Category Archives for "Cybersecurity"

Is Your Software Helping or Hurting Your Cybersecurity?

If you're using bookkeeping apps and cloud software in your business, which most of us are,  you're already taking a big step in the right direction when it comes to cybersecurity. But not all apps are created equal, and not all setups are secure.

We’re seeing more and more businesses rely on connected apps to manage payroll, invoicing, staff scheduling, time tracking, and more. That’s great for streamlining admin, but if the setup is clunky or inconsistent, you could be exposing your business to unnecessary risk.

Cloud doesn’t mean automatic safety

Using cloud software like Xero, Dext, Deputy, or ServiceM8 can absolutely help reduce human error and improve your data security. But just being ‘in the cloud’ isn’t enough. How you use these tools, and whether they’re set up properly, makes all the difference.

Here’s what we often see:

• Multiple users sharing the same login details

• Unused staff profiles still active

• App permissions too broad (full access when it’s not needed)

• Out-of-date systems that haven’t been updated in years

These might seem like small things, but they’re the cracks where cybersecurity threats can sneak in.

It’s about integration and protection

When your apps are integrated properly, they don’t just talk to each other – they also work together to protect your data. For example:

• Dext feeds your supplier bills directly into Xero, reducing manual data entry (and errors)

• Single Touch Payroll connects your payroll to the ATO securely

• Xero’s 2FA protects login access

• Secure portals can replace email for sharing sensitive documents

Using apps the right way means less handling of data, fewer mistakes, and stronger protection for your business.

4 signs it’s time to review your app setup

You don’t need to be a tech expert to spot when something isn’t quite right with your app setup. If any of the below sound familiar, it’s probably time to take a closer look:

1. You don’t know who has access to what

If you’ve had team changes, or if your accountant, bookkeeper, or admin staff have come and gone over the years, there’s a good chance old logins are still floating around.

Inactive users with access to your bookkeeping system or business apps are a security risk. Even if they're no longer working with you, those credentials can still be used to log in, sometimes without you knowing.

A regular access check ensures only the right people have access, with the right level of permission.

2. You’re still emailing payslips or invoices as attachments

Email is one of the least secure ways to share sensitive documents. If you're still sending payslips, invoices, or ATO documents as attachments, there's a real risk of that information falling into the wrong hands.

Most modern bookkeeping apps offer secure portals or in-app document sharing. Using these features reduces the chance of human error and protects private information like bank details, TFNs, and ABNs.

3. You haven’t reviewed your connected apps in over a year

If it’s been a while since you looked at the apps linked to your accounting software, you could be running old versions, duplicating data entry, or worse, using apps that no longer meet security standards.

Technology changes fast. Regular reviews help you stay current, avoid software conflicts, and make sure you’re using the most secure and efficient tools for your business needs.

4. You’re relying on your team to remember strong passwords

Strong passwords are essential, but if you don’t have a password manager or two-factor authentication set up, you’re relying on memory (or worse, sticky notes).

The more systems your team needs to access, the more likely it is that corners will be cut. A proper login process, combined with tools like password managers and 2FA, protects your business from avoidable risks.

These issues don’t just affect security, they also affect efficiency and confidence in your systems.

How we help

At First Class Accounts Ovens & Murray, we regularly review clients’ app ecosystems to make sure:

• Permissions are set correctly

• Unused logins are removed

• Integrations are working efficiently and securely

• Everything is backed by the right processes and protections

We don’t just plug in new apps for the sake of it. We recommend and set up tools that actually make your business run better and safer.

Let’s get your systems working smarter and safer

If your apps are making life harder or leaving gaps in your cybersecurity, let’s fix that. We can help clean up your setup, make sure the right protections are in place, and give you back some peace of mind.

Safe systems are smart business. If it’s been a while since you reviewed yours, get in touch – we’re here to help.

Cybersecurity: Why It Matters for Small Business 

Cybersecurity might sound like something only big corporates need to worry about. But if you’re using cloud accounting software, paying suppliers online, or sending staff payslips by email – you’re already part of the digital chain. And that means you’re a potential target.

What’s actually at risk?

For small business owners, a cyber attack isn’t just an IT issue. It can stop your operations in their tracks. If someone gets access to your bookkeeping system, they could:

• Change payment details for suppliers or employees

• Steal customer or employee data

• Lock you out of your own system and demand a ransom

• Lodge fake BAS or IAS statements with the ATO

• Access your bank feeds and transactions

These aren’t just ‘what ifs’ – they happen. And when they do, they create a mess that’s expensive and time-consuming to clean up.

Your bookkeeping system holds the keys

Your bookkeeping system holds everything from payroll info to super details, supplier ABNs, ATO links, and your banking integrations. It’s often the first place a cybercriminal will go because it connects to all the key parts of your business.

That’s why we take data security seriously. As your bookkeeping partner, First Class Accounts Ovens & Murray has internal processes in place to protect your data. But there are things you can do, too.

5 practical things you can do today

You don’t need to be an IT expert to improve your cybersecurity. These simple actions make a big difference:

1. Use strong, unique passwords – and change them regularly.

2. Turn on two-factor authentication (2FA) – especially for Xero and your email.

3. Don’t click suspicious links – especially in emails pretending to be from the ATO or banks.

4. Limit user access – only give team members the access they need inside Xero or other apps.

5. Schedule regular software updates – for your computer, phone, and apps.

Think of cybersecurity as a business process

Cybersecurity isn’t just about tech – it’s about process. Just like you have checks in place before making a large payment or hiring someone new, you need simple processes to protect your data.

If your current systems feel a bit patchy or you're not sure what’s in place, we can help. We regularly work with clients to:

• Review user access levels

• Set up app integrations securely

• Introduce 2FA and safer login options

• Recommend tools to protect your financial data

Safe systems support smoother business

Strong cybersecurity protects more than just your data – it protects your cash flow, payroll, and peace of mind. When your systems are secure, things run smoother. Payments go out on time. Reports stay accurate. And there’s less risk of costly disruption.

At First Class Accounts Ovens & Murray, we make sure your bookkeeping is done properly. That includes helping you make smart decisions about your systems and the way you use them.

If you're not sure where to start or want to double-check your current setup, let’s chat. A quick review now could save you a big headache later.