really excited about is more and more insights about the different ways your customers are paying opportunity for us to share what’s going on as we continue to develop. XU: It would be great if you could tell us what of credit control and we are relentlessly focused and passionate Chaser? It’s been brilliant to see the magazine, the publication go from you, and practically suggesting the actions you should take off XU: When you’re not busy running Chaser, what outsourcing credit control is and how will it help companies? about doing that. I think you see that reflected all the way from our website, product experience, DT: We have remote team members, so we have daily team stand up at 9:30am strength across different mediums as well. For us, you talk about an engaged audience; people reading the basis of that information. Then combining that with great flexibility within Chaser as a product to chase can we find you doing in your spare time? DT: This is an incredibly exciting industry development. Outsourced credit customer and partner relationships and the quality of the support we deliver. If you look at our reviews where we run through our goals for the day and any roadblocks. That’s really important so that we have around Xero, around the app ecosystem; it’s brilliant. different groups of customers in different ways. So, harvesting and surfacing those insights to DT: I have one year old twin boys and I’ve just bought a water rowing machine at control is an extension to the virtual finance function for clients who sell on payment terms. It’s on the Xero App Marketplace, it’s a huge source of pride for me the number of times the quality the ability to interact as a team at least once a day, face-to-face. Once a week we do lunch-and-learn as a XU: Chaser is a successful growing company, so to finish off, is there a new feature to our users, along with rules based assignment to different schedules that best suit the different home in an attempt to stay healthy. underpinned by cloud credit control and passion of our support gets team. Someone will host lunch and Chaser or any developments we will customers given; how well or how In any other time I love to read. software, meaning the accountant mentioned and how much people we will grab lunch together, again see this year that you can tell our badly they are paying their invoices. Over the past year, I’ve discovered and bookkeeper can offer the enjoy working with us. dialing in to a video call remotely. readers? audio books with Audible and service profitably in a way that’s One of the team will present on podcasts have been really good for me. just never been possible before. This is incredibly exciting because this means that true credit control You’re right that there’s always going to be that challenge of marketing and promoting yourself something that they are interested in, that they think the rest of the team will find interesting and useful DT: Absolutely. We just released our new thresholds functionality, which XU: Accountex is a big event within the accountancy community, and I expertise is available to SME’s who don’t have a other finance team and therefore have never been able to within a competitive industry. Paul Graham, the founder of Y Combinator, says ‘the only way to to learn from. Aside from that, there really is no is the ability to set risk limits for different customers and then get notified about them. For example, would imagine it’s an important access that credit control expertise. avoid competition is to avoid good typical day. The biggest challenge setting credit limits for different event for you and your company, As businesses they are now ideas’. I think there’s abundant is identifying what the most customers so you get notified when but what value does Accountex add able to do so. So it’s a fantastic, truth in that. We recognise we’ll important thing is and ensuring there are approaching that credit to Chaser and your customers? almost democratisation of credit never be done and we will always that I, and the rest of our team, are limit, or they pass that credit limit. control that we are really excited have a huge amount to learn. But I spending the maximum amount of If as a company you have credit DT: For us it’s just a fantastic opportunity, alongside about playing a part in, within our industry. think we have a lot of reasons to be confident that we’re the recognised time working towards that. insurance, that credit insurance will be invalidated if you pass your Xerocon, to engage with the partner community all in one place and at that scale. It’s also a great place XU: Following on from that, how big do you feel this market leader in our space. For example, it was brilliant to win the Xero App Partner of the Year award XU: You’ve been with us since our first issue, how has working with XU magazine credit limit. It couldn’t be more important that you stay abreast of that. With the new functionality, for us to communicate what we are will be in the future? in 2016. Then last year winning the benefited your company? you can communicate to the sales up to, but far more importantly, AccountingWEB Cloud App of the to meet with and learn from our partners about what they’re up to DT: Huge really. We see it as becoming table year against GoCardless, Stripe and iZettle, who are just fantastic W and focusing on. So, it’s a fantastic stakes as part as the virtual finance leaders within their own respective NE opportunity from an engagement function for those clients who categories. GIFT perspective for us. sell on payment terms. It will be the new paradigm. There will be XU: Your team seem to AID XU: Accountex is the UK’s largest exhibition and conference dedicated that expectation that this is how credit control gets done for those businesses who don’t have an in- have come from a variety of jobs and backgrounds and you have created such a young CRM & Donor to accountancy & finance house finance team, which in terms and vibrant working team. What’s Management for Charities professionals, Are you excited to be of the overall business population the key to success in this? Manage Donations, receipts, HMRC claims, rosters attending? What exciting stuff do is the huge majority. This will be the Store Names, address, notes you have planned for Accountex? de facto way it gets done. DT: I’ve definitely learnt over time, hiring for Connect People, groups, communicate w w w. i n f o o d l e . c o m DT: We are really excited to be going. This is our first XU: What makes Chaser stand out from other eagerness to learn because the sheer tonnage of what we don’t Track Assets, donor profile, attendance NZ +64 7 579 3085 USA +1 415 231 0023 UK+44 (0)161 738 1437 18 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 19
SPONSORED CONTENT ACCOUNTEX visitor EXHIBITION | EDUCATION | NETWORKING registration off to a flying start WED 23 – THURS 24 MAY 2018 | ExCeL | LONDON This year’s The UK’s largest show is Blue, Capium, Accountancy officer at CIPP; Tony exhibition & conference expected to be the Manager, Spotcap, GoCardless, AON, Tide, Cater Margaritelli, chairman of the ICPA; and John Stokdyk, dedicated to accountancy & finance professionals Allen, Campaign Master, global editor of biggest yet as Senta, Docusoft, iStorage, AccountingWEB. registrations Pandle, Redundancy Claims UK, TwentyTwo Agency, and Some of the industry’s flood in Global Infosys. biggest brands will also be is also famed for hosting content in their own dedicated theatres, including GET ADVICE AND INSPIRATION – over 180 free-to-attend education seminars ACCOUNTEX 16 theatres, 150 expert its unrivalled Education Sage, Wolters Kluwer, speakers, over 180 CPD- Programme which provides all QuickBooks, ACCA, FUTRLI, MEET SUPPLIERS– 200+ exhibitors accredited Keynotes, the latest information, view MyFirmsApp, TaxCalc, and seminars and workshops, and changing the future of your industry points and future predictions effective pricing Mark GAIN 200 exhibitors – that’s the from some of the industry’s Wickersham. And in addition, DISCOVER 100’s of new cutting-edge 8 CPD compelling line-up that awaits biggest names, and this year’s this year’s show will see the products, services and solutions HOUR the 7,000+ attendees “Our exhibitors and line-up is expected to be unveiling of some brand new S preparing to visit ACCOUNTEX speakers include many of the bigger and better than ever. theatres such as the Tech CONNECT with over 7,000 2018 – the UK’s flagship event profession’s leading innovators Covering all the hottest topics Demo Theatre, Practice & for the accountancy and and key thinkers. They are from GDPR to Making Tax Compliance Theatre, Future accountancy and finance professionals finance profession. This is the constantly evolving and Digital to the latest & Development Theatre opportunity to discover all of developing their products, developments in AI, some of (sponsored by Receipt Bank), the latest industry news, technologies, business the names that have now been and Sales & Marketing JOIN THE CONVERSATION @Accountex #Accountex products and software, as well solutions and strategies to confirmed as speakers include Theatre. The returning as being the biggest meet the changing needs of Damon Anderson, director Keynote Theatre (sponsored networking event of the year their customers and clients,” and partner at Xero; Carl by Compleat Software) is now REGISTER TODAY FOR FREE TICKETS for anyone in the accounting added their names to the explains event director Zoe Reader, small business advisor one of a pair. The profession. visitor list, and many more are Lacey-Cooper. “We’re and author of The Startup introduction of a second anticipated to attend. For confident in saying that every Coach and The Franchising Keynote stage now enables Returning to the esteemed them, ACCOUNTEX is the “must new innovation and best Handbook; accountancy the show to cater for a ACCOUNTEX is a ExCeL London on 23-24 May, attend” event for discovering practice/working solution that Enter priority code XU101 at futurist Chris Hooper, CEO of significantly bigger audience, the 2018 event is expected to the best new software, great way to gain our visitors need to know Accodex; entrepreneur with plenty of capacity exposure to the be the biggest in the show’s history. Thousands of products, tools, solutions, insights, and innovations of wide range of about will be at ACCOUNTEX London this May,” she says, Caroline Plumb OBE, founder of Fluidly; marketing between them for this year’s big name draws. WWW.ACCOUNTEX.CO.UK accountants, finance directors, the year. It’s also the only UK “that’s what makes it such a consultant Amanda C Watts; accounts managers, tax event that annually attracts so accounting valuable and productive two Anne Davis, head of ACCOUNTEX takes place at professionals, heads of IT, many industry thought leaders software options days for everyone involved.” regulation and policy for the ExCeL London on 23-24 May. bookkeepers, and sole together in one place at one out there, IFA; Gordon Gilchrist and Ian Attending is free if visitors practitioners have already time. The central exhibition will Fletcher from 2020 Innovation; register in advance, or is £25 understand current feature around 200 companies Ed Molyneux, CEO and on the door. All Keynotes and industry themes, showcasing all the latest founder of FreeAgent; Paul seminars (in the show’s 16 increase your products, services and add- Shrimpling, MD of Remarkable theatres) are also free to learning and add to ons that could transform an Practice; Samantha Mann, attend, but are allocated on a entire business. Confirmed senior policy and research first come, first served basis. your CPD exhibitors include Xero, Sage requirements. QuickBooks, FreeAgent, TaxCalc, Wolters Kluwer, IRIS, NEIL, SENIOR FINANCE MANAGER, DMH LTD Compleat Software, Receipt For further information, and to register for a free ticket to Bank, Abbey Tax, attend, please visit www.accountex.co.uk and use WebExpenses, Avalara, priority code XU101. BrightPay, Worldpay, Octopus 20 / Issue 14 XU Magazine - the independent magazine for Xero users, by Xero users. Find us online at: xumagazine.com Brought to you by Tyrrell & Company (tyrrellandcompany.co.uk) Follow us on Twitter: @tyrrellandco Issue 14 / 21
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