What Businesses Need To Know As We Move To COVID Normal
September 30, 2020
What businesses should know about the road ahead.
There is a light at the end of the long tunnel of restrictions for Melbourne and regional Victoria. And while the path forward is slowly coming into our collective vision, it is important to prepare for the many pivots and bumps that will line the road until we achieve COVID normal.
The following are details of what to keep in mind as we make adjustments to our businesses moving forward:
JobKeeper Payment Reductions
As of Monday the 28th of September, the rates and eligibility for JobKeeper has changed in the following ways –
- Rate cut from 1500 per fortnight to 1200 per fortnight:
- The Government has previously paid a flat $1,500 each fortnight to everyone eligible for JobKeeper. For those working the equivalent of 20 hours a week or more during the reference periods of either February or June, then you are required to receive the full-time JobKeeper rate. This will be cut to $1,200 each fortnight.
- Rate cuts for 20 hours and under:
- If you worked less than 20 hours a week in both reference periods then you will move to the new part-time rate of $750 each fortnight — half what you would have been getting up to this point.
- Nothing will change about how you receive the payments — you'll still receive them through your employer or will be paid by the government to pass onto your employees
- If you have questions or concerns about your continuing edibility businesses must demonstrate a 30% reduction in revenue for the quarter ending in September. If you have Xero please login to your dashboard and use the inbuilt JobKeeper tools to assess your income or contact your accountant for assistance
Retail and Hospitality Step 3 Restrictions
The Andrews government has indicated that a review of the current lockdown will occur on or around the 19th of October. If Melbourne continues to move it’s 14-day average in a downward trend retail and food industries will move to Step 3 on the road map. According the Vic.gov site this step is a restricted opening with density quotients and cleaning requirements for retail. And for hospitality it includes density quotients and predominantly outdoor dining.
While we are all looking forward to being with our staff and customers again it is more critical than ever to ensure your online systems are operating well. Density quotas for retail means that you should still encourage online transactions as the first port of call and walk-ins only when necessary. The same is true with hospitality. Ensure that your online booking systems are functioning well. Ensure that your clients understand how to book and if a deposit is required to hold the table. The next stage will be tricky to navigate with lots of limitations. All communication and processes should be clear to help everyone to do the right thing and keep businesses profitable.
New Insolvency Rules
The federal government is creating a new two-tiered system, with large companies required to work under existing insolvency rules and business with liabilities of less than $1 million moving towards a simpler system.
The new system for small businesses will include:
- Small business owners remain in control of their company and assets, rather than immediately being placed in the hands of an administrator or creditors.
- An insolvent small business would have 20 days to come up with a restructuring plan, and creditors would have to vote on whether to accept it within 15 days after that.
- For small businesses that can't return to operation, liquidation would be changed, in an effort to make it quicker and easier.
- The Federal Government wants to cut liquidators' investigative processes, mandatory meetings and reporting requirements which are costly lessen the likely hood a business can recover
While it might not feel good to consider these possibilities, it is not a bad idea to start running scenarios now based on current trading. Being placed into administration was once so costly it could use up all of a business’s remaining assets. Now with good planning and forecasting there are more possibilities for recovery and deals with creditors. Please contact your accountant or financial advisor to start looking at options for the future.
This is a time that has been hard on many businesses. And while things still look uncertain, there are always options. Please get in touch for a chat or to ask questions
any time. We always welcome the change to connect and assist during this difficult time.
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In the fast-paced Australian business environment, managing expenses is critical for financial health and compliance. For too long, the humble spreadsheet has been the go-to tool for tracking costs. While familiar, relying on manual data entry is a recipe for errors, inefficiency, and stress come tax time. It's time for your business to look beyond the rows and columns and embrace the power of a dedicated expense tracking app. Here’s why making the switch isn't just an upgrade—it's essential for smart, modern financial management. The Pitfalls of Spreadsheet-Based Expense Tracking While spreadsheets offer flexibility, their limitations quickly become liabilities for a growing business: Manual Errors: Every number typed is an opportunity for human error. These small mistakes can lead to major discrepancies in financial reports and tax returns. Time Consumption: Staff spend valuable hours entering data, chasing receipts, and manually reconciling accounts, diverting time from core business activities. Compliance Risk: Keeping track of Goods and Services Tax (GST) input tax credits and ensuring all expenses comply with Australian Taxation Office (ATO) requirements is difficult and error-prone when relying on scattered digital files and paper receipts. Lack of Real-Time Visibility: Spreadsheets are often updated sporadically, meaning business owners lack an up-to-the-minute view of cash flow and spending patterns. The Australian Advantage: Why a Dedicated App Wins A modern expense tracking application addresses these issues head-on, offering specific benefits tailored to the Australian market. 1. Seamless Receipt Capture and Digital Storage Forget the shoebox full of fading paper receipts. Dedicated apps allow staff to simply snap a picture of a receipt using their phone. Optical Character Recognition (OCR): The app automatically reads key information—such as the supplier, date, and amount—and creates an instant digital expense entry. ATO-Compliant Storage: Digital receipts are stored securely in the cloud, making them easily retrievable for audits. This eliminates the worry of losing physical documentation required by the ATO. 2. Automated GST Tracking and Categorisation One of the biggest headaches for Australian businesses is correctly applying and claiming GST. An app automates this process: Automatic Calculation: Apps can be configured to automatically calculate and split the GST component of an expense, ensuring accurate input tax credit claims. Policy Enforcement: Business expense policies can be programmed into the app, flagging out-of-policy spending instantly, providing better financial control for Person. 3. Integration with Accounting Software A key benefit is the ability to connect directly to major accounting platforms used across Australia, such as Xero, QuickBooks, and MYOB. This integration means that once an expense is approved, it automatically posts to the correct ledger account, drastically reducing end-of-month reconciliation time for your bookkeeper or accountant, ensuring timely submission of your Business Activity Statement (BAS). 4. Simplified Reimbursements and Approvals For employees incurring out-of-pocket expenses, the reimbursement process can be slow and frustrating. Apps streamline the entire workflow: Mobile Submission: Employees submit expenses on the spot. Digital Approval Flow: Managers receive instant notifications for approval, which they can action from their own device, speeding up payment. Making the Transition Switching from spreadsheets to an app is easier than you might think. Start by identifying a few key areas that are currently causing friction, such as travel expenses or project spending. Implement the app for a small team first, then scale across the company. The move to a dedicated expense tracking application is an investment in efficiency, accuracy, and compliance. It frees your team from tedious data entry and gives you, the business owner, a clear, real-time picture of where your money is going, right down to the specific Place of the transaction. Stop tracking and start growing. To learn more about implementing expense tracking technology, reach out to us on 1300 360 749
Running a small business requires wearing many hats, and for a long time, you might have managed to handle the bookkeeping yourself. However, as your business grows, so does the complexity and volume of your financial records. Trying to keep up can lead to stress, errors, and missed opportunities. If you are debating whether or not it’s time to bring in professional help, here are five clear signs that you should stop delaying and hire a virtual bookkeeper. 1. You’re Spending More Time on Books Than Business Time is your most valuable resource. When you first started, a couple of hours a week might have been enough to manage your transactions. Now, if you find yourself regularly working late or dedicating entire weekends just to categorise expenses, reconcile accounts, and chase down receipts, it’s a red flag. A virtual bookkeeper can take these essential but time-consuming tasks off your plate. This frees you up to focus on core business activities, strategy, and client service—the things that actually generate revenue and help your business grow. 2. You’re Constantly Missing Deadlines (or Filing Extensions) Tax season always seems to sneak up, and if you’re consistently scrambling to prepare the necessary financial statements or missing key filing deadlines, you need help. A virtual bookkeeper keeps your books organised and up-to-date year-round, ensuring that all necessary documents are prepared well in advance of deadlines. If you are preparing for tax season, you can also ensure all your necessary files are ready by reviewing the File. 3. You Don't Truly Know Where Your Business Stands Do you really know your profit margins? Are you unsure which services or products are your most profitable? If you have to guess the answers to crucial financial questions, your current bookkeeping method is failing you. Good bookkeeping provides a clear, real-time picture of your company's financial health. A virtual bookkeeper provides consistent reporting and analysis, giving you the accurate data needed to make informed business decisions, such as when to expand, purchase new equipment, or increase pricing. Without this insight, you are effectively running your business blind. 4. You Are Afraid of an Audit Fear and anxiety around financial records are clear indicators that your system is disorganised. If the thought of a tax audit makes you panic because your receipts are a mess, or your records are incomplete, it’s time to seek professional organisation. A virtual bookkeeper implements a solid, cloud-based system that organises all your financial documents logically and securely. They ensure every transaction is recorded correctly, backed by documentation, and compliant with current regulations. This professional structure eliminates audit fear and provides peace of mind. 5. Your Business is Growing Rapidly Business growth is exciting, but it almost always means increased financial complexity. More transactions, new employees, international sales, or taking on debt all complicate the bookkeeping process. What worked for your business when it was small won't work when it's scaling rapidly. Don’t let growth become a burden. Bringing in a virtual bookkeeper allows you to sustain your expansion without sacrificing the accuracy of your financial data. They can seamlessly integrate with your existing processes and grow with you. Next Steps If any of these signs resonate with your current situation, it's time to explore the benefits of outsourcing your financial records. Ready to see how a virtual bookkeeper can save you time and money? Schedule a consultation today! Phone us on 1300 360 749.
Running a successful trades business requires more than just skilled craftsmanship; it also demands meticulous bookkeeping. Effective financial management can mean the difference between thriving and merely surviving. This blog post offers essential bookkeeping tips tailored specifically for professionals in the trades. 1. Separate Business and Personal Finances This is fundamental. Using a separate bank account and credit card for your business not only simplifies tracking income and expenses but also protects your personal assets in case of a business audit or liability. 2. Track Every Expense, No Matter How Small Every dollar spent on your business is a potential tax deduction. Keep detailed records of all your expenses, including: ● Materials and supplies: Lu mber, pipes, wiring, paint, etc. ● Tools and equipment: Purchases, rentals, and repairs. ● Vehicle expenses: Fuel, maintenance, insurance, and registration for your work vehicles. ● Subcontractor costs: Payments to other professionals you hire. ● Marketing and advertising: Website fees and online ads. ● Insurance: General liability, professional indemnity, and workers' compensation. ● Training and certifications: Keeping your skills up-to-date. ● Office supplies: Software subscriptions, stationery, computers...e ven small items add up. Consider using an expense tracking app to easily capture receipts on the go - dext, xero, etc. 3. Understand Your Revenue Streams Do you charge per project, hourly, or have retainers? Clearly categorising your income helps you analyse profitability and identify your most lucrative services. This information can inform your pricing strategies and future business decisions. 4. Master Invoicing and Collections Timely invoicing is crucial for cash flow. Ensure your invoices are clear, detailed, and include: ● Your business name, address, and contact information ● Client's name and contact information ● Invoice number and date: Date ● Description of services or materials provided ● Quantity and unit price ● Total amount due ● Payment terms and due date ● Accepted payment methods Don't be afraid to follow up on overdue invoices promptly and professionally. 5. Reconcile Your Accounts Regularly Reconciliation involves comparing your bank statements with your bookkeeping records. This process helps you: ● Catch errors or discrepancies. ● Identify missing transactions. ● Prevent fraud. ● Ensure your records are accurate for tax purposes. Aim to reconcile your accounts at least monthly. 6. Utilise Bookkeeping Software Gone are the days of manual ledgers. Modern bookkeeping software like QuickBooks, Xero, or MYOB can automate many tasks, including: ● Categorising transactions ● Generating invoices ● Tracking expenses ● Producing financial reports ● Integrating with your bank accounts Investing in good software can save you significant time and reduce errors. 7. Plan for Taxes As a business owner in the trades, you'll likely need to pay estimated taxes quarterly. Set aside a portion of your income specifically for taxes to avoid a large bill at the end of the financial year. Consult with a tax professional to understand your obligations and maximise deductions. 8. Monitor Your Cash Flow Cash flow is the lifeblood of any business. Regularly review your cash inflow and outflow to ensure you have enough money to cover your operational costs. A healthy cash flow allows you to take on new projects, invest in equipment, and handle unexpected expenses. 9. Seek Professional Help While these tips provide a solid foundation, don't hesitate to engage a professional bookkeeper or accountant. They can provide expert advice, ensure compliance with tax laws, and help you make informed financial decisions. Their expertise can free up your time to focus on what you do best – your trade. For a consultation, contact Person at File. By implementing these bookkeeping tips, you can gain better control over your finances, make more informed business decisions, and ultimately build a more stable and profitable trades business.
In the fast-paced Australian business environment, managing expenses is critical for financial health and compliance. For too long, the humble spreadsheet has been the go-to tool for tracking costs. While familiar, relying on manual data entry is a recipe for errors, inefficiency, and stress come tax time. It's time for your business to look beyond the rows and columns and embrace the power of a dedicated expense tracking app. Here’s why making the switch isn't just an upgrade—it's essential for smart, modern financial management. The Pitfalls of Spreadsheet-Based Expense Tracking While spreadsheets offer flexibility, their limitations quickly become liabilities for a growing business: Manual Errors: Every number typed is an opportunity for human error. These small mistakes can lead to major discrepancies in financial reports and tax returns. Time Consumption: Staff spend valuable hours entering data, chasing receipts, and manually reconciling accounts, diverting time from core business activities. Compliance Risk: Keeping track of Goods and Services Tax (GST) input tax credits and ensuring all expenses comply with Australian Taxation Office (ATO) requirements is difficult and error-prone when relying on scattered digital files and paper receipts. Lack of Real-Time Visibility: Spreadsheets are often updated sporadically, meaning business owners lack an up-to-the-minute view of cash flow and spending patterns. The Australian Advantage: Why a Dedicated App Wins A modern expense tracking application addresses these issues head-on, offering specific benefits tailored to the Australian market. 1. Seamless Receipt Capture and Digital Storage Forget the shoebox full of fading paper receipts. Dedicated apps allow staff to simply snap a picture of a receipt using their phone. Optical Character Recognition (OCR): The app automatically reads key information—such as the supplier, date, and amount—and creates an instant digital expense entry. ATO-Compliant Storage: Digital receipts are stored securely in the cloud, making them easily retrievable for audits. This eliminates the worry of losing physical documentation required by the ATO. 2. Automated GST Tracking and Categorisation One of the biggest headaches for Australian businesses is correctly applying and claiming GST. An app automates this process: Automatic Calculation: Apps can be configured to automatically calculate and split the GST component of an expense, ensuring accurate input tax credit claims. Policy Enforcement: Business expense policies can be programmed into the app, flagging out-of-policy spending instantly, providing better financial control for Person. 3. Integration with Accounting Software A key benefit is the ability to connect directly to major accounting platforms used across Australia, such as Xero, QuickBooks, and MYOB. This integration means that once an expense is approved, it automatically posts to the correct ledger account, drastically reducing end-of-month reconciliation time for your bookkeeper or accountant, ensuring timely submission of your Business Activity Statement (BAS). 4. Simplified Reimbursements and Approvals For employees incurring out-of-pocket expenses, the reimbursement process can be slow and frustrating. Apps streamline the entire workflow: Mobile Submission: Employees submit expenses on the spot. Digital Approval Flow: Managers receive instant notifications for approval, which they can action from their own device, speeding up payment. Making the Transition Switching from spreadsheets to an app is easier than you might think. Start by identifying a few key areas that are currently causing friction, such as travel expenses or project spending. Implement the app for a small team first, then scale across the company. The move to a dedicated expense tracking application is an investment in efficiency, accuracy, and compliance. It frees your team from tedious data entry and gives you, the business owner, a clear, real-time picture of where your money is going, right down to the specific Place of the transaction. Stop tracking and start growing. To learn more about implementing expense tracking technology, reach out to us on 1300 360 749
Running a small business requires wearing many hats, and for a long time, you might have managed to handle the bookkeeping yourself. However, as your business grows, so does the complexity and volume of your financial records. Trying to keep up can lead to stress, errors, and missed opportunities. If you are debating whether or not it’s time to bring in professional help, here are five clear signs that you should stop delaying and hire a virtual bookkeeper. 1. You’re Spending More Time on Books Than Business Time is your most valuable resource. When you first started, a couple of hours a week might have been enough to manage your transactions. Now, if you find yourself regularly working late or dedicating entire weekends just to categorise expenses, reconcile accounts, and chase down receipts, it’s a red flag. A virtual bookkeeper can take these essential but time-consuming tasks off your plate. This frees you up to focus on core business activities, strategy, and client service—the things that actually generate revenue and help your business grow. 2. You’re Constantly Missing Deadlines (or Filing Extensions) Tax season always seems to sneak up, and if you’re consistently scrambling to prepare the necessary financial statements or missing key filing deadlines, you need help. A virtual bookkeeper keeps your books organised and up-to-date year-round, ensuring that all necessary documents are prepared well in advance of deadlines. If you are preparing for tax season, you can also ensure all your necessary files are ready by reviewing the File. 3. You Don't Truly Know Where Your Business Stands Do you really know your profit margins? Are you unsure which services or products are your most profitable? If you have to guess the answers to crucial financial questions, your current bookkeeping method is failing you. Good bookkeeping provides a clear, real-time picture of your company's financial health. A virtual bookkeeper provides consistent reporting and analysis, giving you the accurate data needed to make informed business decisions, such as when to expand, purchase new equipment, or increase pricing. Without this insight, you are effectively running your business blind. 4. You Are Afraid of an Audit Fear and anxiety around financial records are clear indicators that your system is disorganised. If the thought of a tax audit makes you panic because your receipts are a mess, or your records are incomplete, it’s time to seek professional organisation. A virtual bookkeeper implements a solid, cloud-based system that organises all your financial documents logically and securely. They ensure every transaction is recorded correctly, backed by documentation, and compliant with current regulations. This professional structure eliminates audit fear and provides peace of mind. 5. Your Business is Growing Rapidly Business growth is exciting, but it almost always means increased financial complexity. More transactions, new employees, international sales, or taking on debt all complicate the bookkeeping process. What worked for your business when it was small won't work when it's scaling rapidly. Don’t let growth become a burden. Bringing in a virtual bookkeeper allows you to sustain your expansion without sacrificing the accuracy of your financial data. They can seamlessly integrate with your existing processes and grow with you. Next Steps If any of these signs resonate with your current situation, it's time to explore the benefits of outsourcing your financial records. Ready to see how a virtual bookkeeper can save you time and money? Schedule a consultation today! Phone us on 1300 360 749.
Running a successful trades business requires more than just skilled craftsmanship; it also demands meticulous bookkeeping. Effective financial management can mean the difference between thriving and merely surviving. This blog post offers essential bookkeeping tips tailored specifically for professionals in the trades. 1. Separate Business and Personal Finances This is fundamental. Using a separate bank account and credit card for your business not only simplifies tracking income and expenses but also protects your personal assets in case of a business audit or liability. 2. Track Every Expense, No Matter How Small Every dollar spent on your business is a potential tax deduction. Keep detailed records of all your expenses, including: ● Materials and supplies: Lu mber, pipes, wiring, paint, etc. ● Tools and equipment: Purchases, rentals, and repairs. ● Vehicle expenses: Fuel, maintenance, insurance, and registration for your work vehicles. ● Subcontractor costs: Payments to other professionals you hire. ● Marketing and advertising: Website fees and online ads. ● Insurance: General liability, professional indemnity, and workers' compensation. ● Training and certifications: Keeping your skills up-to-date. ● Office supplies: Software subscriptions, stationery, computers...e ven small items add up. Consider using an expense tracking app to easily capture receipts on the go - dext, xero, etc. 3. Understand Your Revenue Streams Do you charge per project, hourly, or have retainers? Clearly categorising your income helps you analyse profitability and identify your most lucrative services. This information can inform your pricing strategies and future business decisions. 4. Master Invoicing and Collections Timely invoicing is crucial for cash flow. Ensure your invoices are clear, detailed, and include: ● Your business name, address, and contact information ● Client's name and contact information ● Invoice number and date: Date ● Description of services or materials provided ● Quantity and unit price ● Total amount due ● Payment terms and due date ● Accepted payment methods Don't be afraid to follow up on overdue invoices promptly and professionally. 5. Reconcile Your Accounts Regularly Reconciliation involves comparing your bank statements with your bookkeeping records. This process helps you: ● Catch errors or discrepancies. ● Identify missing transactions. ● Prevent fraud. ● Ensure your records are accurate for tax purposes. Aim to reconcile your accounts at least monthly. 6. Utilise Bookkeeping Software Gone are the days of manual ledgers. Modern bookkeeping software like QuickBooks, Xero, or MYOB can automate many tasks, including: ● Categorising transactions ● Generating invoices ● Tracking expenses ● Producing financial reports ● Integrating with your bank accounts Investing in good software can save you significant time and reduce errors. 7. Plan for Taxes As a business owner in the trades, you'll likely need to pay estimated taxes quarterly. Set aside a portion of your income specifically for taxes to avoid a large bill at the end of the financial year. Consult with a tax professional to understand your obligations and maximise deductions. 8. Monitor Your Cash Flow Cash flow is the lifeblood of any business. Regularly review your cash inflow and outflow to ensure you have enough money to cover your operational costs. A healthy cash flow allows you to take on new projects, invest in equipment, and handle unexpected expenses. 9. Seek Professional Help While these tips provide a solid foundation, don't hesitate to engage a professional bookkeeper or accountant. They can provide expert advice, ensure compliance with tax laws, and help you make informed financial decisions. Their expertise can free up your time to focus on what you do best – your trade. For a consultation, contact Person at File. By implementing these bookkeeping tips, you can gain better control over your finances, make more informed business decisions, and ultimately build a more stable and profitable trades business.
