When it comes to cloud accounting solutions, there isn’t much that Partner Mark Pearson doesn’t know. Mark was recently approached by a client in the construction industry who was having issues keeping on top of all the paperwork that comes with building new properties.

A meeting was scheduled and before you know it, Mark was able to find a solution that automates many of the repetitive processes, saving the client valuable time that can now be spent working in, rather than working on the business.

A long-standing Sage Line 50 user

At the time when the client first approached us, they were using Sage Line 50 which was perfectly adequate for keeping their accounts. This particular construction business does not generate a huge turnover, but to keep all their accounts up to date, they would spend in the region of 7-8 days a month keeping on top of all the associated paperwork.

During a routine visit to discuss the year end accounts, Mark enquired about how they were keeping their records. They discussed the amount of time it was taking and the way that all the sales invoices and purchase invoices were maintained.

Time for change?

Mark suggested that options might be available to streamline the process. There was an initial reluctance at the thought of transferring everything to a new provider, but after giving a demonstration of Xero and QuickBooks, we were able to show how this could work with minimal disruption to the business.

After reviewing both systems and going away to undertake further research, the client came back to us and suggested a move across to Xero.

Xero disruption to the business

As the year end had recently passed, it was a perfect time to make the transition to Xero. It also fell in line with the VAT quarter. This meant minimal transactions in the current financial year needed to be posted. 

Mark proceeded with posting the opening balances from the accounts and set Xero up for the client. The sales invoice template was setup along with the bank feed whereby all transactions were pulled through automatically from the bank. 

Automation of repetitive processes

Mark reviewed the number of purchase invoices that were being received along with how they were being received. The majority were received by email and were then being printed which offered the opportunity to automate the process.

We setup a Dext account which is a simple add-on piece of software to Xero, and provided a unique email address to suppliers so they could upload their invoices directly to Dext. The two systems work together seamlessly and automatically feeds the information to Xero, saving time manually entering the data across different systems.

If you’re finding yourself spending too much time on your paperwork, make sure that you mention this to the Lambert Chapman team as we might be able to find a solution for you too.

If you have any specific questions about cloud accountancy solutions, your usual Lambert Chapman contact will be happy to answer any of your questions.

The views expressed in this article are the personal views of the Author and other professionals may express different views. They may not be the views of Lambert Chapman LLP. The material in the article cannot and should not be considered as exhaustive. Professional advice should be sought in connection with any of the issues contained in the article and the implementation of any actions.

Lambert Chapman Chartered Accountants

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