25/01/2020

Proactive Debt Management & Reducing Overdue Debt Hangover

overdue-bill

As a small business owner, there’s nothing worse than having overdue accounts – funds you could be using to enhance sales, replenish inventory or simply make necessary payments to your own suppliers.

Overdue debt is that fragile relationship between wanting to get paid and not wanting to upset the customer that may put a strain on future work. Having the right process and understanding is key to ensuring that overdue debt does not get out of hand.

While there are always going to be those select invoices that take a bit longer than usual to complete, it should be the goal of any small business to reduce overdue accounts. Overdue debt cannot be avoided sometimes however there are ways of achieving success without being overbearing or rude, in fact, there are quite a few proactive solutions that will help reduce the chance of debt becoming overdue.

Understand your Prospects

Guess what!! There is such a thing as a bad customer. When quoting a prospective client do your due diligence on who they are and the reputation they have in the marketplace. This will give you a first glance of any potential issues you may have in the future, if red flags pop up don’t be surprised if you take on the risk and the debt become overdue.

If red flags do appear, we suggest to;

  1. Walk away – sometimes the risk is to high for the reward
  2. If you proceed, ensure you price your services accordingly and take into consideration the potential cashflow impact the overdue debt will have on your business
  3. Ask for deposits – there is nothing wrong in asking for a deposit until you have created a positive payment repour with your client

Letter Of Engagement

Having a clear understanding between you and your client is nothing new, create a Letter of Engagement for your business which outlines clearly what each parties’ expectations is. This is critical if you operate a business which is based on retention of continuous work.

This will become quite useful if you ever run into a client who won’t or is slow in paying their bills. Furthermore, this becomes a golden document in the unfortunate event of having to escalate and go to court. Where you sell products or one-off engagements, Letter of Engagements are still considered useful but ensure that payment terms and method of payment are clear on the invoice.

The Letter of Engagement should contain key information such as;

  • The services you will provide
  • Any commencement and end dates to the agreement
  • How much will be charged, frequency and payment terms (i.e. 14 days from invoice)
  • How each party can terminate the agreement
  • What the steps would be if invoices remain unpaid past their due date

Policies

Another way to reduce overdue accounts is to understand what risks you are happy to take and more importantly ensure everyone in your business is on the same page. This can be done by writing a clear and concise credit policy that highlights your terms and conditions. The policy should contain information such as general payment terms offered, process of escalation and reminders and timeline of steps taken before it’s turned over to a collection agency.

Don’t forget to review these policies periodically to ensure they remain current and cover trends in the economy and payments from clients.

Automate

Most accounting software now come with functionality which allows you to setup reminder letters and monthly statements. This allows your clients to keep track of what is due and give them a friendly reminder when something may have been missed.

We operate in a world where many businesses get hundred of emails and notifications each day, and sometimes even with best intentions your invoice may go missing or fall part of the dreaded spam. Sending a friendly reminder allows the client to be aware that payment of an invoice was missed. What is even better, is that clients can also be excluded from the process in most cases so you can manage who gets what and when.

If your business is unique there are always third-party providers which integrate to you accounting software which allows you not only to manage your debt but also integrate with payment platforms.

Contact us if you need assistance in setting this up in your business.

Review

As a business owner, you also need to stay on top of outstanding debts to reduce overdue accounts. Nothing is still better than this, run your reports or setup your accounting software with the right information on the dashboard.

Do not be afraid to pick up the phone and have that friendly discussion with your client as to why an invoice may be outstanding. This will allow you to quickly identify what steps you need to take to get the invoice paid.

While it’s frustrating to deal with slow-paying clients, reduce overdue accounts by implementing your own unique solutions and create clear guidelines as to what you expect from those working with you!

Contact us for a complimentary bookkeeping consultation and be sure to visit us on Facebook!

12/01/2020

Bookkeeping for Cafes and Restaurants

bookkeeping for cafes

Keeping track of finances is a struggle for many small businesses, but the hustle and bustle of a busy café or restaurant can be even more overwhelming for managers and owners. Constant challenges of juggling staff and their shifts and rosters, suppliers, cashflow and produce requires great time and task management not to mention the fine art of multi-tasking. Often items are taken care of in the spur of the moment, based on what is critical at that moment; a supplier who won’t supply any more products, an employee who needs to change availability and so it goes on….. While bookkeeping for cafes may take a bit more attention, that doesn’t mean it has to be harder!

Let’s not forget, unfortunately businesses in hospitality have the highest percentage of failure, due to poor record keeping. Without timely information, this does not give owners valuable insights to make the right decisions. As a result, with little to no data, decisions are made on emotions.

Choosing the right software is a crucial first step to making bookkeeping for cafes and restaurants easier to handle and helps you stay on track each day. Xero ticks many of the boxes we see that owners of cafés and restaurants require. Everything from managing their daily cashflow, supplier payments to integration of key third party applications to manage shifts and rosters.

Managing of Supplier Invoices

With latest third-party integrated applications you can send or take photos of invoices and receipts which integrate directly into your accounting application. This information is digitised allowing for owners to quickly understand what they owe and when it is due. This removes the embarrassing situation when suppliers won’t supply more stock due to unpaid invoices. We all know, no stock means no sales.

Statutory reporting for cafés and restaurants can also become an issue with many supplier invoices being GST taxable, free or a combination. Introduction of key third party applications which read and interpret invoices, ensures you don’t overstate your GST obligations and remove potential duplicates. Too often we have seen owners overstate their GST due to manual capturing of information.

Paper was so 2019!

Managing Staff

Managing staff in any business can be challenging, however add the issues of shifts, rosters and awards and this adds a whole lot of complexity. Most accounting applications such as Xero provide payroll components which are suitable to manage staff, however where this does not suffice, third party applications exist which allow owners to manage rosters, capture hours worked (including time of the day) which is then subsequently compared to awards, making the paying of employees a whole lot easier.

It’s important to stay organised for the sake of your business and your employees – you don’t want to spend unnecessary money overbooking your staff or being short on hands during peak hours.

Selling to Customers

Once you have managed your supplier invoices and rostering of employees you need to remember the main objective as to why you got into business; selling to customers. Having the right tools to capture customer orders and sales is pivotal in understanding the success of a menu and customer satisfaction.

Add to this the different ways of selling a meal from client facing to delivery via Uber or Deliveroo, it is important to segment how sales are made. Point-Of-Sale (POS) applications take the hassle out of managing menus and pricing, orders and segmentation. With easy setup and user interaction it allows for business owners to understand what works, what makes money, and more importantly, what makes the customer happy.

Time is precious when running a busy business – don’t waste time by tracking all of these features manually!

Contact us for a bookkeeping consultation and be sure to visit us on Facebook!

02/12/2015

Seasonal Cash Flow Tips for Business

Cash flow roller coaster, saving for a rainy day – chances are you’ve heard of these phrases in relation to business at one point or another. Throughout the year, your business could go through really good times where the cash is flowing in more than you ever thought possible, but then out of nowhere that flow could dry up, leaving you feeling anxious about where the cash is going to come from next.

seasonal cash flow

As stressful as it is to ride the seasonal cash flow roller coaster, it is a part of business – the way to manage it is to be smart when thing are running perfectly so that you’re ready and prepared in leaner times. Seasonal cash flow is a real thing in pretty much every business! Whether you’re a retail shop doing the best business around the holidays or you’re a financial analyst working with businesses around the fiscal calendar, seasonal cash flow affects nearly everyone. Here are some cash flow tips to implement into your business so you can weather any type of storm that comes your way throughout slower periods:

  • Look forward – Tracking your business is vital for growth and it could also help you start to determine when the slow periods are – for example, maybe you have a high volume of sales during the holidays, but experience a drop in business throughout January and February. Planning for those slow periods will help you navigate them more successfully.
  • Save – When the cash flow is coming in, stash some of it away for later. Don’t get caught in a slow period and find you have expenses to pay, such as GST or other business-related expenses. When cash flow is good, spending should still be lean.
  • Take advantage – During the peak seasons, take the cash flow to your advantage and boost customer service or staff levels to accommodate the additional volume. Spending a little more on hiring staff could potentially bring you more profit to save for a rainy day.

Every business goes through cycles – always prepare for them by staying focused and conservative with spending, even if the cash flow is high.

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

22/10/2015

3 Cash Flow Goals You Need to Have

For any business, cash flow is very important – it’s also one of the things that new or small businesses stress about most often and for good reason! A good cash flow means you have funds when things are slow at the office or when you’ve hit a lull during a certain season.

cash flow goals

As a new or small business, it’s real easy to get caught up in the day-to-day operations, which include spending money and earning profit, but it’s even more important to look ahead and track cash flow goals so there’s always a steady stream of funds coming into the business.

Here are three cash flow goals you need to have for your business, starting now:

  • Limit debt – As if experiencing a slowed cash flow isn’t stressful enough, paying debt off while funds are slow is even worse. Having a high amount of debt also counteracts any amount of cash flow you do have – pay it off as quickly as you can so you have more money to stash away when you need it most.
  • Look forward to growth – When https://isotretinoinofficial.com you’re starting out with a new business, there are countless expenses to incorporate into the operations. Be frugal with your costs early on as you’ll need money as you begin to expand – using up your surplus at the beginning means you have to work even harder when you need to expand or grow with operations and staff.
  • Analyze profit – Making a profit is awesome as a business owner, but don’t forget you need to accommodate the cost of running your business. If you find that you don’t have much left after paying business expenses, you’re still cash poor. Track the gross margin and net profits carefully to get an ideal how you’re doing and use it to guide you forward.

Creating a cash flow doesn’t happen overnight, but takes careful planning and saving to make it happen. Use these tips to help guide you into positive cash flow!

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

25/03/2015

Improve Inventory Management with Xero

Any business that deals with inventory is going to love the new update in Xero – inventory management! No more trying to track what you have in stock manually or waiting until the end of the month to see where you stand in terms of goods, the new update in Xero gives you a real-time look at what products are selling…and which ones aren’t. The easy to use program also provides business owners with a variety of customising options to suit the needs of any industry.

Inventory Management

What else can you look forward to with the new inventory management update in Xero? Let’s take a look:

  • Quickly track the quantities of your goods – There’s no more guesswork involved with tracking how much inventory you have in stock or the value that inventory has – the new update makes it easy to track these numbers using the cloud software, so you can see data on any device anywhere you’re located. This feature allows you to have even more control over what or how much you purchases for your business.
  • Easily track your inventory’s profitability – No one wants to have an inventory that’s not making any money. With Xero’s feature, you can now see which of your products are selling and the amount of profit you are making – a priceless feature when you’re trying to maximize your profit margin. The new update also tracks the value of your inventory in real-time, giving you the most up-to-date assessment possible.
  • Manage inventory efficiently – In addition to tracking inventory purchases and sales, the newest Xero update allows businesses to quickly input the current inventory into a database, which in turn speeds up the invoice and quote process from the beginning.

Any business working with an ever-changing inventory will thoroughly appreciate the newest update in Xero. The inventory management feature in Xero provides essential tools to any business owner – tracking profitability and quantity is sure to speed up how you do business! Take a look at this video to find out more about this innovative programme:

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

25/02/2015

Increase Your Business with Sales Quotes

Increase Your Business with Sales Quotes

Did you know that one of the best (and most efficient) ways to increase the amount of business you do is to provide sales quotes? Sales quotes – also referred to as price quotes – often mean the difference between landing a contract and not. Many small businesses make the mistake of not preparing or sending sales quotes quick enough, and in the world of business, timing is everything!

Increasing cash flow and getting invoices paid are two of the most common areas of difficulty for small businesses. Staying on track with clients from the start – such as with the sales quote – is a good way to increase your business and get paid when the job is done. Here are a few ways to increase your business with sales quotes:

  • Send out a detailed sales quote – In many instances, a sales quote is the first impression potential clients have of your business. Clients want to do business with companies who provide clear and concise quotes, as well as detailed terms and conditions, prices and services they will be receiving.
  • Don’t wait too long to respond – Sure, while you don’t want to be hasty and send out a poorly thought out quote, you also don’t want to make the potential client wait too long – they’ll probably move on to the next business. Use a cloud software that provides sales quotes capabilities to easily manage and create sales quotes no matter where you are.
  • Follow up – After two or three days, follow up with the client if you have not heard a response. Communicating with a prospect increases the chance of a sales quote being accepted before things cool off after the initial meeting.

Use cloud-based software to your advantage! Software programs, such as Xero, are designed to make a positive impact on your business by organising your data and providing you access to your spreadsheets and sales quotes from start to finish. Increase your business with sales quotes and see what a difference it makes!

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

04/02/2015

Bookkeeping Tips for Non-Profits

Bookkeeping Tips for Non-Profits

Whether you’re a small business owner or the leader of a non-profit, your bookkeeping goals are important no matter where you work. Non-profits have a unique challenge of needing to be diligent with spending and need to keep focus on providing an adequate amount of funding to a cause! In many respects, non-profits run just like businesses, so it makes perfect sense that non-profits would use the same effective record-keeping software and tools. Since you want to ensure you make the best financial decisions, here are some bookkeeping tips for non-profits you can easily implement into any process:

Start with Bookkeeping – This first step is also one of the most important. In order to understand how to track your business expenses and monitor money or donations, you need to create a system for bookkeeping. Unlike a traditional business, non-profits are generally run on donations or private funding, in addition to using volunteers to run a good portion of the non-profit. Cloud-based bookkeeping software makes tracking cash donations, invoices and cheques easy to monitor no matter where you are.

Prepare for the Annual Audit – Every year, it’s the same stressful story, looking for last minute documents, receipts and financial statements. Using cloud-based bookkeeping software means you can quickly and simply upload images of any documents into the software for future reference. This makes it easy for you to go back and look at invoices or receipts throughout the year and makes the annual audit relatively stress-free. All you need to do is provide an auditor log-in access on read-only files and it’s more efficient for everyone.

Streamline the Process – Through non-profits, volunteers come and go on a frequent basis. Creating a streamlined bookkeeping process makes it easy for people to learn as soon as they come in and keeps the machine well-oiled and running smoothly. Create a guide for new volunteers to follow and be sure to review documents twice a year to ensure the bookkeeping is clear and concise.

These bookkeeping tips for non-profits are crucial in making sure the finances are in order at all times. Staying organised and simplifying the process are just two important components in the success of any non-profit.

 Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

15/12/2014

Budgeting with Xero

Budgeting with Xero

In any situation dealing with finances, budgeting is very important. It keeps spending in control and helps business owners allot a certain amount of money for necessities and expanding the business through hiring, services or supplies. Budgeting with Xero – or any number of accounting software programs – will help you stay on track and organized when it comes to your sales, spending and profits.

Budgets don’t have to be overly complicated, either. They can be as simple as you need them to be – such as managing income, cost of sales or goods and gross profit. Xero is a powerful tool when it comes to budgeting and can provide business owners with various tools and reports that keep the entire team aware of financial standing. Xero, for example, makes budgeting even easier. Business owners can choose to input financial information into Xero directly or choose to export Xero reports onto an alternative template, such as through Google Docs or Excel. This http://findviagra.com/generic-viagra-advantages/ versatility allows business owners to create and manage budgets on any platform that makes them feel most comfortable.

There are also advanced settings to utilize when budgeting with Xero. Options allow you to create a range of budget scenarios so you can see how your budget is affected should you decide to be a bit tighter with spending or want to see where your budget will be in an optimistic setting. Creating different style budgets will help you see business performances easier and allow you to make adjustments accordingly.

A business can’t survive without some type of budget in place – whether you do it the old fashioned way on a piece of paper or look toward a quality accounting software program like Xero. Budgeting with Xero brings all the information to your fingertips so you can see exactly where your money is going!

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

01/12/2014

Bookkeeping Tips for Startups

Cropped image of woman's hands calculating home finances at desk

There are plenty of things to consider when getting a business off and running – bookkeeping being one of the most important, and often neglected, aspects of any startup. Creating a business takes so many components it can be difficult to keep records of spending, invoices and other financial considerations. These bookkeeping tips for startups will help you create effective and useful habits from the start!

Keep personal banking separate from business – During the early days of a business, it’s easy to get caught up in spending personal money for business-related expenses and supplies. Before getting started, open up a banking account to manage these expenditures! Whether you do bookkeeping yourself or hire a professional, separating the two accounts early on will keep things organized and easy to manage.

Devote time to reconciling your books – As a startup, you need to know where every bit of money is coming and going. Create efficient habits by devoting a specific time of day or week to managing invoices, paying debits or monitoring cash flow and spending. Getting into this habit from the start will help you stay sane when the business – and bookkeeping – becomes more in depth. Of course, you can always turn to a professional bookkeeper to take the hassle away!

Look for accounting software – One of the most effective bookkeeping tips for startups is to look for accounting software to help you easily keep track of your finances. Cloud-based accounting software, such as Xero, makes a number of bookkeeping aspects easy to manage no matter how experienced you are at accounting or finance. Accounting software easily allows you to send and receive invoices, create reports and a plethora of other valuable services for any startup.

These bookkeeping tips for startups are some of the simplest options to implement into any business – start with good habits early on and build upon them to stay efficient and organized as the business grows!

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!

24/11/2014

Christmas Bookkeeping Tips

christmas bookkeeping tips

The Christmas season often passes by in a blur, but bookkeeping doesn’t stop! For some industries, the holiday season is a time to slow down and catch up before the New Year rolls around; however, some bookkeepers experience long hours and an extensive workload. Don’t let the extra work increase stress – these Christmas bookkeeping tips will keep you sane and on top of things.

Work in advance – Now is the time to create a to-do list and start working on it. The more you get done before the holiday rush, the more time you have to spend on the in-depth projects. Set up staff pays before leaving the office so you don’t have to worry about it during the rush of the holiday season. Scheduling payments in advance is convenient and the staff will be happy to receive payments on time – though it’s important to make sure none of the scheduled payments fall on a public holiday.

Stay focused – One of the best Christmas bookkeeping tips is to reconcile all of the accounts before you leave the office for the holiday. No one likes to come back to work and wade through a pile of invoices or payments on the first day back – additionally, reconciling accounts as you get them prior to Christmas means the transactions are fresh in your mind and create less room for error.

Set up invoicing – Just because you’re out of the office doesn’t mean invoices should remain unpaid by clients or customers. Send out invoices prior to Christmas so you continue to get paid even when you’ve closed up for the holiday. It’s never good when you forget to invoice a client, and since the Christmas season is busy, there’s always the chance that it could happen. Setting invoices up before the holiday rush keeps things running smoothly.

These Christmas bookkeeping tips are important, but there’s still one more thing to do – relax. Enjoy the holiday season with friends and family, a most joyous time of year!

Contact Galaxi Bookkeeping for a consultation and be sure to visit us on Facebook!