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.

Choosing the right apps for your business

Software technology has evolved massively in the past decade, with cloud-based apps now a fundamental part of how businesses manage both day-to-day operations and long-term growth. 

Whether it’s payroll, inventory, job management, or quoting, most business functions now have an app that promises to make life easier.

But with so many options, how do you know which apps will actually bring value to your business? How do you avoid paying for features you don’t use or adding complexity to your workflow?

The Xero app store is a good place to start, so that your apps integrate with your accounting system. 

Additionally, at First Class Accounts Ovens & Murray, we help businesses like yours find and implement the right systems. We’re not here to sell you the latest tech trend, we’re here to help you find what works for your business and industry, and then make sure it works properly.

What value can automation bring to your business?

Choosing the right apps for your business isn’t just about convenience. The real value lies in using automation to eliminate repetitive manual tasks, reduce mistakes, and give you real-time access to better data. 

This isn’t about cutting corners, it’s about improving accuracy, freeing up your time, and building reliable systems that support how your business runs.

When the right apps are connected properly, information flows where it needs to go. 

You’re not chasing receipts, entering the same data in multiple places, or scrambling for figures when you need them most. You’ve got access to accurate, timely information that helps you make better business decisions, without the stress.

Choosing the right apps

Before jumping into the Xero app store, take a step back. Understanding what your business needs right now, and where you’re heading, will help guide your decisions and make sure you’re investing in tools that support your goals.

Start by thinking about the main areas of your business. 

If you’re in construction, for example, you might need job tracking, scheduling, quoting, and inventory management. If you run a retail store, POS integration, stock management, and customer loyalty tools could be your priorities. And if you’re offering professional services, you may need tools for project tracking, timesheets, client communication, and document storage.

Once you know where the gaps or inefficiencies are, it’s easier to assess what kind of technology will actually solve those problems.

Xero-connected apps make things easier

One of the best places to start is the Xero app store. All apps listed there connect directly with Xero using their open API. This means data from your chosen apps, like invoices, timesheets, or stock levels, can feed directly into Xero without needing to be manually entered or imported.

This kind of seamless integration not only reduces errors but also improves the quality of your reporting. Your numbers are more accurate, your cashflow forecasting is more realistic, and your compliance reporting is more straightforward.

Whether you’re adding one new app or building a full app stack, choosing tools that are designed to work with Xero will save you time and headaches later.

Find ways to reduce manual admin

A key sign that automation could help is if you’re still doing repetitive admin tasks by hand. That could be entering timesheets manually, reconciling paper receipts, or copying data between spreadsheets.

Apps like Dext Prepare (formerly Receipt Bank) let you photograph receipts or email them in, automatically reading and coding them into Xero. Payroll systems can automate payslips, superannuation, and leave entitlements. Job tracking apps can capture time, link it to client invoices, and sync with your accounting software.

Automating these kinds of tasks helps you focus on work that adds real value — whether that’s looking after your team, servicing customers, or planning your next step.

Do your research

Not all apps are created equal, and not every app will suit your business. Before committing, spend time reading independent reviews, talking to people in your industry, and checking whether the app has been around long enough to be stable and supported.

It’s also worth trying free trials or demo accounts so you can test how the app works in practice. If you can, involve your team in this part of the process too. They’ll be the ones using the tools daily, so their input matters.

Look for apps that are intuitive and easy to use. If the layout is clunky or the learning curve is too steep, your team may avoid using it, or use it incorrectly, which defeats the purpose.

Just as importantly, make sure there’s real support behind the app. Live chat, video walkthroughs, and a decent help centre make a huge difference when you need help fast.

We help you choose the right apps and make them work

At First Class Accounts Ovens & Murray, we do more than reconcile your books or lodge your BAS. We work with you to understand how your business operates and where the pain points are, then we help you choose and implement the apps that make those problems disappear.

We know which apps work well in your industry, and we only recommend tools that are tried and tested. We also make sure they’re set up properly, connected to your accounting software, and working the way they should be.

If you’re not sure where to start, or if your current systems aren’t cutting it anymore, let’s chat. We can help you streamline your operations, save time, reduce stress, and get better data to support your decision-making.

Ready to improve your systems?

Choosing the right apps for your business doesn’t need to be overwhelming. With the right advice and support, you can automate the parts of your business that are slowing you down and free yourself up to focus on what matters most.

Get in touch with First Class Accounts Ovens & Murray and let’s talk about how we can make your business more efficient, accurate, and scalable, with the right tools, connected the right way.

Reducing the uncertainty: performance monitoring and analysis

We’re trading in uncertain times, where changes to the global economy can happen overnight. 

This creates a real challenge for your small business, making it difficult to plan ahead and understand the short to medium-term future of your financial strategy.

But by monitoring and analysing your business data, it is possible to get back in control of your financial management, and to reduce some of the financial uncertainty.

Good business decisions are based on solid and reliable information. That’s why it’s so important to track and monitor your business performance.

Using the metrics and data from your business dashboard, you can follow your progress against budgets and financial strategies – and see when fast, evasive action is needed.

Here are five ways performance monitoring can ease your uncertainty

1. Real-time sales and revenue dashboards

Set up Sales Dashboards to monitor sales figures, revenue streams and customer acquisition costs. 

This makes it easier to spot dips or surges in demand, giving you time to adjust your marketing strategies, inventory levels or pricing. When the market changes, you’ve got the data in front of you to help you respond and remain agile.

First Class Accounts Ovens & Murray can help you implement and integrate Xero-connected apps tailored to your industry, ensuring your dashboards provide real-time visibility of the numbers that matter most.

2. Track KPIs for operational efficiency

Key performance indicator (KPI) dashboards help you monitor crucial operational metrics like production costs, delivery times and resource utilisation.

By monitoring and analysing these KPIs, you can look for the inefficiencies that are most affected by economic instability. When metrics show poor performance, you can take swift action to deal with rising operational costs, or poor utilisation of your resources and workforce. 

We can support you by reviewing your end-of-month reporting and helping you understand the story behind your numbers, so you’re confident in taking action based on what your KPIs are telling you.

3. Monitor customer behaviour and trends

Tracking your customer data helps you spot patterns in customers’ purchasing patterns, website engagement and social media interactions. 

When you have data that demonstrates clear customer preferences and trends, you have the evidence needed to change strategy. The business can adapt its offerings and marketing efforts to remain relevant and competitive, even while dealing with erratic economic conditions. 

4. Review financial forecasts regularly

Create detailed financial forecasts, including cashflow projections, revenue forecasts and profit and loss forecasts. Use your software tools to compare your actual performance data against these forecasts, so you can see the variances and where action is needed.

This helps you anticipate potential financial challenges and economic instability, with enough time to react and refine your future tactics and strategy. 

First Class Accounts Ovens & Murray offers cashflow planning and forecasting services designed to give you visibility over what’s coming in, what’s going out, and when. That means fewer surprises and more control when you’re managing change.

5. Analyse profitability by product and service:

Use your software’s performance metrics and tracking to understand which products, services and customer segments are most profitable, and also which are proving to be most resilient during the current economic uncertainty and upheaval. 

When you know which products and segments are the most stable, you can adjust your sales and marketing strategy to focus on these specific targets. You can also pivot away from more vulnerable offerings or customer groups, helping you generate more stable revenues.

Our team can work with you to generate reports that give you clarity on product, service, and customer profitability, while keeping your bookkeeping and BAS obligations up to date in the background.

Making your financial future clearer and easier to navigate

Today’s forecasting tools and KPI dashboards give you all the data and metrics you need to stay one step ahead of the current economic uncertainty and market instability.

As experienced bookkeepers and payroll specialists, First Class Accounts Ovens & Murray supports businesses across Albury Wodonga with reliable, contract-based services that keep your financial records accurate and timely,  no matter what’s happening in the market.

Come and talk to us about setting up the most useful dashboards and metrics for your business and find out how we can guide you through these uncertain times.

Why fix processes before automation

Automation. The magical word that promises to free us from repetitive tasks, save hours of time, and deliver your business from the clutches of inefficiency. Just plug in a shiny new app, flick a few switches, and voilà, chaos becomes order.

Except… it doesn't. Not if your underlying processes are a mess to begin with.

Let’s break down the common myth that automation fixes processes, and explore why you need to sort your workflows out first, before letting the bots loose.

The myth: “We’ll just automate it”

You’ve probably heard (or said) something like this:

“Our quoting process is all over the place. We just need to automate it.”

Or:

“We keep missing invoice follow-ups. Let’s get a system that does it automatically.”

The idea is appealing: automation as a silver bullet. But in reality, automating a broken process doesn’t fix it. It just allows you to do the wrong thing faster and more often.

Garbage in, garbage out

Automation is only as good as the process it’s built on. If you’ve got:

• Multiple ways of entering the same data.
• Approval steps that rely on someone’s memory.
• Bottlenecks disguised as “checks and balances”.
• Excel sheets of doom lurking in the background.

Then automating those steps won’t solve the problem. It’ll just make the confusion happen faster and more often.

Take invoicing as an example. If your team is unclear on when to invoice, what to include, or which rate card applies, then automating that process will just send out incorrect invoices – but faster! Your accounts team won’t thank you.

This is where working with bookkeeping experts like First Class Accounts Ovens & Murray helps. We can map your invoicing and accounts workflows, clean up recurring issues, and ensure your bookkeeping and invoicing processes are accurate, efficient, and consistent before you automate anything.

The fix: clean before you code

Before you even think about automation, take time to map the process as it should be. It's one of the most important reasons why fixing processes before automation is so effective. You avoid scaling the wrong approach.

Ask:

• Who does what, and when?
• What decisions are made along the way?
• Where does information come from and go to?
• What causes delays or confusion?

It doesn’t need to be a six-month strategic review. A whiteboard, a few post-it notes, and some candid conversations can go a long way. Once you've got a cleaned-up, agreed-upon workflow, then it's time to look at automation tools that can support and scale that process.

And when you're ready, First Class Accounts Ovens & Murray can help you identify and implement the right app solutions for your business. 

We work with Xero-connected tools that are tailored to your industry, including project tracking, inventory, point-of-sale, time tracking, and payroll systems. We don’t just recommend them. We also help set them up properly and train your team so the tools actually get used, and used well.

Automation is amplification

Think of automation as a megaphone. It amplifies what’s already happening in your business, good or bad.

If you’ve got a solid workflow, automation helps your team run like a well-oiled machine. But if your process is a bit… Frankenstein, then automation will just make the monster move faster.

For example, if you want to automate your quote approvals using a fancy CRM integration, but half your quotes aren’t even following the same template, then problems will occur. After standardising your quote process first, automation will make sense and work beautifully.

It’s the same with payroll. We see a lot of small business owners trying to automate payroll without having clear leave policies, super payment workflows, or STP compliance in place. At First Class Accounts Ovens & Murray, we support businesses to get their payroll processes right,  from setup to reporting. Once that's sorted, automation can genuinely save time and reduce errors.

What to do before you automate

Not sure why fix processes before automation is such a big deal? Because when your foundation is right, everything else becomes easier to manage and scale.

Automation isn’t magic. It’s just a tool. And like any tool, it works best when the foundation is solid. So before you go chasing new tech, do a bit of spring cleaning. 

If you’re not sure where to start, we’re here to help. 

At First Class Accounts Ovens & Murray, we work with business owners to clean up messy processes, implement the right tools, and keep everything running smoothly, from bookkeeping to payroll, BAS lodgements, software implementation, and everything in between.

Your future automated self will thank you.

Streamline Your Business with the Right Apps

Still bogged down by admin? Spending too much time on manual processes or jumping between systems that don’t talk to each other?

The right business apps can do more than just save time – they can improve accuracy, simplify operations, and help you make informed decisions with confidence.

But with so many options out there, it’s hard to know which ones are right for your business. That’s where we come in. At First Class Accounts Ovens & Murray, our business app advisory Albury Wodonga service is here to help streamline your systems, reduce admin, and free up your time.

Choosing the Right Tools – Without the Overwhelm

At First Class Accounts Ovens & Murray, we specialise in understanding the different options of business apps for different industries and business types. Whether you’re in trades, professional services, retail, or something else entirely – we’ll help you choose the right tools for your needs.

We don’t just recommend an app and send you on your way. Our business app advisory service is designed to help you choose the right apps, set them up properly, and make sure they’re working seamlessly with your bookkeeping or payroll systems.

A Few of Our Go-To Apps

Here are just some of the tools we support and implement for clients across Albury Wodonga:

Xero

A cloud accounting platform that gives you real-time access to your financials. As a Xero Gold Champion Partner, we have the expertise to help you set up, customise, and connect Xero to other apps you’re already using (or should be using). You'll get better visibility over your numbers and a smoother, more efficient workflow.

Dext Prepare

Automates data entry for invoices and receipts, pushing information straight into Xero. No more chasing paperwork or typing up bills – Dext takes care of it.

ServiceM8

Perfect for tradies and service businesses. Manage jobs, quotes, scheduling, invoicing, and payments from your phone. We’ll help you integrate it with your bookkeeping so nothing gets missed.

Deputy

Handles staff rostering, time tracking, and award interpretation. When connected to your payroll system, it can save hours in admin and reduce errors with leave, hours worked, and pay rates.

Other Business Apps

We specialise in understanding the different options of business apps for different industries and businesses. And we can provide you with insights and guidance on what apps would best suit your business.

This is where we really shine. At First Class Accounts Ovens & Murray, we go beyond suggesting tools. We assess your business needs, set up the right apps, integrate them with your accounting software (like Xero), and can train your team on how to use them. We make sure your apps actually work to reduce mistakes, save time, and deliver better data.

Whether you need help with inventory, job costing, project tracking, time sheeting, payroll or scheduling – we can help you get the systems in place.

Make Your Tech Work Smarter

The right app setup can make a massive difference – not just in productivity, but in how confidently you manage your business. If you're not sure where to start or feel like your current systems aren't cutting it, get in touch.

We’re here to help you find the best app combinations to support your cash flow, payroll, and everyday operations – and make sure everything works together seamlessly.

If you're looking for business app advisory in Albury Wodonga that actually makes a difference, get in touch with our team today.

12 Xero Apps to Build the Right Stack for Your Business

If you’re a Xero user, you’ll know all about the thousands of apps and solutions that you can integrate with your favourite cloud business platform.

But do you know what apps other Aussie small businesses are using? And are there other helpful tools in the ecosystem that aren’t on your radar?

Here’s our rundown of some popular apps in the Xero Australia app store.

12 Xero apps you might not know about

There are so many apps in the Xero store now that it can be hard keeping up to date with the latest additions. To make your life easier, we’ve got the lowdown on the top dozen apps.

Dext

Automate your bookkeeping with Dext. Capture receipts, track expenses and mileage, and connect to Xero, 11,500+ apps, banks and more.

Tanda

Tanda helps manage rosters, timesheets, and award compliance with ease. It integrates with Xero to simplify payroll and improve workforce management.

Stripe

Stripe makes it easy to accept payments from debit cards, credit cards, Apple Pay and Google Pay for online invoices sent from Xero – so you can get paid faster.

Syft from Xero

Analytics is an interactive and collaborative financial reporting tool that delivers everything from simple reports through to integrated forecasts.

Approval Max

Makes it easy for Xero customers to build robust financial controls across accounts payable (AP) and accounts receivable (AR).

Square

Whether online or in-person, get paid quickly and securely with a variety of hardware and software to process credit cards, Apple Pay, and Android Pay, including touch-free options.

ServiceM8

The job management app for trade contractors and service businesses, with everything to help you cut paperwork, complete more jobs and provide amazing customer service.

Tradify

The job management app for tradespeople! Tradify is the best tool for the job. Manage enquiries, quoting, job tracking, staff management, timesheets, invoicing & more!

Lightspeed

Lightspeed is a cloud-based point of sale (POS) and retail management platform that integrates with Xero to automate sales, inventory, and customer data syncing.

Shopify

Connect your Shopify store to your Xero account for easy management of your ecommerce business finances.

Deputy

Deputy is a powerful scheduling and rostering tool for managing teams and tracking time. It integrates with Xero Payroll to simplify staff management.

RosterElf

A simple cloud-based rostering system that takes the stress out of scheduling your employees. It integrates seamlessly with Xero to process timesheets and save you hours.

Need help setting up or managing your app stack?

At First Class Accounts Ovens & Murray, we don’t just manage your books. We help you choose the right Xero-connected apps, set them up properly, and make sure they’re working together efficiently.

Whether it’s payroll, rostering, job tracking, ecommerce, payments, or reporting, we’ll work with you to create a setup that suits your business and supports your goals.

We make sure everything gets done accurately, on time and without any fuss—so you can focus on what you do best.

If you want support with your Xero app stack, get in touch. We're here to help.

How to Get the Most from Cloud Software Solutions for Small Business

Choosing cloud software should make running your business easier, not harder. But too often, small business owners invest in new tools hoping to solve problems, only to find themselves wasting time, duplicating effort, or dealing with data that’s all over the place.

The good news is that cloud software can absolutely streamline your business. You just need a structured way to review what you’re using, why you’re using it, and what needs to change.

One proven method is the SPIN framework. Originally developed for sales conversations the SPIN framework can be just as useful when it comes to fixing your tech stack. It helps you uncover the real issues holding your business back and identify what needs to change.

Here’s how it works.

Situation: Review What You’re Using Now

Before jumping into new software, take a step back and review your current systems. Ask yourself:

• What cloud software are we using for bookkeeping, payroll, invoicing, reporting, and project management?
• How well do these systems integrate with each other?
• Are we paying for tools we’re not fully using?
• What’s our total monthly software spend?

This step helps clarify if your tech stack is overcomplicated or if you’re missing key functionality.

How we can help

At First Class Accounts Ovens & Murray, we regularly review clients’ accounting software setups. Whether you’re unsure about the value of your current subscriptions or need help identifying gaps, our bookkeeping and payroll specialists can review your systems and recommend cost-effective cloud software solutions that suit your business.

Problem: Uncover What’s Not Working

Once you understand your current setup, it’s time to identify what’s causing frustration or costing you time and money. 

Questions to ask include:

• Are we duplicating work across multiple platforms?
• Does our payroll software handle compliance and reporting accurately?
• Can we access real-time data when making decisions?
• Are manual processes slowing us down?

The aim is to surface the bottlenecks and inefficiencies causing headaches for you or your team.

How we can help

If your payroll process is still manual or your reporting is a mess, our payroll specialists can streamline this for you. We work with cloud payroll systems that manage compliance, Single Touch Payroll, and superannuation obligations. All while saving you time.

Implication: Understand the Cost of Doing Nothing

This is where you figure out what these problems are really costing your business. 

It’s not just time, it’s also errors, missed deadlines, and the impact on your cash flow. 

Questions to ask include:

• How much time are we wasting each week on manual data entry or reconciling reports?
• Could poor reporting or data delays be hurting our decision-making or relationships with clients and suppliers?
• Are we putting the business at risk by relying on outdated or poorly integrated software?

Small problems quickly add up. Whether it’s late payments or chasing missing information, it takes you away from focusing on what you’re good at - running your business.

How we can help

At First Class Accounts Ovens & Murray, we see this all the time. That’s why we’re not just bookkeepers, we’re app implementation, Xero Gold Champion Partners, and management accounting specialists. We make sure your reports are accurate, timely, and useful. No more scrambling for cash flow data or wasting hours chasing numbers.

Need-Payoff: Focus on What You’ll Gain by Fixing It

Once you know what’s wrong, flip the conversation to what’s possible. 

Ask yourself:

• How much time could we save if these systems worked together?
• How would automated payroll and reporting free up our team to focus on the business?
• Would better cash flow forecasting help us plan for growth or seasonal dips?

The payoff is having systems that work for you, not the other way around.

How we can help

When we manage your bookkeeping and payroll, you get reliable, efficient processes without worrying about someone being away. Our contract service means your business runs smoothly and your numbers are always up to date. You’ll gain the clarity you need to make confident business decisions.

Real Change Starts with Asking the Right Questions

Many businesses jump into new cloud software hoping for quick fixes. But without asking the right questions, you risk layering one problem on top of another.

Taking time to step through this process helps you see where you’re stuck and where smart changes will make the biggest impact.

If you’re ready to get more value from your cloud software and stop wasting time, talk to First Class Accounts Ovens & Murray. We’ll help you review your systems, streamline your processes, and set your business up with the right tools, saving you time, money, and a whole lot of frustration.

Common Software Implementation Mistakes And How to Avoid Them

Implementing new software in your business should be an exciting step toward improving efficiency and productivity. The right system can streamline operations, reduce errors, and save time. 

But if the implementation isn’t handled correctly, it can lead to frustration, wasted money, and unnecessary complications. 

Here are some of the most common software implementation mistakes businesses make and how to avoid them.

1. Poor Data Migration Planning

Switching to new software often means transferring large amounts of data (financial records, payroll history, customer details, and more). If this data is incorrect, outdated, or messy, it can lead to serious problems.

We’ve seen businesses struggle with duplicate or missing financial records after a rushed migration. 

Before moving to a new system, we recommend cleaning and verifying data to prevent errors. Our team can assist in organising and migrating financial data accurately, ensuring a smooth transition without disruptions to payroll, invoicing, or compliance.

2. Failing to Identify Business Needs Before Choosing Software

Choosing software without first assessing your needs is like hiring a new team member without checking their qualifications. 

Many businesses rush into software decisions based on price or recommendations rather than determining what will best support their workflows.

Before selecting a system, consider what’s slowing your business down. 

• Are payroll processes taking too long? 

• Is invoicing a constant headache? 

• Are you struggling to keep track of cash flow in real-time? 

First Class Accounts Ovens & Murray works with businesses to identify these bottlenecks and ensure you choose software that directly addresses your pain points. 

3. Setting Unrealistic Timelines

Software implementation isn’t a one-day job. Expecting a full rollout in a short period often leads to rushed processes, poor training, and mistakes that could have been avoided.

A phased approach is often the best strategy. Set realistic goals and ensure your team has the time and support to adjust. We work with businesses to create structured implementation plans, helping them transition without disrupting daily operations.

4. Ignoring Software Integration

A common mistake is choosing software that doesn’t integrate well with existing systems. For example, if your payroll system doesn’t connect with your accounting software, you might end up entering the same data twice—leading to inefficiencies and increased risk of errors.

At First Class Accounts Ovens & Murray, we help businesses select and implement solutions that integrate seamlessly. When implementing Xero and add-on Apps, or another financial management tool, we ensure your systems work together to simplify reporting and reconciliation processes.

5. Not Involving Your Team Early On

Software isn’t just about features, it’s about how well your team can use it. 

Rolling out a system without their input can result in resistance, confusion, and lack of adoption.

To prevent this, involve key staff members from the start. If you're implementing a new accounting or payroll system, consult the people who will use it daily. 

We’ve seen businesses struggle with software adoption simply because their teams weren’t included in the decision-making process. 

6. Skipping Proper Training

Software is only as good as the people using it. Without proper training, teams tend to stick to old habits or misuse the system, leading to errors and inefficiencies.

If you're implementing bookkeeping or payroll software like Xero, it’s crucial to have role-specific training. A payroll administrator needs different training than someone handling accounts payable. 

First Class Accounts Ovens & Murray can provide training sessions to ensure your team fully understands and utilises the software’s features, reducing errors and improving efficiency.

Setting Your Business Up for Success

Software implementation should be a step forward, not a setback. 

With the right planning, training, and support, your business can avoid these common pitfalls and make the most of new technology. 

First Class Accounts Ovens & Murray is here to help. Whether you need assistance selecting the right software or managing a seamless transition, get in touch with us today to make your software implementation a success.

Optimising Your Financial Management for Business Success

Keeping on top of your finances is a critical part of keeping your business on track. But are you doing everything you can to optimise your financial management?

In this series, we have identified six ways to optimise your business, and will look in depth at each of those options, starting with the benefits of automation for your business. 

Now, let’s see how you can take better control over your financial numbers. 

Having the right numbers at your fingertips

One of the biggest causes of business failure is poor cashflow and a lack of capital. Having enough money to cover your expenses, pay your workforce and invest in growth is what separates the successful businesses and those that fall by the wayside.

But what can you do to improve your cash position and keep yourself in the driving seat when it comes to managing the financial side of the business?

Here are five simple things you can to get more proactive with your finances:

Embrace financial technology and cloud accounting

Make sure you’re using cloud-accounting solutions like Xero, with integrated bank feeds, expense tracking, simple invoicing and a real-time view of your numbers. You can also use the advanced reporting features to get deep insights into financial performance.Use financial metrics and KPIs to monitor performance

First Class Accounts Ovens & Murray specialises in setting up and managing cloud accounting solutions, ensuring your financial data is accurate, accessible, and working efficiently for your business. Whether you need assistance with system setup, training, or ongoing support, we ensure your cloud accounting platform works to its full potential.

Develop a framework of financial key performance indicators (KPIs) including gross profit margins, operating expenses, customer acquisition costs and revenue growth rates. By tracking these metrics, you can gauge your performance, spot any financial threats and make well-informed decisions about your financial management. 

Tracking financial performance is critical, but understanding what your numbers are telling you is just as important. Our management accounting services provide in-depth financial reporting and analysis, helping you stay on top of business performance and make data-driven decisions with confidence.

Forecast your cashflow position and potential challenges

Use the latest cashflow forecasting tools, like Futrli or Calxa to track your expected cash inflows and outflows. These projections give you an overview of your cash position for the months ahead, allowing you to top up your cash as required. It’s also sensible to build up some meaningful cash reserves, so you have capital behind you when cashflow gets tight.

Our team at First Class Accounts Ovens & Murray can help you implement the appropriate forecasting app for your business, and develop cashflow forecasts and budgeting strategies, so you always have a clear picture of your financial future. With proper planning, you can avoid cash shortfalls and be prepared for seasonal fluctuations in income.

Work on your aged debt and debtor management

It’s important that customers pay on time and that your payment terms are clear. Use your accounting software to send out automated reminders and have structured follow-up procedures in place for overdue payments. It’s also a good idea to offer early payment incentives and to nurture strong customer relationships to minimise your aged debt and improve cashflow.

Get strategic with your working capital and access to finance

Having a viable level of working capital in the business is a must. Explore the various financing options for boosting your capital. This can include business lines of credit, invoice financing or term loans to, all of which help to increase funding and raise the company’s capital. 

Beyond external financing, optimising internal financial processes can improve working capital. Our payroll and bookkeeping services ensure financial transactions, employee wages, and supplier payments are processed efficiently, keeping your business running smoothly.

Talk to us about ways to improve your digital transformation

There have never been more tools to help you manage your finances. By embracing the best in financial and accounting tools, you give yourself (and your finance team) the superpowers to become cashflow positive, with capital behind you to drive your business to new heights. 

If you’re looking to upgrade your financial management, talk to First Class Accounts Ovens & Murray about how we can help. Whether it’s bookkeeping, payroll, cashflow forecasting, or financial reporting, our team ensures you have the right processes in place to keep your finances under control.