Automation can ease your business workload

Small and medium-sized businesses are spending on average 120 hours a year on admin tasks, according to recent research into productivity at UK SMBs.

If your people are spending 120 hours wading through tedious and unproductive admin, that’s bad for the business and for your overall efficiency. Fortunately, technology and software automation can go a long way towards automating the low-level admin tasks.

While this research is now several years old, the underlying issue remains relevant in 2025. Many small businesses still spend significant time on manual administration, particularly around bookkeeping, invoicing, payroll processing, and reporting.

What has changed is the availability and maturity of automation tools. Businesses now have access to more connected systems than ever before. The challenge is no longer whether automation exists, but whether it has been implemented in a way that actually reduces workload without creating new problems around accuracy and compliance.

This is where structured processes and reliable bookkeeping support become critical.

Better productivity through automation

Automation is an important way to ease your business workload, with a host of different business apps and cloud solutions offering ways to automate your admin.

With ‘smart business tools’ increasing in number and choice, software is utilising automation algorithms, artificial intelligence (AI), machine learning and cognitive solutions to help remove the mundane admin tasks from your workflows.

In 2025, most businesses already use some level of automation, often without realising it. Bank feeds, invoice reminders, payroll calculations, and reporting dashboards are now standard in many systems.

However, more automation does not automatically mean better outcomes. Poorly connected apps, incorrect setup, or lack of oversight can result in duplicated data, incorrect reporting, or compliance issues that only surface later.

Productivity gains come from using the right automation in the right places, supported by regular reconciliation and review. This ensures automation reduces workload rather than shifting the work elsewhere.

Core processes that will benefit from automation

Automated bookkeeping

Just take a photo of your receipts, expenses and invoices and ‘optical character recognition’ (OCR) technology will digitise the output and pull it through into your accounts software. No data entry, no human error and no lost receipts! We can do the rest to ensure your records are accurate.

Receipt capture and OCR technology have continued to improve, making it easier for businesses to collect source documents and reduce manual data entry. This supports better record keeping and faster processing.

What automation does not remove is the need to check that receipts are valid, correctly coded, and meet ATO requirements. A bank transaction alone is still not a source document. Without proper review, automated bookkeeping can give a false sense of accuracy.

First Class Accounts Ovens & Murray supports businesses by reviewing automated data, reconciling transactions, and ensuring records are accurate, complete, and compliant. This is what turns automation into something you can actually rely on.

Automated credit control 

Chasing up debts and late-paying customers takes time. Automated credit control apps track your debtor numbers and automatically sends out customised chaser emails as soon as an invoice is late. This reduces your credit control time, speeds up cash collection and cuts your aged debtor figure.

In 2025, cash flow pressure remains one of the biggest risks for small businesses. Automated reminders can help maintain consistency and reduce the emotional load of chasing payments.

For these tools to work effectively, invoices must be issued correctly and debtor balances must be accurate. If bookkeeping is behind or reconciliations are incomplete, automation may chase the wrong amounts or miss overdue invoices entirely.

When supported by regular bookkeeping, automated credit control becomes a practical way to improve cash flow confidence and reduce late payments.

Automated payment collection

The easier it is to pay you, the faster your customers will pay. Automated card payments and cloud-based Direct Debit solutions allow you to automatically take payment from a customer as soon as an invoice is due. Some solutions will even automate the invoice matching and bank reconciliation process.

Payment automation continues to be one of the most effective ways to reduce debtor days. Direct debit and card payment integrations reduce friction for customers and support more predictable cash inflows.

When implemented properly, some systems assist with payment matching, but this still requires review. Automation supports the process, it does not replace accountability.

Automated reporting and forecasting 

The better your reporting and business intelligence, the easier it is to make informed decisions about your company strategy. Accounting platforms and fintech tools now offer automatic, real-time reporting and forecasting, giving you access to the important numbers and metrics, fast.

Access to real time reports is now common, but confidence in those reports is not. Automated reporting only works when the underlying data is accurate and up to date.

Businesses often have dashboards showing cash flow, profit, and forecasts, yet still feel unsure because transactions have not been reconciled or payroll and super obligations have not been allowed for correctly.

Reliable bookkeeping turns automated reports into decision making tools rather than guesswork. This is where automation and human oversight work together.

Talk to us about embracing the power of automation

If your admin is starting to hold you back, come and talk to us about how automation can pick up some of the heavy lifting as well as giving you the metrics you need for decision making. 

We can review you business processes and identify the automation opportunities, helping you choose the best apps to drive your business efficiently.

In 2025, automation works best when it is paired with structure, consistency, and accountability. Adding more apps without reviewing processes often increases workload rather than reducing it.

First Class Accounts Ovens & Murray works with business owners to review existing systems, clean up data, and ensure automation is supporting accurate bookkeeping, reliable payroll, and clear reporting. The focus is on fewer errors, better cash flow visibility, and less time spent fixing issues later.

If your systems feel messy, unclear, or unreliable, it may be time to review how automation is being used rather than adding more of it.

Contact us to discuss your automation opportunities. 

Answering questions about bookkeeping automation

What is business automation in bookkeeping?

Business automation uses software to reduce manual tasks such as data entry, invoicing, payment reminders, and reporting.

Does automation replace the need for a bookkeeper?

No. Automation supports bookkeeping but still requires oversight to ensure accuracy, compliance, and correct reporting.

Can automation improve cash flow?

Yes, when combined with accurate invoicing, credit control, and reconciliation, automation helps identify issues earlier and improve payment timing.

What should be automated first in a small business?

Bookkeeping processes, invoicing, payment collection, and reporting usually deliver the most practical benefits.

Who should help set up automation tools?

A bookkeeper with business app advisory experience can ensure tools are integrated properly and supported by accurate processes.

Planning a financially stress-free holiday period

Holiday breaks are a chance to recharge for the year ahead. For business owners, though, the lead up to Christmas and the summer shutdown period can be one of the most financially stressful times of the year.

Warmer weather and an out of office email are appealing, but reduced trading days, delayed customer payments, higher wage costs, and public holidays can quickly put pressure on cash flow if they are not planned for properly.

The strategies below are practical and based on common issues we see every year. They are general in nature, but they highlight where planning makes the biggest difference.

If you need help preparing a cash flow forecast that reflects your business, First Class Accounts Ovens & Murray can support you.

Decide your Christmas and holiday break dates

Deciding when to take Christmas and holiday breaks is an important decision for businesses.

First, you need to consider your staffing and resourcing needs; how many people will be taking leave over the break period and who will be covering for those employees that take annual leave? Can your business afford to close entirely or run with a smaller team?

Once you have decided on your dates, share them with staff, customers and suppliers. It can provide peace of mind for customers; if they know how long you will be closed they can plan their spending accordingly. This will help ensure that your business runs smoothly during this time and that your customers are taken care of.

Budget and plan for annual leave

One of the most important aspects of budgeting and planning for annual leave is to factor in the pay rates for staff. At Christmas time, in most cases, these rates will be higher than standard hourly rates, so it's important to take this into account when creating your budget. Additionally, you must also take into account statutory public holidays. These days must be accounted for when calculating annual leave entitlements, and they cannot be carried over or swapped for another day.

Another thing to consider when budgeting and planning for employee annual leave is leave loading or long service leave. Staff may be entitled to receive this type of payment, which can add up to a significant amount of money depending on how long an employee has been working for your business.

By using software such as Xero, you can forecast your annual leave accrual and plan ahead. This will help ensure that you have enough money budgeted for staff wages during the holiday season. If you need help with this process, get in touch with us. We can provide you support to make sure that your annual leave planning is as accurate as possible.

Decide leave payments

There are many things to consider when deciding how and when to pay out your employees' leave payments during the Christmas break. For example, you may want to consider their preferences and travel needs, as well as any other financial factors that may impact your decision.

When it comes to making this decision, it is important to keep in mind the needs of both your employees and your business. Ultimately, the choice that works best for everyone will depend on a variety of factors, such as employee preferences, budget constraints, and company policies.

If you are unsure about what to do in this situation, it may be helpful to speak with your staff or consult with an HR professional for guidance. Whatever you decide, it is important to communicate clearly with your team and ensure that everyone feels supported throughout this process.

Overall, there are many things to consider when deciding how and when to pay out your employees' leave payments during the Christmas break. However, by carefully weighing all the different factors involved, you can make a decision that works well for both your employees and your business.

Review your work in progress (WIP)

Plan to complete jobs or services that can be invoiced and paid before Christmas (remember if you don’t invoice and get paid before Christmas, you may not see the money until mid to late January).

1. Send out invoices as soon as the job is complete. This will ensure that your clients have the invoice and can make payment in a timely manner.
2. If you haven't already, sign up for online invoicing and payments. This will make it easier for your clients to pay you, and they can do it from the comfort of their own homes.
3. Follow up with clients who haven't paid yet. A gentle reminder can go a long way in getting those payments in before the holidays.
4. If all else fails, consider offering a discount for early payment. This may incentivize your clients to pay sooner rather than later.

Stocktake

Do you need to order in goods now to be able to complete your work in progress? Check that there is stock on hand available. If there is going to be a partial stocktake at the end of this financial year, now could be the time to get some extra stock in to make sure that you can complete orders.

If you are planning a stocktake for your business, it's important to prepare well in advance and make sure that you have all the necessary equipment, staff, and resources to complete the task effectively. This may include getting the help of a third party stocktaking company or enlisting your suppliers or distributors to provide you with any stock data they have on hand.

You should also communicate clearly with your team about what will be involved in the stocktake process and make sure that they are aware of any changes to your usual operations, such as working hours or product handling procedures. By planning ahead and taking the time to prepare for a stocktake, you can ensure that it runs smoothly and gives you the accurate data you need to make informed business decisions.

Capacity planning

It can be difficult to find the time and resources to complete a project before Christmas, but with careful planning, you can ensure that everything is done in plenty of time.

Start by prioritising which tasks need to be completed first, and make sure you have the necessary staff or equipment to get the job done. If possible, try to avoid taking on new projects or clients during this busy period, as your focus and energy will be elsewhere.

At the end of the day, it's important to remember that you can't do everything yourself, so delegate tasks where necessary and ask for help from colleagues or family members if you need it. With a little bit of planning and flexibility, you'll be able to make the most of the festive season and complete all your projects on time.

So if you're looking for a stress-free Christmas, take some time now to plan out your capacity and resources so that you can focus on what really matters this holiday season – spending quality time with friends and family.

Making an arrangement with the Tax Office

If your budget forecast indicates you won't be able to meet your tax obligations, it is possible to apply for an instalment arrangement. There are costs associated with this, however it may provide a solution that gets you through the holiday period. Talk to us, we can help.

Plan for the new year

In addition to the tasks above, having a solid plan for getting your cash-flow back in shape after the break is essential. To help you with this, look at reviewing your forecasts and budgets (including debtors), ensuring you have good management information available, and checking that all your key operational systems are running smoothly.

If short term support is needed, organise it early. Accurate forecasts make these conversations easier and more effective.

FAQs

How do I plan cash flow for the Christmas shutdown period

Start with a cash flow forecast that includes reduced income, higher wages, public holidays, and delayed payments.

Should I pay employee leave before Christmas

It depends on cash flow capacity and business policy. The timing affects cash reserves and super obligations.

Why is January cash flow often tight for businesses

Invoices issued late, delayed customer payments, and holiday shutdowns commonly push income into late January.

How can First Class Accounts Ovens & Murray help during holiday planning

They support cash flow forecasting, payroll planning, compliance, and system reviews to reduce stress and improve clarity.

Holiday cashflow for your business

Whether you’re heading into a holiday period, or just planning to take a break (and congratulations, because a healthy business means work-life balance), it’s important to keep your cashflow under control. 

This still means pre-planning and being proactive, especially as holiday periods can affect payment timing, client availability, and business trading patterns.

When you’re not in the office, there are still overheads and salaries that need to be sorted. If taking time off means that less cash will be coming in, it’s essential to plan for this period to make sure that these costs can be comfortably covered. 

Make sure you have a clear picture of your payroll, and any other planned expenses that will need to be accounted for, including subscriptions, tax instalments, and supplier payments that may fall due during shutdowns.

If there’s even a possibility that there could be a shortfall, it’s essential to meet this head-on. Whether this means talking to your supplier or creditors to figure out an arrangement, or compromising on other business outgoings, you must make a plan to ensure that the business, or your staff, won’t suffer.

If you need help understanding what your cash position will look like during the holidays, First Class Accounts Ovens & Murray can prepare a clear forecast so you know what to expect.

Tips to minimise the stress of cash-flow over the holiday period

Sending out invoices promptly is your first line of defence. 

Many businesses slow down their payment processing over holiday periods, so issuing invoices as soon as possible helps avoid unnecessary waiting.

Consider going a step further by offering early payment incentives or exploring retainer agreements with regular clients. This ensures a steady inflow of cash before the holiday rush begins. 

If you want invoicing to continue even while you are away, First Class Accounts Ovens & Murray can help you set up automated invoicing through approved business apps.

Chase payment

Building strong relationships with clients is paramount. Take advantage of this season to initiate open conversations about outstanding payments, especially before offices close or reduce hours. A friendly reminder can make a significant difference, fostering goodwill and ensuring your business is on solid financial ground. 

If unpaid invoices regularly cause cashflow pressure, First Class Accounts Ovens & Murray can help set up simple debtor tracking tools so you always know what is due and when.

Talk to suppliers

A transparent relationship with suppliers is invaluable. Engage in open discussions about your cash-flow concerns and explore the possibility of extending credit terms. 

Most suppliers appreciate honesty and may be willing to accommodate your needs to maintain a long-term partnership. Talking early is especially helpful during holiday periods when many businesses shut down or adjust their payment cycles. 

Review your costs

Business costs have a tendency to accumulate gradually. Regularly reviewing expenses is a prudent practice irrespective of the holiday season. 

Take a comprehensive look at subscriptions, regular payments, and upcoming expenses. Identifying areas where costs can be optimised ensures financial stability throughout the year. Holiday periods are also a useful trigger for reviewing unused software, duplicate tools, or annual renewals. 

If you want help reviewing your app stack or checking where unnecessary spending is occurring, First Class Accounts Ovens & Murray can provide guidance.

Explore alternative approaches

This is an opportune time to reassess your approach to travel, functions, and purchases. Are there cost-effective alternatives or adjustments that can be made without compromising quality? 

Being flexible and creative in your spending can contribute significantly to maintaining a healthy cash flow. Even small choices, such as delaying non-essential purchases or reviewing event costs, can make a difference to holiday cashflow for your business.

Talk to the bank or tax department

In times of tight cash flow, initiating early conversations with your bank or tax department is crucial. 

Discussing potential challenges in advance allows you to explore options, meaning you will have the necessary support to navigate any financial hurdles during the holiday season. Processing times can slow down at this time of year, so raising concerns early helps avoid delays. 

If you need accurate figures before speaking with the bank or ATO, First Class Accounts Ovens & Murray can make sure your data is up to date.

Preparation is key

All businesses need a holistic approach to tackle cash-flow challenges. 

Develop a comprehensive plan that encompasses all aspects of your financial landscape, from client interactions to supplier relationships and internal cost management. Planning ahead makes it easier to handle predictable holiday disruptions such as reduced trading, staff leave, and slower payment cycles.

This time of year can be hard on businesses. By implementing these strategies and staying proactive, you can not only minimise cash-flow challenges but also position your business for success in the coming year. 

If you would like support preparing your cashflow plan or reviewing your numbers before the holiday period, First Class Accounts Ovens & Murray can help. Get in touch. 

FAQs 

How do I manage holiday cashflow for my business?

Plan ahead for reduced income, check upcoming expenses, issue invoices early, review costs, and map out payroll and supplier payments.

Why does cashflow tighten during the holidays?

Businesses close or reduce hours, payments slow down, and regular expenses continue even when revenue drops.

How can a bookkeeper help with holiday cashflow?

A bookkeeper can prepare cashflow forecasts, automate invoicing, schedule payments, review costs, and ensure your data is accurate before the break.

How holiday payroll outsourcing helps you manage a busy year end

The end of the year brings extra activity for many businesses. Staff take leave, customers expect quick responses, and year end obligations build up. Payroll often sits at the centre of this pressure, because pay must be correct, compliant, and processed on time regardless of how busy things become.

Holiday payroll outsourcing is a practical way to keep everything running smoothly, especially when your own team is stretched or taking time off. It removes the risk of mistakes during a period when payroll becomes more complex and your attention is needed elsewhere.

If the holiday period usually feels tight, this approach can give you steady support when you need it most.

Managing leave and public holiday requirements

Leave entitlements and public holiday rates often cause the most confusion at this time of year. Each award and agreement has specific requirements, and these rules do not pause because your business is short on time.

Holiday payroll outsourcing gives you accurate calculations for annual leave, public holiday pay, and any additional entitlements that apply. When you engage First Class Accounts Ovens & Murray, you gain a payroll process that remains accurate and consistent throughout the holiday period. Your team is paid correctly, and you avoid unnecessary rework or follow-up.

If you are unsure whether your current process handles these rules correctly, we can review it and guide you through the steps needed to stay compliant.

Keeping payroll running when your staff take holidays

Many businesses run with smaller teams in December and January. When the person who usually manages payroll is away, the risk of delays increases, even if the workload itself stays the same.

Using First Class Accounts Ovens & Murray for holiday payroll outsourcing ensures your pay runs continue without interruption. Our contracted service model means payroll is completed on time regardless of internal leave or unexpected changes. This helps you avoid late payments and protects the trust your employees place in your business.

If maintaining continuity is difficult during this period, outsourcing removes that pressure.

Reducing the administrative load at a busy time

The weeks leading into the holidays often involve tight deadlines, higher customer demand, and a shift in focus towards closing out the year. Administrative tasks can easily build up, and payroll is not something that can be pushed aside.

Holiday payroll outsourcing gives you time back by removing repetitive processing and manual checks. First Class Accounts Ovens & Murray handles the detail, so you can concentrate on operational needs or take some genuine time away.

If you often reach December feeling stretched, this support can make a noticeable difference to how you manage the season.

Staying compliant with year end obligations

Payroll compliance does not ease up at the end of the year. Entitlement rules, reporting requirements and award updates continue as normal. Mistakes made in December often carry over into the new year, making them harder to correct.

Holiday payroll outsourcing helps you avoid this. First Class Accounts Ovens & Murray keeps your payroll aligned with the rules, checks updates that apply to your employees, and ensures your records remain accurate. This steady approach lowers the risk of penalties or follow-up from the ATO.

If you are concerned about compliance during a busy period, outsourcing provides the structure needed to stay on track.

Giving yourself space to focus on your business

When you remove the weekly or fortnightly payroll cycle from your list during the holidays, you free up time for work that cannot be delegated as easily. You might use that time to serve customers, review year end results, prepare for the new year, or take a break from the daily routine.

Holiday payroll outsourcing allows you to do this without leaving any gaps in the process. First Class Accounts Ovens & Murray keeps payroll moving while you concentrate on what matters most to you and your business.

If you want clearer headspace during December and January, this can be an effective way to achieve it.

How First Class Accounts Ovens & Murray supports your payroll

Our payroll service is built to provide consistency, accuracy, and clear information. During the holiday period, these strengths become even more valuable.

What you can expect:

• Correct pay runs completed on time

• Accurate leave and public holiday calculations

• Continuity when your staff are away

• Compliance with awards, entitlements, and ATO rules

• A reliable process supported by a contracted service model

If payroll feels harder to manage at this time of year, we can take care of it for you.

Planning ahead for a smoother holiday period

Holiday payroll outsourcing is not only about reducing pressure. It helps you build a reliable process that continues to support your business into the new year. If you want to avoid payroll delays, reduce errors, and maintain compliance, December and January are ideal months to put stronger systems in place.

First Class Accounts Ovens & Murray can help you review your current process, identify gaps, and set up a structure that works all year round.

If you would like support, we are ready to assist. You can contact us to discuss how holiday payroll outsourcing can help your business stay on track during the busiest period of the year.

Frequently asked questions

How early should I organise holiday payroll outsourcing?
It is best to arrange support before staff begin taking leave or changing rosters. This gives time to review awards, confirm pay cycles, and set up any adjustments for public holidays. First Class Accounts Ovens & Murray can step in quickly, but early planning ensures a smooth transition.

Can I outsource payroll for the holiday season only?
Yes. Some businesses prefer seasonal support, while others continue with outsourced payroll all year. First Class Accounts Ovens & Murray can manage your pay runs for the holiday period or provide ongoing services if you want long term consistency.

What information do I need to provide to get started?
At a minimum, you will need current employee details, award or agreement information, leave balances, pay rates, and your preferred pay cycle. If any of this needs updating, we can help you correct and organise the records before processing begins.

Five benefits of outsourcing your payroll

When it comes to running a business, time is an irreplaceable commodity and we are seeing more and more businesses start to outsource specialist or essential services. If you employ people, then payroll is both a specialist and essential service.

Why?

Because outsourcing payroll allows business owners to focus on their strengths and core business, leaving the complexities of systems and compliance to experts.

With the right team behind you, the benefits of outsourcing your payroll can be realised almost immediately. 

For many small and medium businesses, outsourcing payroll has also become more relevant with changes to superannuation rules, Single Touch Payroll updates, new reporting requirements, and higher expectations from employees. 

A reliable contract service such as First Class Accounts Ovens & Murray helps you stay on top of these changes and maintain accuracy every pay cycle.

Here are five benefits of outsourcing your payroll.

1. Save time

By outsourcing your payroll, time spent on compliance, regulations, and training staff on using internal systems is eliminated. 

Cloud-based payroll services can also eliminate time spent by HR updating entitlements, leave and benefits. This now includes Single Touch Payroll reporting, superannuation checking tools, and digital employee onboarding, which have added extra steps for employers.

First Class Accounts Ovens & Murray manages these tasks for you through a structured weekly or fortnightly process. You no longer need to pause your day for payroll questions, software issues, award reviews, or chasing paperwork. This saves time and reduces interruptions across your business.

If payroll takes too much of your week, outsourcing to First Class Accounts Ovens & Murray keeps everything running on time.

2. Save money

Having fewer full-time employees can cause a ripple effect on cost savings throughout an organisation, from HR and IT through to office space and utilities. Outsourcing to payroll services providers reduces the cost of hiring and retaining specialised staff – two activities that are expensive and increasingly seen as unnecessary.

Payroll software, compliance requirements, and employer obligations continue to grow, which makes it more costly to train internal staff or correct mistakes.

Outsourcing removes the need for internal payroll training, specialised systems knowledge, or paying someone to troubleshoot awards or prepare STP corrections.

With First Class Accounts Ovens & Murray, you pay for the service you need and avoid the ongoing cost of an in-house payroll role.

Outsourced payroll can reduce unnecessary overheads. If you want predictable monthly costs, we can help.

3. Compliance

For many small business owners payroll isn’t a core competency. And that means the complexity of work place agreements and EBAs increases the risk of costly errors. Keeping up with the Australian Government’s National Employee Standards (NES) requires vigilance and expertise to remain compliant.

Penalties for incorrect payroll, superannuation underpayments, and late lodgements continue to increase, and compliance checks are now more detailed across most industries.

Superannuation is now monitored more closely through digital reporting, and award changes occur more frequently. Outsourcing to a specialist payroll provider ensures that the minimum standards are adhered to and helps reduce the risk of incorrect classifications and missed entitlements.

First Class Accounts Ovens & Murray manages compliance as part of your payroll service, including employee setup, leave accruals, superannuation calculations, and STP submissions.

4. Simplified reporting

Outsourcing payroll provides complete transparency and access to accurate information that doesn’t need to be verified. Simplified reporting means, as a business owner, you can more effectively plan for growth and predict changes to your staffing needs.

Over the past few years, payroll reporting has expanded to include STP, clearer breakdowns of pay categories, and more detailed leave reporting. Accurate information helps with cash flow planning, preparing for superannuation payments, and understanding the real cost of employing staff.

First Class Accounts Ovens & Murray provides clear payroll reports and explains what the information means in practical terms so you can make informed decisions.

If you want reporting that is easy to understand, we can prepare the information you need.

5. Avoid losing payroll expertise

Outsourcing your payroll means your business maintains a consistent approach to payroll management. There’s no need to induct employees and role transfer can be reduced to the functions and outputs of the payroll service.

This has become even more important as many businesses now operate with smaller teams or experience turnover in administration roles. When payroll knowledge sits with one internal person, the risk of errors and missed deadlines increases if they are away or move to a different role.

First Class Accounts Ovens & Murray provides a documented, reliable process that continues no matter what is happening inside your business.

At the end of the day outsourcing payroll services allows you to focus on the aspects of your business that generate revenue. It also removes the stress of keeping up with award changes, system updates, and reporting deadlines.

Talk to us today about outsourcing your payroll so you can invest in strategic resources that increase value and drive the growth of your business. First Class Accounts Ovens & Murray provides a reliable contract service that continues regardless of staff changes, holidays, or internal pressures.

Common questions about outsourcing payroll

What does outsourcing payroll include?

It usually includes processing wages, superannuation, leave, onboarding, and STP reporting. First Class Accounts Ovens & Murray manages these tasks for you.

Is outsourcing payroll cost effective?

It reduces employment costs, software costs, and time spent managing compliance. Many small businesses find outsourced payroll more predictable than an in-house role.

How does outsourcing help with compliance?

A payroll provider stays across award changes, National Employment Standards (NES) requirements, and superannuation rules. First Class Accounts Ovens & Murray ensures payroll is processed accurately and on time.

How healthy is your working capital?

We all know that cash is king when it comes to business success, but what exactly is ‘working capital’ and how does this financial metric help measure the health of your business?

Working capital is made up of the cash and assets that are available in the business to fund your operations and keep you trading. It is worked out by taking your current assets (the things you own) away from your current liabilities (the things you owe to other people).

If your working capital is strong, you have enough on hand to pay your team, your suppliers and the ATO on time and still have room to move. If it is weak, even a small bump in expenses or a delay in customer payments can cause stress.

In 2025, with increasing costs and tighter margins for many Australian businesses, keeping an eye on working capital is more important than ever. First Class Accounts Ovens and Murray helps by keeping your bookkeeping up to date, so you always have a clear picture of your numbers instead of guessing.

Why working capital matters

So, why is working capital such a critical metric?

Having the liquid capital needed to trade It’s possible for your business to be busy, successful and profitable, but for your cash position to still be in poor health and that can have a serious impact.

If you can’t readily convert your assets into liquid cash, it’s a struggle to meet your cashflow goals, pay your bills and fund your day to day operations. But with the optimum level of working capital, you strengthen your balance sheet and put the company in a solid financial position.

Healthy working capital gives you breathing space. You can pay people on time, take up good opportunities when they arise and sleep better knowing what is coming in and what is going out.

This is where cash flow confidence becomes practical. When First Class Accounts Ovens and Murray is managing your day to day bookkeeping and people payments, you can see your true position more clearly and make decisions based on real numbers, not gut feel.

How to achieve a healthy level of working capital

To achieve a healthy level of working capital you will need to:

Proactively manage your cashflow

Cashflow feeds your working capital by pumping liquid cash into the company and keeping the balance between assets and liabilities in a strong position. But to achieve this, it’s vital to achieve a positive cashflow position, where your cash inflows are greater than your cash outflows. This means getting paid on time, lowering your outgoings and keeping a close eye on your ongoing cash position.

In real terms, this might look like tightening up your debtor follow up, reviewing your payment terms, spreading larger bills over a realistic period and planning for regular commitments such as wages, super and GST so they do not come as a surprise.

First Class Accounts Ovens and Murray can help you put simple, practical systems in place to support this. That might include regular cashflow reports, payment scheduling, and clearer visibility of who you need to pay and when. The aim is to make your cashflow more predictable, which improves your working capital and reduces stress.

Monitor and forecast your financial position

Running regular financial reports helps you stay in control of your finances. With careful monitoring and forecasting of your cash position, you can ensure you don’t end up in a negative cashflow position, without the requisite working capital to trade and fund the next stage in your business plan. 

Cloud accounting software and business intelligence apps have made it easier than ever to create up to date, real time reports and run dashboards that show your key metrics.

In 2025, there is a wide range of connected apps that integrate with platforms such as Xero to give you clearer insights. These tools can help you track cashflow, see upcoming payroll, GST and PAYG obligations, and spot trends before they turn into problems.

First Class Accounts Ovens and Murray offers business app advisory to help you choose and set up the right tools for your business. We then use those tools to give you regular, easy to understand reports and forecasts, so you know how healthy your working capital is and what is coming up over the next few weeks and months.

Use additional finance when required

If working capital is looking thin on the ground, then additional funding may be needed to bolster your balance sheet. Short term finance options, such as overdraft extensions or invoice finance, and longer term business loans can be needed to keep working capital on an equilibrium.

Before taking on any extra finance, it is important to understand why your working capital is under pressure and whether it is a temporary issue or an ongoing pattern. That way you can choose the most suitable type of funding and avoid simply masking a deeper problem with more debt.

By keeping your books current and providing clear reports, First Class Accounts Ovens and Murray can help you and your accountant or finance provider see the full picture. This makes it easier to have informed conversations about what kind of funding, if any, is appropriate for your situation.

Support to keep your working capital healthy

Working closely with your accountant and bookkeeping team is vital if you want to promote the ideal level of working capital in the business. Together, they can help manage your cashflow, monitor your financial metrics and support you to access additional finance and funding when your capital needs a boost.

First Class Accounts Ovens and Murray focuses on reliable, done for you bookkeeping, cashflow confidence and real world advice. We become part of your team, keeping your numbers accurate and your reports clear, so you can make better decisions about working capital.

If you would like to understand how healthy your working capital really is, and what you can do to improve it, talk to First Class Accounts Ovens and Murray about reviewing your current position and setting up better support around your cashflow.

What is working capital in a business?

Working capital is the difference between your current assets and current liabilities. It shows whether you have enough available resources to pay your short term commitments.

How does working capital affect cashflow

Working capital affects how easily you can pay suppliers, wages and tax on time. Strong working capital supports smoother cashflow and reduces day to day financial pressure.

How can I improve my working capital

You can improve working capital by tightening debtor collection, managing expenses, planning for regular commitments, using helpful apps and keeping your bookkeeping up to date.

Do I need extra finance to fix working capital problems

Sometimes extra finance is useful, but it should be based on clear reports and an understanding of why your working capital is under pressure, not used to cover ongoing problems.

How can First Class Accounts Ovens and Murray help with working capital

First Class Accounts Ovens and Murray keeps your books accurate, helps you monitor cashflow and working capital, and provides real world advice so you can make better decisions.

Payday Super: What the Changes Mean for Your Business

Back in 2023, the Australian Government announced that from 1 July 2026, employers will be required to pay their employees’ super at the same time as their salary and wages.

‘Payday super’ will move payment of super from the quarterly cycle that businesses are used to, and switch it to a process where employees’ super will be paid within seven days of their usual payment cycle – whether weekly, fortnightly or monthly.

But why the change? And what are the potential effects of moving to payday super?

Impact of payday super for your employees

From 1 July 2026, as an employer, you’ll be required to pay your employees’ super at the same time as their salary and wages.

This change will make it easier for employees to keep track of the super and will boost their overall super fund at retirement. It will also remove the problem of casual workers habitually missing out on quarterly super payments under the current system.

By switching to payday super, a 25-year-old median income earner currently receiving their super quarterly and wages fortnightly could be around $6,000 or 1.5 per cent better off at retirement.

First Class Accounts Ovens & Murray can help you ensure these employee benefits are delivered accurately and on time. We manage payroll and super payments across weekly, fortnightly, or monthly cycles, so your team is always paid correctly, in line with Single Touch Payroll (STP) compliance, and without delays.

Impact of payday super for your business

As of November 2025, the payday super legislation has officially passed Parliament, making the change to more frequent super payments law from 1 July 2026.

Moving to a super system where employer’s contributions are made in line with the employees’ regular payment cycle may not seem like a huge shift. But moving away from the current quarterly system could have a significant effect on your administration time and cashflow.

Let’s look at the potential downsides of payday super for your business:

An increased administrative burden

Paying superannuation with each pay cycle, rather than quarterly, will increase the frequency of your super payments. The added frequency of super payments will add to your administrative and payroll workload, stretching the already limited resources of your small business.

This is where First Class Accounts Ovens & Murray can make a big difference. Our reliable, done-for-you bookkeeping service ensures your payroll and super processes are fully managed,  from calculating super contributions to lodging BAS and STP reports. You can stay compliant without adding to your workload.

Unrealistic seven-day super payment timeframe

Small business groups are worried about the proposed seven-day timeframe for super contributions to reach employees' funds. Many feel that administrative pressures, as well as banking and clearing house processes, may make this target unrealistic.

We help clients set up automated payroll and super workflows using Xero-connected apps and clearing house integrations. This makes it easier to meet the seven-day requirement and reduces the risk of processing delays.

Potential for late-payment penalties

The bill states that employers will be penalised for late payments, even if the delays are outside of their control. External issues with super funds or clearing houses could create a risk of unfair penalties that are beyond your control, as the business owner.

Our bookkeeping team monitors your payroll and super obligations to ensure nothing slips through the cracks. With regular reporting and automated alerts, we help you stay ahead of key payment dates and avoid unnecessary penalties.

Closure of the Small Business Superannuation Clearing House

The government plans to close the Small Business Superannuation Clearing House from 1 July 2026. This free online service for managing your super contributions is a vital resource for small employers. Closing it down has been met with a serious backlash from small businesses, with many wondering how their business will manage its superannuation commitments.

If your business currently relies on the Small Business Superannuation Clearing House, First Class Accounts Ovens & Murray can help you transition to a compliant and efficient alternative. We’ll help you select, implement, and train your team on a new super management system that integrates seamlessly with your payroll software.

Talk to us about getting your payroll system ready for payday super

With Labor re-elected as the governing party, and the legislation now passed, payday super will become mandatory from 1 July 2026.

If your payroll process and software systems are lagging behind the requirements for payday super, now’s the time to talk to our team and to update your payroll procedures.

At First Class Accounts Ovens & Murray, we help small business owners prepare for legislative changes like payday super with:

• Full payroll and superannuation management
• STP compliance and reporting
• App setup and automation to streamline super payments
• Real-time cash flow planning and forecasting to manage new payment schedules

Getting Ready for Payday Super

1. What are the new payday super changes?
From 1 July 2026, employers must pay super at the same time as employee wages, rather than quarterly. This aims to improve transparency and help workers grow their super faster.

2. How can I prepare my payroll system for payday super?
Start reviewing your payroll software now. Ensure it can handle super payments every pay cycle. First Class Accounts Ovens & Murray can help you update your payroll processes, automate payments, and stay compliant.

3. Will payday super affect my business cash flow?
Yes, paying super more frequently can impact cash flow. Our team can help you forecast and plan payments so you stay ahead of your obligations without disrupting your operations.

How to Measure Business Performance

Running a business means juggling a lot of moving parts. You’re focused on customers, staff, suppliers, and the daily to-do list. But if you’re not keeping an eye on the right numbers, it’s hard to know whether all that effort is actually paying off.

Knowing which numbers really matter, your critical numbers, helps you see what’s working, what needs attention, and where to focus your time. They’re the indicators that show whether your business is healthy, sustainable, and heading in the right direction.

At First Class Accounts Ovens & Murray, we help business owners make sense of their numbers. Because when you understand what to measure, you can make decisions that improve performance, strengthen cash flow, and take the stress out of running your business.

Why knowing your numbers matters

It goes without saying that business success needs to be measured. But it’s equally important to know what to measure. The numbers that matter most, often called your critical numbers, act as the levers that directly influence performance and outcomes.

Focus on four or five key metrics that provide genuine insight into your business health. 

These vary depending on your industry and goals, but most businesses should know their minimum viable sales figure per day or week to maintain operations. 

Understanding your gross margin (the percentage of sales revenue that remains after deducting direct costs) is also essential. It helps ensure you’re covering overheads, meeting personal income needs, and sustaining profitability.

In 2025, many businesses are also tracking non-financial performance indicators alongside their financial data. For example, customer satisfaction scores, staff retention rates, and workflow efficiency can all help identify where improvements will make the biggest difference to your results.

Choosing the right critical numbers for your business

Some examples of tailored critical numbers include:

• Return on investment (ROI) by team member: understanding how each employee contributes to overall business outcomes.

• Average value of proposals or quotes won: helps you refine your pricing strategy and identify where higher-value opportunities exist.

• Number of new client enquiries, networking calls, or meetings: provides insight into how well your business development efforts are performing.

• Average debtor days (the time it takes customers to pay): a critical indicator of cash flow health. If payments are delayed, it can quickly impact your ability to pay suppliers, employees, or the ATO.

At First Class Accounts Ovens & Murray, we often help clients set up real-time debtor tracking and cash flow forecasting tools using Xero and add-on apps like Calxa or Dext, so they can see exactly where delays are happening and take action early.

How to measure your numbers accurately

Once you’ve identified your key numbers, the next step is to determine how you’ll measure them. 

Real-time, cloud-based data has become the standard for smart business management in 2025. With the right software, you can access accurate, up-to-date information anytime, no more waiting for end-of-month reports to know how your business is performing.

Setting up your reporting structure properly from the start makes all the difference. You may need to adjust your chart of accounts, change how income or expenses are coded, or introduce tracking categories to separate revenue by product, service type, or location. These small adjustments create visibility and clarity, allowing you to make better-informed decisions.

Tools like Xero, ApprovalMax, and Calxa can automate much of this process, providing dashboards and reports that highlight performance in real time. 

At First Class Accounts Ovens & Murray, we can help you select, set up, and manage the right systems to suit your business so you always know exactly where you stand.

Turning measurement into improvement

As management expert James Harrington said, “Measurement is the first step that leads to control and eventually to improvement.” When you track the right metrics, you gain control over your business, identify potential risks early, and set the foundation for long-term improvement.

Reliable bookkeeping and accurate reporting give you peace of mind that your business is running as it should. When you understand your numbers, you can move from reacting to problems to proactively managing growth.

Understanding your numbers

If you’re unsure what to measure or how to track it effectively, First Class Accounts Ovens & Murray can help. From setting up cloud-based bookkeeping systems to creating customised management reports, we’ll make sure your critical numbers are clear, accurate, and always available when you need them.

Get in touch today to discover how we can help you take control of your business performance and build lasting confidence in your numbers.

Common questions business owners ask about measuring performance

What are critical numbers in business?

Critical numbers are the key metrics that have the greatest impact on your business performance. They help track financial health, efficiency, and growth.

How often should I review my business metrics?

Ideally, review them weekly or monthly using real-time reports from your bookkeeping or accounting software.

What software can help me track my business performance?

Tools like Xero, Calxa, Dext, and ApprovalMax can automate reporting and provide real-time visibility of your key business numbers.

Can a bookkeeper help me identify my critical numbers?

Yes. At First Class Accounts Ovens & Murray, we help you pinpoint, measure, and understand the numbers that matter most so you can make confident business decisions.

4 Tips to help your debtor management in 2025

Asking customers for payment isn’t always easy, but keeping money flowing into your business is essential. Without consistent cash flow, it becomes harder to pay wages, suppliers, or tax obligations on time.

When it comes to collecting what’s owed, communication, empathy, and smart systems go a long way. Managing your debtors well doesn’t just protect your bank balance, it helps maintain strong relationships and keeps your business steady.

Here are four simple ways to improve debtor management in 2025.

1. Communicate Early and Personally

Good communication is one of the most effective debtor management tools you have. Try to connect personally rather than relying on a generic email or automated message.

A friendly phone call or a short, personalised email to check if an invoice has been received can make a big difference. It shows you care about your customer and gives them a chance to raise any issues early.

Be proactive rather than reactive. Following up before payments are overdue helps you stay in control of your cash flow and avoids last-minute surprises.

If you’re unsure when to follow up, set clear payment terms on your invoices and send polite reminders a few days before the due date. Consistent communication shows professionalism and keeps payments front of mind.

If you find debtor management stressful or time-consuming, First Class Accounts Ovens & Murray can support you with simple systems that help you stay on top of cash flow and payments.

2. Add Value to Your Customer Relationships

Adding value to your customer relationships helps build trust and encourages timely payments. Think about how you can make it easier or more worthwhile for customers to pay you.

This might mean including a thank-you note with your invoice, sharing a quick update about your products or services, or offering a small loyalty reward for clients who always pay on time.

Small gestures go a long way. They show that you value your customers and appreciate their business. The more positive your relationship, the more likely clients are to prioritise your payment.

And if managing debtor relationships is taking up too much of your time, First Class Accounts Ovens & Murray can help you put the right systems in place to keep things running smoothly.

3. Offer Flexible Payment Options

The easier you make it for customers to pay you, the faster you’ll get paid.

If some clients are struggling with cash flow, consider breaking larger invoices into smaller instalments or extending the payment period slightly. You could also offer payment options such as bank transfer, BPAY, or credit card to suit their preferences.

Some businesses also find success offering a small discount for early payment, even 2–5% can be enough to encourage faster turnaround.

Being flexible doesn’t mean being taken advantage of. It’s about finding solutions that work for both sides while maintaining a consistent flow of income.

If you’re unsure what flexibility looks like for your business, First Class Accounts Ovens & Murray can help you review your payment terms and make sure they align with your cash flow needs.

4. Use Tools to Streamline Debtor Management

You don’t need to chase every invoice manually. There are affordable tools that automate reminders, track overdue accounts, and keep your records organised.

If you’re using cloud accounting software like Xero, you can set up automatic payment reminders or generate reports showing who owes what and when.

There are also simple add-ons that can help with cash flow forecasting and debtor tracking, giving you a clear picture of what’s coming in and going out each month.

Using technology doesn’t replace personal communication, but it can save hours of admin time and help prevent invoices slipping through the cracks.

If you’d like to explore how to make your debtor management more efficient, First Class Accounts Ovens & Murray can show you easy ways to automate reminders and track payments, without losing the personal touch.

Keep the Cash Flow Moving

Managing debtors well is part of running a healthy business. The more proactive you are with communication, the more predictable your cash flow becomes.

Even small changes, like setting clear terms, sending early reminders, and maintaining good relationships, can make a big difference to how quickly you get paid.

If you’re ready to improve how your business handles debtors and protect your cash flow, contact First Class Accounts Ovens & Murray today. We’ll help you put systems in place that save time, reduce stress, and keep your money moving.

Get Paid Faster: Your Debtor Management Questions Answered

How can I improve my debtor management quickly?

Start by reviewing outstanding invoices weekly, following up before payments are overdue, and using polite reminders.

What’s the best way to handle overdue accounts?

Stay calm and professional. Reach out early, understand the reason for delay, and agree on a payment plan that works for both parties.

What’s the most common debtor management mistake?

Waiting too long to follow up. Early and consistent communication makes a huge difference in getting paid faster.

Can a bookkeeper help improve my debtor management?

Yes. First Class Accounts Ovens & Murray can help set up systems that keep your debtor process simple, organised, and consistent.

Talk to us about ways to improve your debtor management.