Migration tales: The little chip shop that couldby
Following Rebecca Benneyworth’s story about her switch to online accounting, Riaz Kala begins a new series of tales from the digital trenches.
When we first began migrating our remaining non-cloud based clients, we reviewed the list and discussed the potential positives and negatives of migrating each one. The list was split between three managers. One manager looked after the bulk of the non-cloud clients and they are the source of this tale.
The manager initially warned me that one particular client, a fish and chip shop, didn’t have Excel or even a laptop. I was startled by this revelation, but as they had an email address we had what we needed to get started. We sent the link to our cloud migration landing page and started the conversation on how great cloud really is.
Since they had recently completed their bookkeeping, they were less than willing to redo it.
The records came in as normal – they consisted of a cashbook accompanied by a bag of stapled receipts. We decided internally to process the bills via Dext. As the client didn’t have a bank account, we used a cash account in Xero to mark the payments and photographed the takings to process them through Dext, adding dates and figures manually.
After this step we found that Xero hadn’t matched with the cashbook and we needed to understand why.
In the past, we spent time typing up invoices in Excel to process the fish and chip shops records. By using Dext, we could process the invoices and then use Xero for the reporting to ensure accurate records and save time. Eventually, we found expenses that had not been included in the cashbook which would ultimately save the client money.
When we told them the results, the owners were delighted that we had found missing expenses. They were also pleased their invoices were now stored in the cloud because they could now shred heaps of paperwork. The clients did in fact own a laptop but did not have Excel. Ultimately this didn’t matter as Xero and Dext are both in the cloud, requiring only a laptop and an internet connection.
Building on this initial success, we moved the conversation on about Xero and Dext did away with the need to prepare a cashbook. We showed them their Xero records, with the expenses uploaded. Having seen the benefits, they agreed to give it a go.
We set a follow-up date in three months to check their progress and to advise about any problems they were having. That gave them the confidence to start sending us their records digitally. From then on, we only needed to look in Xero and no longer had to worry about cashbooks and unsightly carrier bags of receipts.
These are the people we are looking to help, saving them time each month and giving them full visibility over their business by getting them started on their cloud accounting journey.
Riaz Kala will be speaking more about the realities of the automated practice at AccountingWEB Live Expo in Coventry in December.
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Riaz Kala works with business owners to ensure they use the latest technology within their business processes, helping them grow and achieve their goals. Riaz is a ACCA qualified accountant and has been working with small businesses for over 10 years, the last 6 years with cloud accounting technology.