So you’re making the move to Xero? Changing accounting systems can be a stressful time, but there are some steps you can take to minimise the disruption to your business.
Once your software migration is complete, your accounting specialist will get in touch with you to help you start using Xero. This is the exciting part!
We have developed a 5 step guide to help you after your Xero Migration to make it a success:
1. Only use Xero after your conversion date
Once your data has been converted, only use Xero for processing transactions from this date onwards. If you keep using two systems, it will cause confusion and mistakes. Keep it simple and only process transactions in Xero.
2. Schedule Training
Once your new Xero file is up and running, it’s recommended that you schedule training for yourself and your team. You want to make sure you are getting the most benefit from the migration.
Passion Business Advisors offers training services that are customised to your business.
Xero also has lots of great resources in Xero Central.
3. Review Your Processes
Changing accounting programs is a great time to review the way you are doing things and see whether any improvements can be made to save you time and money. The benefit of using Xero is that it can help you streamline your business processes. If you have wanted to go paperless, now is the time.
Select a process, for example, Accounts Payable and map out your new procedure. If you have invoices that need to be approved before payment, determine your new approval process.
Xero and Hubdoc can make entering invoices much more efficient. Hubdoc is a free program for Xero subscribers with a Starter, Standard or Premium plan. The two programs work together to save you time and effort entering invoices. Hubdoc extracts key data from documents to create transactions in Xero.
If you have a large organisation with multiple locations and departments, you may want to consider using a program like ApprovalMax to automate your approval process.
It doesn’t matter what system you use, as long as it fits your organisation. Make sure your team is aware of the new process they need to follow.
4. Set up Recurring Entries & Reminders
Once you start processing entries in Xero, it’s a good time to set up recurring entries. Doing this can save you time later.
Examples of recurring transactions that can be automated in Xero:
Sales invoices
If you regularly send invoices for a particular transaction, you can set a repeating sales invoice to create and send. For example, if you invoice customers monthly, set up a recurring monthly invoice template so you don’t need to manually create an invoice each month.
Bank Rules
Bank Rules help save time reconciling frequently recurring bank statement lines. Bank Rules create a suggestion for a new transaction so that you don’t have to manually create transactions each time.
Invoice Reminders
Let Xero follow up overdue invoices for you. Xero can automatically email customers when an invoice is overdue to save you time following up with customers who owe you money. Invoice reminders can be sent when a due date is coming up or when an invoice is overdue. Choose the frequency that you would like to send reminders and turn off reminders for certain customers you don’t want to email.
Account connections in Hubdoc
Account connections allow you to automatically import recurring bills into Hubdoc. For example, if you have an account with Bunnings and you regularly make purchases on your account, you can connect your Bunnings account with Hubdoc. Bunnings will then automatically send invoices to Hubdoc, data can be extracted from the invoice and published straight to Xero.
Recurring entries and reminders can save you time and take out the pain of manual data entry.
5. Catch Up with Your Migration Specialist
At Passion Business Advisors we also like to organise a catch up with you after the conversion to make sure everything is running smoothly and to help with any questions you may have once you start using Xero. We want to make sure you love using Xero as much as we do!
Ready to Migrate to Xero?
For a seamless migration, make sure you use a Xero certified advisor. Using a specialist can help make the process as smooth as possible.
Passion Business Advisor’s Xero Set Up & Migration Services can help you and your team streamline your accounting processes leaving you more time to do the meaningful work you’re passionate about.
If you’re ready to get started simply book in your migration today!