Home » Frequently asked questions » The Beginner’s Guide To Using Xero Accounting

The Beginner’s Guide To Using Xero Accounting

May 10, 2021
Bill Kimball

how to use xero accounting software

Accrual accounting, on the other hand, records the transaction when the transaction happens. Automating invoice reminders are one of these benefits, allowing to save time chasing up customers and reducing the risk of lost revenue. You can even fully customise these reminders in-app with email templates, personalised text and your company logo. When invoices are past the invoice due date, Xero will send out weekly default reminders starting a 7 days after the initial required payment. PayPal is one of the more frequently used payment gateways, but it can become problematic if you accept transactions in multiple currencies. If you only have 1 PayPal account set up, specific transactions may not be imported into Xero.

Not sure what to look for when shopping for bookkeeping or accounting software? Many bookkeeping products can also usually handle tasks like billing, payroll, accounts payable, tax filing, and financial reporting. Outsource Xero Setup to our Xero Certified Team.If you’re setting up for the first time, we can take care of the process so the software is ready to use. We help first-time users and businesses that want to switch to Xero from different software. Talk to our Client Services Team about your needs and we’re happy to assist you. You can connect over 800 apps with Xero for advanced accounting reports, CRM, payroll, time tracking and more. Check if the software you’re currently using integrates with Xero here.

how to use xero accounting software

Companies are encouraged to plan the use of the PSG for their purchases. It is up to your practice how you would like to structure your Xero PSG package to suit the requirements of the grant. It can include the cost of the Xero subscription, setup, training and/or implementation. You will always be compliance-ready when we give you transparency, quick response & real-time access to your account info.

Overview Of Xero

Irish banks, such as AIB, Bank of Ireland, Ulster Bank, and Permanent TSB can be connected to Xero. You can also connect payment services such as PayPal and Stripe and log into your Xero account each day to view receipts and payments. Connect your bank account and credit cards to Xero to easily keep track of your transactions.

how to use xero accounting software

Necessary cookies are absolutely essential for the website to function properly. This category only includes cookies that ensures basic functionalities and security features of the website. Forecast your cash with accuracy and make business decisions with confidence. By clicking ‘Get my free guide’ you agree to occasional follow-up emails, from which you can opt-out at any time. Are you a Xero user looking to take your cash flow forecasting skills to the next level? Download our advanced guide for free and find out how cash flow forecasting can help you to make the best decisions for your business. Using Xero’s wide range of apps and add ons is a great way to streamline repetitive processes and save yourself some time.

They can then track its progress through a section called “My cases”, which details which specialist is working on it, the current status, and expected response time. We’d recommend checking the total features offered by the QuickBooks Plus and Xero Growing plans against your business’s needs.

We believe that Xero is best used alongside an accountant or financial advisor. Not because the software is lacking, but an accountant is best placed to help advise on best use, translate your findings into actionable strategies, and, moreover, do all that boring reconciling for you.

But while QuickBooks has a larger user base and more features in general, Xero still offers a great raft of features for a cheaper price. QuickBooks products are developed and sold by the US-based software company Intuit, Inc.

Module 1 Basics Of Accounting

The Xero Accounting and Bookkeeping Training course is ideal for those running a small to medium sized business, or for anyone wanting to take control of their financial affairs. Categorise your business transactions with Chart of Accounts in Xero. Xero provides multiple layers of protection for the personal and financial information you entrust to Xero. Security is a priority for us, but it’s also important you take steps to safeguard your data. Take advantage of Xero’s app marketplace with over 800 third-party apps to make running your business even easier. Run everything smoothly, keep tidy records, and make compliance a breeze.

how to use xero accounting software

The data can then be used to inform decisions like what to stock and how to change pricing. Stock levels and the value of your goods can be automatically tracked, photos can be uploaded for each item, and supplier contracts can be added for extra documentation. Items can be bulk-imported with a CSV file, and inventory data is fully integrated with other accounting categories, including quoting, invoicing, and ordering. Here’s how the two accounting software services stack up against each other. We look at features, pricing, apps, ease of use, security and more when comparing Xero and QuickBooks accounting softwares. Just like Xero accounting, Zoho Books offers three tiers of plans—Basic, Standard, and Professional—that at $9, $19, and $29 respectively—are either the same price or cheaper than their corresponding Xero accounting software plans. Plus, with only one plan option and no third-party integrations, Wave limits you to the specific tools they provide within their one platform.

You’re required to keep some accounting records for years so make sure your software provider can keep and protect your data for the long haul. You can move your accounting to Xero at any stage, but it’s common to wait until the end of your financial year. However, we recommend that you start the conversion a month earlier to ensure Xero has time to update with your previous information. You can set up bank rules for easier bank reconciliation by entering information on how to treat certain transactions. This can be based on merchant name or payment amount so you can really personalise your bookkeeping requirements and save time. Although we are hopeful that Xero will find a solution to this issue for Irish bank account holders, in the meantime, you will need to import your bank statements to Xero once a month in order to keep on top of your bookkeeping.

Access your business finances anytime, from any internet-connected device – phone, tablet, or computer. Work flexibly and keep track of your business with the Xero mobile app. Professional bookkeepers take away a lot of stress and help keep businesses on top of their numbers. Enter bills into the system simply by emailing them to your software. You may eventually want to add inventory, payroll, or ecommerce functions. We recommend Float or Futrli if you’re interested in software specially designed for cash flow management. If you’re changing from other software to Xero, we can help you with the switch.

Enter Initial Accounting Balances

You should reconcile weekly, if not daily, to ensure that your accounts are as accurate as possible. Standard message and data rates may apply for sync, e-mail and text alerts. Quicken App is compatible with iPad, iPhone, iPod Touch, Android phones and tablets. The App is a companion app and will work only with Quicken 2015 and above desktop products.

  • If your business requires specific detail in your transactional history, you can add on an app, like Silver Siphon, which will push the data onto Xero.
  • You’ll also be able to attach unlimited monthly bills if you choose the Xero Established plan.
  • A better comparison is the $70 QuickBooks Plus plan vs. the $30 Xero Growing plan, paired with the $19 or $39 Gusto plans.
  • Plus, Xero doesn’t only offer accounting tools in their app marketplace, but also connections for CRM software, ecommerce, inventory, HR, point of sale, payments, and more.
  • Conversion balances are the balances in your previous accounting system on the day you’re converting to Xero.

Additional automation abilities let users select inventory items from a preset list, quickly duplicate a previous invoice, or set up automatic invoices for repeat orders. Plus, read receipts let users know when customers have seen an invoice and if it’s been paid. Like Xero accounting, Wave is a web-based platform known for its accessibility, mobility, and ease of use.

Add Users

The distinction between cash and accruals accounting is an important one to understand when setting up on a cloud accountancy software like Xero. Reconciliation can be a long and time-consuming process, especially if you’re switching over to Xero in the middle of the tax year, as to give Xero a correct image of your accounts, you will need to import all your backdated reports. If you can, switching to Xero at the start of the financial year is always more ideal. As Xero automatically matches your accounting record with statement lines, a lot of small business owners mistakenly think they can skip this particular step in both the initial step up and daily use.

This function allows you to keep payroll costs in one place rather than having to pull in information from a separate system. Another benefit of regular reconciliation is that you’ll be able to use Xero add-on apps much more easily, as your data will be up-to-date. If you have a limited company, ensure that you have a registration number and registered office address. All 2018 and newer versions of Quicken entitle users to 5GB of free Dropbox storage while subscription is in effect. Quicken for Mac software and the Quicken App are not designed to function outside the U.S. Quicken for Windows imports data from Quicken for Windows 2010 or newer, Microsoft Money 2008 and 2009 .

This workshop provides training to new and existing businesses in Ireland on how to use accounting software to manage your bookkeeping online. It’s free for clients of Accountant Online or €29+VAT for non-clients. If you are moving to Xero from different software or if you’re setting up on Xero for the first time, our Startup and Scale-Up Accountancy Offers include a free Premium Xero subscription.

Conversion balances are the balances in your previous accounting system on the day you’re converting to Xero. Set up payment services with PayPal, Stripe and/or GoCardless to allow your customers to pay online. You can also add other payment services if you have other services available.

Although not necessarily unreasonable, the Xero accounting pricing structure does leave something to be desired. Moreover, Xero provides three distinct plans, giving you the ability to choose the offering that works best for your business. Plus, with the hundreds of integrations Xero offers, the platform is even more flexible—allowing you to connect with additionalaccounting tools or others you already use and extend your overall functionality within their system. As a cloud-based system with a robust mobile app, Xero gives you the ability to access your account regardless of location or device. Additionally, with unlimited users, Xero offers flexibility to your team, allowing you to grant access to whoever you see fit, as well as customize their permissions. All of this being said, however, although Xero Projects is included with the Established plan, Xero also gives you the option to integrate with a third-party project management tool called WorkflowMax.

This is the enterprise option, with a dedicated account manager, priority customer support, advanced reporting features, online training courses, batch importing, and custom user permissions with role-based access. It offers the same features as the Simple Start plan, plus project profitability tracking, inventory tracking, bill management, and a time tracking ability for adding up billable hours. It also includes a hub to view all projects, making the correct labor costs, payroll, and expenses for each easy to manage.

Features include expense tracking, contact management, and unlimited invoices and estimates. Reporting abilities are limited, though a raft of third-party integrations are available . Xero’s security measures keep your data encrypted and stored in multiple locations online, keeping it safe yet backed up. All plans support two-step authentication for all users, and the company guarantees it’ll keep your data private. Users can simply download the free Xero Projects app on iOS and Android, using it to record time and costs, as well as seamlessly and automatically feed the data into invoices and reports. Xero also lets users send quotes and estimates with modifiable templates that can quickly pull up data on contacts, inventory, and pricing.

Collaborate With Your Accountant, Bookkeeper And Team

This site contains information on double-entry bookkeeping, basic accounting, credit control, business planning, etc. Consider our guide more of a companion piece, a set of tips to help streamline the process, learned over years of getting to grips, and watching others attempt to get to grips with the realigning to Xero. Whilst Xero has a number of written and visual resources to help guide you through the setup, we believe that Xero works best when used in conjunction with your accountant.