Is your bookkeeping ready for a digital future?

Keeping up-to-date records of your business transactions isn't the most glamorous part of being an entrepreneur, that’s for sure. But, in reality, having accurate and up-to-date bookkeeping is actually one of the core ways to keep your finances (and your business) under control.

Digital bookkeeping is the future of your finance

The digital age has revolutionised the way many business owners carry out their bookkeeping. From digital accounting to real-time data, the modern bookkeeper is now equipped with the tools and resources to make the job easier, more efficient and (crucially) less time-consuming.

When your bookkeeping goes digital, that means:

Your data entry process gets automated

Receipts, invoices and other supporting documents can all be scanned using OCR software. This gives you a digital copy of the paperwork, but also digitises the data and pulls it into your online ledgers. There’s no need for tedious manual data entry, and you also reduce the chances of human error.

Your digital records are available 24/7 in the cloud

Instead of searching through messy hard drives or dusty filing cabinets, all your financial documentation is available at the press of a button. You can pull up the documents you need at any time of day, from any location with internet access. And everything is safely encrypted and backed up.

Your tax returns can be filed digitally

With all your bookkeeping data saved and accessed via your cloud bookkeeping/accounting software, your tax returns become a lot more straightforward. Whether it’s quarterly GST/VAT returns or annual corporation tax returns, you have all the data the tax office needs, ready to send in a digital format.

Your finance data goes real-time 

Scanning and digitising your receipts at the time you make the transaction doesn’t just keep your records up to date. It also gives you real-time data on all your income, expenditure and operational costs. Instead of working with management information that’s months out of date, you have informative real-time data on which to base all your big business decisions.

You’re 100% in control of your finances

By embracing the benefits of digital bookkeeping, you kick your finances into shape. You and your finance team have accurate real-time records of all income and outgoings, and can stay in complete control of the financial management of the business. Your accounts are in tip-top shape and you're ready to file your tax returns at every significant period throughout the year.

If you want to transform your bookkeeping, now’s the ideal time to go digital.

Talk to us about getting your bookkeeping ready for a digital future.

Once you see the efficiency, accuracy and long-term benefits of digital bookkeeping, you’ll understand why going digital is a no-brainer, whatever type of business you run.

Using your network to create business development opportunities

People buy from people. It’s an obvious observation beloved of salespeople, but it’s also why networking is such a powerful tool to create business development opportunities.

Networking helps build relationships with other professionals, share ideas and learn from each other. By connecting and partnering with the right people, you can create meaningful business relationships – relationships that may lead to new and innovative business opportunities.

Networking as your blueprint for success

Building a successful business network is essential. But how do you start developing these relationships with customers, suppliers and other business owners? And how does connecting with your peers help you broaden the scope of your opportunities?

Building up your network and connecting with people helps you:

Find potential customers and expand the reach of your brand

Attending trade conferences and industry workshops gets you in front of your target audience. It’s a chance to chat, find out customer pain points and understand your audience.

Meet new business partners

Networking at the right trade events also helps you meet other business owners in your sector, and in other complimentary industries. It’s an opportunity to forge new partnerships and create co-branded opportunities.

Get referrals from trusted members of your network

When you have trusted relationships in your network, these people are far more likely to recommend your business to their own network. Word-of-mouth promotion is the best kind, after all.

Locate the perfect mentor

We all have something to learn from more experienced members of our network. This is a golden opportunity to seek out a mentor who can give you advice, share their experience and improve your management skills.

By taking the time to nurture your network and build relationships with the right people, you can open up a world of possibilities for your business. As a business adviser working across multiple sectors, we can introduce you to new people, connections and opportunities.

If you’re looking for an introduction to a new network to create business opportunities, come and talk to us.

Cashflow or Profit? Which is more important?

Cashflow and profit are two of the most important financial metrics for any business. But while they’re both related to the financial performance of a company, they measure different things.

Knowing the difference – and how cash and profit contribute to your success story – is a vital skill if you want your business to have the best possible financial health.

The difference between cashflow and profit

Understanding the technicalities of financial reporting can be daunting as a new entrepreneur. And even seasoned business owners can find it hard work resonating with the various financial reports that today’s cloud accounting software can produce.

But getting your head around the differences between cashflow and profit can be a gamechanger – especially when it comes to managing your working capital.

So, let’s look at the differences:

• Profit refers to the amount of money your business has left after subtracting all expenses from your revenue. It’s a measure of your company's financial success over a given period, whether that’s a month, quarter or a full 12-months.
• Cashflow is a process that measures the inflow and outflow of cash in your business. This includes both your operating and investment activities. Maintaining a ‘positive cashflow position’ is vital for meeting your financial obligations.

Why is it important to make a profit?

Profit is a measure of the financial success of your business. It’s also a key factor in your growth as an organisation. Healthy profits mean you have the surplus cash needed to reinvest in the business, and to pay yourself and your fellow shareholders healthy dividends.

However, you can only make a profit if you have enough liquid cash to keep operating – and this is where the importance of cashflow becomes paramount.

Why is positive cashflow so essential?

Poor cashflow is one of the biggest factors in most business failures. As the lifeblood of the company, cash is an essential ingredient in the financial mix. To operate effectively, you need more cash inflows than cash outflows. If not, you don’t have the cash to purchase raw materials, pay your workforce or buy the services that keep you operating.

Positive cashflow is all about ensuring that there’s more cash coming in than expenses going out. In this harmonious place of being in a ‘positive cashflow position’ you have liquid cash available exactly when you need it – and that’s vital for keeping the lights on in the business.

Talk to us about getting in control of your cashflow

Profit is an excellent measure of your financial success. But positive cashflow is the electricity that powers your business and keeps the wheels turning day in, day out.

Positive cashflow helps you:

• Stay operational, with enough cash in the kitty
• Meet your financial obligations as a company
• Invest in your expansion, growth and scale-up strategy
• Sustain your long-term success as an ambitious business.

Even a profitable business can face liquidity issues, so getting in control of your cashflow really should be top of your financial to-do list this year.

Get in touch to talk about your cashflow position.

6 Warning Signs You're Undercharging & tips to increase your prices

As we head through 2023, business owners are continuing to face a challenging year ahead. With the cost of living increasing and the possibility of more interest rate hikes, it is more important than ever to ensure that your business is charging appropriately for your services. It's important to have clients value your worth and understand that your time and expertise are valuable.

If you're unsure if you're charging enough for your services, here are 6 warning signs you're undercharging & tips to increase your prices. 

1. Flat pricing for two years or more

In most industries, prices increase slightly each year to keep up with the market. If you've kept your prices the same for two years or more, it may be time to review your fees and make sure that they're competitive.

While it's understandable to want to keep prices stable for your customers, leaving your prices unchanged for too long could lead to missed opportunities for revenue growth and leave you vulnerable to competitors who are adjusting their pricing.

In today's dynamic business landscape, where the cost of living and interest rates are constantly fluctuating, it's important to periodically review your pricing to ensure that it remains competitive and aligned with your business goals.

One potential solution to flat pricing is to adopt a dynamic pricing strategy, where prices are adjusted regularly based on market conditions, customer demand, and other factors. This approach can help you stay ahead of the competition and maximize your profits, while still offering value to your customers.

Another option is to consider offering tiered pricing, where you provide different levels of service at varying price points. This can give customers the flexibility to choose the level of service that best fits their needs and budget, while also providing you with opportunities for upselling and cross-selling.

By regularly reviewing your pricing and exploring different pricing strategies, you can ensure that your business remains competitive and profitable in 2023 and beyond.

2. Your profit margins are shrinking

If you find that your profit margins are shrinking despite working more hours or taking on more clients, it's a clear indication that your pricing is not aligned with your business goals. While it's important to stay competitive, it's equally important to ensure that your pricing allows you to generate the profits you need to sustain and grow your business.

To determine whether your profit margins are healthy, it's essential to track your expenses and revenues regularly. You can use accounting software or work with a financial management professional to help you analyze your financial statements and identify areas where you can cut costs or increase revenue.

By paying close attention to your profit margins and adjusting your prices accordingly, you can ensure that your business is on track to achieve your financial goals and thrive in 2023 and beyond.

3. Overworking with no room for expansion

If you're overworking yourself and can't afford to hire additional help, it's a sign that your prices are too low.

While being busy is a good problem to have, overworking yourself to the point where you can't afford to hire additional help is not sustainable in the long run. If you find yourself in this situation, it's a clear sign that your pricing may not be aligned with your business goals.

To address this issue, you could consider raising your prices to better reflect the value you provide to your clients. Additionally, you could look for ways to streamline your processes and increase efficiency, which can help you get more done in less time and reduce the need for additional staff.

Another option is to explore different pricing models, such as performance-based pricing or project-based pricing, which can help you charge for the value you deliver rather than the time you spend. This can give you more flexibility to scale your business and increase your profitability while still providing value to your customers.

By taking a strategic approach to pricing and exploring different pricing models, you can ensure that your business is profitable, sustainable, and able to grow in 2023 and beyond.

4. No questions asked about your quotes

If all of your new clients accept your quotes or charges without any questions or attempts to negotiate, it's possible that you're charging too little for your services. Your clients may be thrilled to be getting a good deal, but it's important to make sure that you're not undervaluing your skills and time.

So, if you find that all of your new clients accept your quotes or charges without any pushback, it may be time to reevaluate your pricing. While it's great to have satisfied customers, it's important to ensure that you're charging what your services are worth.

To address this issue, you could consider conducting market research to see how your competitors are pricing their services. You may also want to look at your pricing structure and determine whether it reflects the true value of your skills and time. If you're consistently undercharging, it may be time to adjust your pricing to better reflect your expertise and the value you provide to your clients.

5. Clients don't treat you well

Do your clients take you for granted or fail to appreciate the work you're doing? If so, it could be a sign that you're undercharging for your services. When clients feel like they're paying too little, they may not fully understand the value of your time and expertise.

To address this issue, it's important to communicate the value of your services to your clients. This could involve explaining your pricing structure and the amount of time and effort that goes into each project. It may also be helpful to set clear expectations upfront, including deadlines, project scope, and any additional fees that may apply.

Another solution is to cultivate a client base that truly values your services. This could mean shifting your focus to a more niche market or simply being more selective in the clients you take on. By working with clients who understand the value of your expertise, you can build stronger relationships and increase your profitability over time.

6. Overbooked and turning away clients

If your business is thriving and you're turning away clients because you're fully booked, it's a clear sign that you're in high demand and providing valuable services to your customers. However, if you're not charging enough for your expertise and time, you may be leaving money on the table and missing out on potential growth opportunities.

One effective solution to this problem is to raise your prices. By increasing your rates, you can maintain your level of service quality while also boosting your profitability. However, it's important to be strategic when implementing price increases. Research the market rates for similar services and adjust your prices accordingly. You don't want to price yourself out of the market or lose your existing clients, so consider implementing the price increase gradually or only for new clients.

Another alternative is to outsource services like bookkeeping and payroll as an effective way to free up your time and focus on revenue-generating tasks. By delegating these tasks to professionals, you can ensure that they're handled accurately and efficiently while also reducing your workload.

Being fully booked is a great problem to have, but it's important to ensure that you're not leaving money on the table by undercharging for your services. By raising your prices strategically and implementing efficiency-boosting strategies, you can continue to provide high-quality services to your clients while also growing your business.

What should you be charging?

Setting the right price for your services can be a challenge. You'll need to do some research and evaluate the market to determine where your competitors are pricing their rates. Additionally, you'll need to take into account your level of expertise, the value that you provide to your clients, and your overall costs.

One strategy that many businesses use is value-based pricing. This approach involves setting your prices based on the value that you provide to your clients. By focusing on the outcomes and benefits that your clients receive from your services, you can set prices that are more in line with your worth.

At First Class Accounts Ovens and Murray, we understand that finding the right pricing strategy for your business can be challenging. We're here to help, and we can provide guidance and support to help you determine the right rates for your services. Our team has extensive experience working with businesses in a variety of industries, and we can provide insights and advice that are tailored to your specific needs.

In addition to helping you set your prices, we can also provide support with other aspects of your financial management. From bookkeeping to payroll, we can help you streamline your financial processes and improve your profitability.

Staying sustainable

As we enter 2023, it's more important than ever to ensure that your business is charging appropriately for your services. By keeping an eye out for the 6 warning signs you're undercharging and implementing the appropriate tips to increase prices you can improve your profitability and ensure that your business is sustainable in the long term.

At First Class Accounts Ovens and Murray, we're here to help. Whether you need assistance with pricing, bookkeeping, payroll, or other financial management services, we have the expertise and knowledge to support you and your business. We understand the challenges that businesses are facing in 2023, and we're committed to providing you with the guidance and support that you need to succeed.

Get in touch to discuss how we can help with your pricing, bookkeeping or payroll today.

Understanding your breakeven point

Understanding your business breakeven point is essential to know how much money you need to make to stay in business. It can therefore help you make well-informed financial decisions and practical business plans.

The breakeven point is the income or sales needed to cover all costs. Any earnings above this point generate profit. So your breakeven point tells you the minimum sales required to continue operating a viable business.

Understanding the breakeven point in conjunction with financial reports can give you valuable data to analyse fixed and variable costs and set sales targets for the business or individual staff members.

Fixed and Variable Costs

Fixed costs

Fixed costs remain the same regardless of how many sales you make. Expenses like rent, equipment lease repayments or full-time staff have to be paid whether you sell any goods or services or not. Fixed costs are often called overheads.

Variable expenses

Variable expenses, (sometimes called production costs), fluctuate based on sales. For example, cost of goods sold, production labour, and commissions paid to salespeople will vary according to the number of goods or services sold.

It's helpful to work out an amount or percentage of variable costs compared to the sale price of your products or service. This may not be exact initially, but even if you get a rough figure to work with, this will help calculate your breakeven point. Over time as you analyse your financial reports, you’ll be able to refine the calculation and adjust your selling price accordingly.

How to Calculate Breakeven

You’ll need to know your fixed costs (overheads), selling price and production costs.

One common method of calculating breakeven is overheads / (selling price – production cost)

For example, let’s say overheads per month (rent, vehicle lease, administration staff) are $20,000, and you sell a coaching program for $3,000 with variable costs (coach fees, handout materials for participants, advertising) of $1,500 per program.

Your calculation would be: $20,000 / ($3,000 - $1,500) = 13.33

You would need to sell over 13 programs per month to break even, which equates to $40,000 worth of sales.

If the same program had variable costs of $1,800, you would need to sell 17 programs per month to generate $50,000 worth of monthly sales just to cover costs. Variable costs of $1,000 per program would mean you only need to sell 10 per month to break even.

With these examples, you can see how important it is to understand your fixed and variable costs. Then you'll know exactly how much you need to make to remain in business and the resulting impact on your financial position.

Once you have a reasonably accurate breakeven figure, you can quickly calculate your profit before tax for sales above the breakeven point. In the example where variable costs are $1,500 per program, let’s say you sell 20 programs each month. This would result in an extra $10,000 in profit (before tax) after paying for overheads and variable costs.

Can breakeven help with your pricing?

Understanding your breakeven point can give you some deep insights into your selling prices, helping you understand if they’re realistic.

For example, if your variable costs are high, how much more income will you need to reach breakeven. Is there a fair price for consumers that covers your expenses in a reasonable time frame? Do you need to raise prices to account for fixed and variable costs accurately?

Talk to us about calculating your breakeven point.

There are different ways of calculating your breakeven point to confirm the viability of your business, and the ideal pricing point for driving both sales and profitability.

We'd love to help you understand your business financials in more depth, so you can plan for long-term sustainability, enjoyment and profitability.

Outsourcing to help grow your business

Outsourcing to help grow your business can be an effective strategy, especially during periods of unexpected growth.

When managing a small business, it's not always practical to hire additional staff to handle increased workloads. However, outsourcing can provide the flexibility and support you need to manage your business efficiently during busy periods.

By outsourcing tasks that are outside your expertise or time constraints, you can focus on the core aspects of your business, such as strategy and growth. And, with the right outsourcing partner, you can ensure that your business runs smoothly and efficiently, giving you the confidence and freedom to focus on what you do best.

What could you outsource

Outsourcing can be an incredibly effective way to streamline your business operations and improve your bottom line. By outsourcing certain tasks, you can free up your time and energy to focus on the core aspects of your business that you're truly passionate about. Here are some types of jobs that are particularly well-suited for outsourcing:

Tasks you dread

We all have tasks that we dread or procrastinate on, whether it's dealing with paperwork, answering emails, or making phone calls. Outsourcing these tasks to a virtual assistant or freelancer can be a great way to free up your time and reduce your stress levels. You'll be able to focus on the aspects of your business that you enjoy, while still ensuring that these important tasks are being taken care of.

Tasks where you have low expertise

As a business owner, it's important to recognize your strengths and weaknesses. If there are certain tasks that you or your team aren't particularly skilled at, outsourcing them to an expert in that field can be a smart move. This could include tasks like graphic design, web development, or social media management. By outsourcing these tasks to someone with more experience and expertise, you can ensure that they're done well and to a high standard.

Tasks that don't require access to your systems or clients

Finally, there are certain tasks that can be outsourced without requiring the contractor or freelancer to access your systems or deal with your clients. For example, you might outsource data entry, transcription, or research tasks. These types of tasks can often be done remotely and independently, which makes them ideal for outsourcing.

Who could do the work for you?

Outsourcing can be an excellent way to save time, reduce stress and ensure that your finances are being managed efficiently. However, it's essential to choose the right service provider to ensure that your tasks are being handled accurately and professionally.

For example, when it comes to managing your business finances, bookkeeping and payroll are two essential tasks that can be time-consuming and complex. That's why it's important to have a reliable and experienced service provider to handle these tasks for you. We offer a range of services that can help you to manage your finances with ease.

By outsourcing your bookkeeping and payroll requirements to our firm, you can free up your time and energy to focus on the core aspects of your business.

You can rest assured that your finances are being managed accurately and professionally, allowing you to make informed decisions for your business.

Need help getting started?

If you're considering outsourcing and wondering how much to spend or where to start – or if you need help with bookkeeping and payroll – get in touch with us.

Digital Signatures and Cyber Security

Authenticated digital signatures can be a valuable part of your cyber security approach. They are more efficient than printing, signing and scanning documents and provide one-off encryption for the highest level of security. In fact, they are more secure than a handwritten signature.

If you have a lot of documents that require signing within your business, whether internally or externally, using a digital signature app will streamline your workflow and make managing the signing of documents more accessible. Documents are also secured against manipulation after they have been signed.

However, not all digital signatures have the same level of verification and cyber safety.

Digital signatures vs Electronic signatures

It's important to understand the difference between electronic and secure digital signatures.

For example, you can scan your signature, save it as an image file, and attach it to documents. This is an electronic signature but not an authenticated digital signature and is easily copied and hacked.

An authenticated signature includes unique digital verification that uses public key cryptography technology within the signature. So, the signature comes with encrypted authorisation embedded in it, and it’s virtually impossible to hack.

Digital signature process

Digital signatures also provide an audit trail of the signature process – from sending the document to when it's read and signed, and sent back to the document owner.

Once you’ve created a document and sent it for signing, you can see outstanding documents at a glance and send reminders from within the platform.

There are many options available for authenticated digital signatures. Look at DocuSign, Adobe or Secured Signing to start with and ask others in your industry if they use a solution they would recommend.

Check their level of encrypted security and audit trail functions. Most are very simple to use, requiring nothing more than you opening an account, uploading documents and sending. The recipient may need to create an account, but some apps use a code sent separately to sign the document without the recipient needing their own account.

Digital signatures are an easy tool to help your business's cyber safety, and there are many other simple tips you can implement. Talk to us if you’d like to learn more about how your business can stay cyber-safe and secure.

Business plant and equipment: Buy or lease?

When your business needs new plant or equipment, what’s the best choice – buy or lease? The answer will depend on your specific circumstances, but there are some basic considerations that can help you weigh up the options.

The advantages of buying

Buying gives you certainty and ownership, at a higher upfront price, but a lower total price. Owning an item of plant or equipment gives you unrestricted use for the lifetime of the item. You can alter it to suit your business, and you can sell it if you need to free up some cash. The full cost is paid up front, so you have no ongoing payments, and there may be opportunities for tax depreciation.

When equipment lasts for a long time and maintains its value, ownership can be a particularly good choice. Overall, the total price of ownership is usually lower than the total cost of leasing the item.

The advantages of leasing

Leasing tends to give you more flexibility, at a higher cost. It spreads out the cost of an expensive item – you don’t need to save or borrow the purchase price, and instead you make regular payments. You can return a leased item if it’s not working out, or upgrade to a better model as your business grows.

If the equipment or plant is something that quickly becomes obsolete, or that you’re likely to upgrade, or that you’re not totally certain is right for your business, leasing could be ideal. While leasing is generally more expensive across the lifetime of the item, it also frees up your money to invest in other areas of the business.

Running the numbers can help you find the right decision

The decision to invest in new plant or equipment can be a tricky one, but we can help.

We can tally up the upfront and ongoing costs, and weigh these against the economic benefits you might get from the new equipment. We consider your cashflow, the cost of borrowing, and sales projections, so you can make an informed choice.

Drop us an email or give us a call – we’re here to help.

New accountability measures proposed for ABN holders

Originally announced in the 2018–19 Federal Budget, and now set out in draft legislation, are newly introduced accountability measures for ABN holders.

Once in effect, this will mean you will have to:

• lodge outstanding income tax returns, and
• confirm the accuracy of your entity's details on the Australian Business Registrar annually.

Currently, there are no registration penalties for ABN holders when it comes to lodging tax returns. That is, you can continue to quote an ABN regardless of whether you have lodged outstanding returns.

The regulator will now have the ability to cancel your ABN if you have 2 or more outstanding income tax returns for income years commencing on or after 1 July 2022. Also, the regulator will be able to cancel your ABN if you do not confirm the accuracy of your ABN details in an annual form on or after 1 July 2024.

If your ABN gets cancelled by one of these measures, the registrar must reinstate your ABN once the outstanding items have been resolved.

We are closely monitoring the progression of this draft legislation and once further information is provided by the Treasury, we will inform you of the specifics surrounding the legislation.