The web application has a nice look and feel once inside and on the dashboard, with a few clicks in Settings, creation and confirmation of default accounts are completed, templates stored and team members can be invited in and most importantly link to your Xero organisation.

Once the quotation is created and sent to the client via email, they can either accept the quote or engage with further discussions and comments within the quotation. Once accepted, with a single click the quotation is then automatically integrated into Xero as a Draft Invoice.  But wait there is more  … Quotient has thought of sharing more love !  The quote attaches itself to the invoice.  So for future reference all one needs to do is search for the client and not only is the invoice found in Xero but also the quote.

Quotient at work

I’ve been using Quotient for my Gold Coast Xero consultancy for a few weeks now and am delighted with the quick and easy way to create quotes, simple and easy to use, I was able to install it and begin in just a few minutes. I’ve already set up a number of macros and templates, which I’ll use for regular type quotes. More complex quotes, which are generally more time-consuming, were also successfully created in minutes.

Quotient truly is an all-in-one system. I love the feature where documents and templates can be inserted. This allowed me to attach a confidentiality disclaimer, terms of engagement and an application form for setting up specifics the client wants me to assist them with.

When I log into my Quotient Dashboard I am able to do a quick quote or use a previously created one. There’s a neat little pull-down feature for more detailed information, where quantities and pricing can be added. These are part of the quote template, which can be set as required, recommended or an optional extra.

When the quote is complete and sent out to the recipient – my dashboard has analytics showing the quotes that have been sent – it records whether or not it has been opened. Once the potential client opens and accepts the quote, this in turn gets sent to Xero as a draft invoice.  It really doesn’t get any easier.

As part of my software consulting services, it is beneficial for me to understand and work with a number of web-based applications, such as Quotient, who partner with Xero. Once I have learned how to use these applications, I can in turn offer this as an Add-on service to my potential clients.

Sharing makes for good business practice

Last night I tweeted to Quotient how cool I thought their system was. This morning I received an email from a client asking me about some of its features and if I could set them up on Quotient. This proves just how effective one can be at creating and engaging potential business. Not only was I able to implement a tool that allows me to create invoices within minutes, by sharing my excitement about Quotient I also attracted new clients.

 An essential tool for the modern bookkeeper

Quotient is the type of Add-on Solution that I refer to as “best of the breed”. Rather than small businesses having to make do with an antiquated, one-size-fits-all application, Quotient allows businesses to customise the product to best suit their needs. Affordable and easy to implement, Quotient helps “The Modern Bookkeeper” streamline their quoting processes and save time.

Businesses ranging from a large accounting firm to a small furniture business have already expressed their interest in using Quotient after testing it.

Why Quotient?

100 % browser-based and hosted in the cloud, Quotient’s online quotes detail everything from company details, line items, options, pricing, notes, terms and conditions, dates sent/valid through to a question and answer system and comments function. It also allows businesses to customise their quotes with their company logo and details, as well as attach images and files.

My first dealings with Luke came about after he read a blog I had authored on an application I was reviewing and using in my own business.   The purpose of the call was to ask me how I was finding the application, he asked me to explain to him a little bit more about the features and how I was using it in my business, saying he was testing it for his business.

Over the following months we built a friendly rapport and he by chance came across PeopleMine logo on my website and asked me about this application. I recommended  he sign up for trial and said would introduce him to the development team in New Zealand, who in turn gave him assistance and guidance around implementing their application for his business.

Luke’s Bio

Luke established his business in 2005. Initially trading under the name Brisbane Limousine Transfers, earlier this year the company underwent a rebrand and re-launched as CorporateCar City Car Service.  Servicing both corporate and private clients with a focus on reliability and professionalism, his fleet of luxury cars provides services spanning transfers and tours through to weddings and special events. It’s the type of business that requires a high level of record keeping (mileage and frequency of trips, distances covered, costs etc.) for taxation purposes to meet best practice and compliance standards.

Given the nature of the industry he operates in, Luke was seeking software that would help simplify and streamline his accounting processes. After much research he decided to invest in Xero Beautiful Accounting Software and a couple of Add On Solution applications which he found on Xero’s website. A decision that has revolutionised the way he handles his bookkeeping and administration.

Luke's Quoting System

I sat down with Luke to chat about Xero and how he was coping with the task of record keeping and compliance issues.  It is tremendous to be able to keep in touch with clients and listen to “their story telling” about how new technologies are streamlining standard business tasks.

Where It All Happens

Gillian: When did you first come across Xero?

Luke: The first time I stumbled upon Xero was in mid-2011. Before the cloud I was using Excel spreadsheets and manually calculating the GST on hundreds of transactions each month. I now use a range of applications including Xero Accounting, Xero Touch, Shoeboxed, Evernote, PeopleMine, Campaign Monitor, Capsule CRM and Vend POS.

G: What effect has Xero had on streamlining daily tasks?

L: When I first started, manual paperwork took days each week and Sundays were often spent stapling and filing. These tools have reduced it to hours each week and eliminated clunky folders, piles of receipts and paper trail headaches.

G: How has the implementation of Xero and Add On Solutions helped you self-manage the accounting aspects of your business?

L: We use PeopleMine and Campaign Monitor to keep in touch with our customers. This has automated a lot of business tracking, which used to be either impossible or time consuming. Since 80 per cent or more of our business is from repeat clients, PeopleMine was ideal as it takes the guesswork out of clients who we haven’t seen in a while, so we know precisely who and how we communicate to our database.

Your data + PeopleMine.

Other important tools we use include Google Enterprise – for email, docs and calendars – and Capsule CRM. We’ve also played around with Vend as a future POS system in the car.

Corporate Car’s success

Corporate Car is a working example of how small and medium enterprises can benefit from  using Xero Accounting, enabling business owners to take the complexity out of managing their own accounting with the assistance of software and new applications.

After the interview with Luke, he asked me to cast my eye over his accounting and was able to give him a few pointers on how he was processing the GST coding on a couple of entries and gave him that lovely “green tick” of approval.

If you’re like me and have worked as a bookkeeping consultant for many years, you’ll understand the necessary skills for adapting to any kind of work environment. Whilst I was lucky enough to be given access to an office by some clients, at many home-based businesses I found myself sitting at either a kitchen table or desk in someone’s bedroom.

Although I was grateful for the work, I dreamt of operating my business from my own home office instead of from a client’s private space. That dream has come true in an even grander version than I had imagined, and I have Xero to thank for it.

Just three years ago, I found myself with numerous clients who required me to go to their premises to complete their monthly accounting when the unthinkable happened. I broke my wrist and couldn’t drive.  Public transport was challenging, and taxis proved expensive.  I faced losing much more than my mobility.

The temporary solution I came up with was just a band-aid – use “Hosted Service and Remote Access”. However,  convincing a client to agree to pay extra for additional hosting space proved to be not quite that simple.  I ended up using a web based remote access solution, which was ok and so so,  this proved to be costly and time consuming. I still needed to ensure no one was working on their data file, so most of the work was processed after hours, and the response time when processing drove me nuts.  I’d heard of Xero, had signed up for a trial version and decided to give it a trial run.  I was hooked, totally and absolutely addicted to Xero.  The rest is history.

Realising that I could service all of my clients with Xero from my own home solved my driving problem and set me on the path to Gold. You see, recently I became the first bookkeeper to reach Gold status with Xero, meaning that I have converted and migrated in excess of 150 client’s data files to Xero and continue to service over 100 clients on Xero providing support and training.

What’s interesting to me is that in my most fearful moment, when I wasn’t sure how I was going to provide for myself, it was my commitment to technology and passion for helping others that actually transformed my own life.

Today I am financially independent and running a successful business with national and international clients – mostly from the comfort of my home office. I still enjoy going out to clients on occasion to assist with training or technology issues, however these days my role is one of mentor and trainer. Nothing gives me more satisfaction than supporting a client to the point of independence with occasional ongoing support. I see this as authentic empowerment and I’m simply passing on the knowledge and skills that my partnership with Xero has afforded me.

The beauty and simplicity of Xero software has provided me with an excellent system for managing my own  and my clients’ accounting.   I am free to travel locally and overseas, to attend Xero’s action packed conferences without the fear of a huge backlog of work to catch up upon my return.  I am meeting and networking with a fabulous team of talented developers who are offering Add On Solutions for Xero, accounting firms and bookkeepers who are all like minded and who love using Xero.    Being stuck inside a data file is a thing of the past, because Xero supports the following:

• Internet Explorer (IE) 8 or newer (PC)
• Mozilla Firefox (FF) 3.6 or newer (PC and Mac)
• Safari 5 or newer (PC and Mac)
• Google Chrome (PC and Mac)
• And on your mobile device if you’re using m.xero.com
• iOS or Android – your default browser
• All other devices – Opera Mini

To the team at Xero who continue to support and encourage me, I offer my heartfelt thanks and look forward to an enduring and successful relationship.

Whether you’re a small business owner trying to organise your accounting or a bookkeeper wondering how you can get out of kitchens and bedrooms and into your own home office, I’d love to hear from you to discuss how Xero can help you too.

To find out more about the services I offer, visit my website at www.jillofalltrades.com.au or call me on 07 55150146 or 0412352752.

Originally posted to the Xero Blog by Helen Matterson

I first met Gillian Rossouw when we made a video. While relatively new to Xero her enthusiasm knew no bounds. Within minutes she had the young film crew hanging off her every word and all but signed up to Xero.

Two years on she is the first bookkeeper in the Xero network to reach gold partner status. (Gillian is pictured with Xero Australia’s Chris Ridd and Wayne Schmidt when we announced this at our recent Roadshow.) To become a gold partner you need to convert and continue to service 100 clients on Xero – not bad for a one-woman band whose services include tackling challenging IT issues for clients.

Getting started

Gillian first did a trial of Xero in May 2009, but it wasn’t until the September that she signed up. “I’d broken my wrist and couldn’t drive,” she says. “I thought how am I going to see clients? I can’t catch cabs everywhere.” While she had liked what she saw, this clinched the deal. “I’ve been a sponge for more knowledge of Xero ever since.”

Gillian has created a diverse portfolio of clients on Xero including an oncologist, retirement village, fish and chip shop, caravan park, furniture manufacturer, pool fencing company and an opal mining company — to name a few! While many of these are based on the Gold Coast, Australia where Gillian lives, Xero has allowed her to take on clients in other regions and even offshore.

Gillian’s services go well beyond bookkeeping and she’s carved quite a niche helping clients choose and integrate add-on solutions. “Xero’s API really is such a bowl of candy now that there is always something to offer a client who has a different need,” she says.

Other bookkeepers can do this too

Gillian believes this is an exciting time for bookkeepers. “I’ve been quite overwhelmed with the support I’ve received about this and I hope it will encourage other bookkeepers to become a gold partner.” While she admits it’s been hard work there’s been a lot of fun along the way.

We can certainly vouch for her fun and stamina. A self confessed “Xero Groupie,” Gillian is the only partner who has been to four Xerocons. And while it’s a given that she’ll be at Xerocon Australia in July (last year she scooped the Xero Knowledge Award), watch out world. Now that 27 September has been locked in for Xerocon UK, Gillian’s booking her flight.

Huge Thanks 

Jill Of All Trades would like to thank all her fabulous clients, software, network and affiliate partners for all their support in 2011.   2011 was an amazing year and we couldn’t have achieved this milestone without you.

Plans for 2012

We have some massive things planned for 2012  – the first being my trip to Auckland, New Zealand Feb 2, 2012 to attend Xero’s Xercon NZ – “Moving The Needle”.    This is my third trip to New Zealand in as many years, connecting with existing friends and colleagues whom I have worked with over the years , each event gets bigger and better and Xero sure know how to deliver some awesome eye candy when it comes to technology and what is on the horizon.

The opportunity to meet the developers and the people behind some of the add-ons that integrate with Xero, allows me to connect, research and evaluate their products knowing that I can return to Australia with a solution to assist my clients. Majority of the add-on solutions, I have personally evaluated either in my own business or on behalf of my clients.

I am looking forward to be meeting the people behind some of the Add-Ons that integrate with Xero at Xerocon like:

Vend, WorkflowMax,iPayroll, Web Widgets, Spotlight Reporting, simPRO, Unleashed, Silicon Avenue and Tradevine.

Cloud Computing

I have met & worked with over the past three years such amazingly talented and interesting business owners, their needs and wish lists are so varied and this calls for to be able to recommend a solution(s), either by knowing what is out there, or pointing them in the direction of a particular product or engaging, implementing and  delivering the completed project.   There is never a dull moment in this office – whether it be attending webinars, meeting client(s) with presentation or via Skype, setting up and implementing accounting/payroll, inventory/CRM/Time Billing to name a few working with SaaS and cloud applications, the journey at times has challenging moments but rewarding when those nice “green ticks” are all completed.

Summer 2012 Business Bulletin Newsletter –  Download link below

Key Lodgement Dates, News for SME and some interesting financial news for your business needs.

Summer 2012 Business Bulletin Newsletter For Download

Contents include: financial news your business needs.

We would like to extend a warm thank you to our clients, family and friends for your continued support during 2011.  We have had a fantastic year, filled with surprises and new opportunities.  We hope that you have had a great year too.

So as the sun sets, pour yourself a drink, unwind and enjoy the Festive Holidays.

We look forward to seeing you in 2012.

Gillian

What a fabulous turnout - Cove Bar & Dining, Southbank Parklands, Sidon Street, South Brisbane

http://events.xero.com/au/events/251-end-of-year-celebration-with-xero

http://leaderaccountancy.com.au/xero-preasure-doing-business/xero-2011-christmas-party-brisbane/

Click on the above link to view photos.

The last 2 weeks have been extraordinarily busy, with quite a few requests to demonstrate cloud computing (www.xero.com) to a couple of registered training organizations (RTO’s). Case Study:  2 different RTO companies – the first being a Start-up RTO and the second an established RTO looking to change their accounting system

The start-up RTO company had done their homework and knew what they wanted, they had been looking at traditional software accounting solutions and came to the conclusion that by using Wise.NET which is a cloud platform designed specifically for their industry, they needed to be in the same space with their accounting solutions.

The RTO company, already established and using Wise.NET, decided to abandon their existing desktop accounting software and migrate to Xero for Q3.

The reasoning  for this change of direction was a mixture of needs and must haves, which was mainly due to their current accounting system‘s lack of API / Network functionality.  I was advised that a few other cloud accounting solutions had been visited, price was not the deciding factor, it was more the feel and look of  Xero.com being  their preferred choice  and largely due to the unique integration between the two systems  Xero.com  and Wise.NET .

http://help.mywisenet.com.au/Finance:_Main_Page

What is Wise.NET?

• Wise.NET is a complete student and trainee information management system, developed specifically for Registered Training Organisations.
• Wise.NET replaces an assortment of databases, spreadsheets, word documents and paper based systems.
• All the data about courses, participants, timetables, workplaces, claims and trainers is consolidated into a single location. E.g. letters, certificates, RPL evidence and assessment tasks.

RTO’s have recognized the way they have handled this in the past and want to reduce their workflow, and save time by leveraging an integrated platform.

http://www.mywisenet.com.au/Products.aspx

Why Integrate?

With integration between Wise.NET and Xero, flow of information is increased with data updates from Student Administration (Wise.NET) and Finance (Xero) happening only minutes after they have been entered into either system.

So How Does Wise.NET work?

• RTO Admissions Dept enters a new student into Wise.NET
• The Student Card is created in Wise.NET which at this point, a unique ID number is created
• Student Card information is then sent to Xero with a unique ID number, student personal details, such as telephone numbers and email address.
• A request is sent to their Finance Dept to raise an invoice
• Invoice is raised in Xero using the Student Card – no need to re-key data
• Details of invoice together with PDF file copy automatically appear against student’s record in Wise.NET
• Repeating invoices with student course details and payment plans are entered into Xero
• Current and or future payments and adjustments to the invoice will automatically be updated and appear in Wise.NET when processed in Xero

http://help.mywisenet.com.au/images/8/84/Video_Integration_WN_to_XERO_Client.swf

Other Related Cool Stuff when setting up a Registered Training Organisation in Xero

• Chart of Accounts – for ease of migration – an existing Chart of Accounts can be imported into Xero and or customized to suit the client’s requirements
• Supplier Card information – can be imported into Xero with two mouse clicks
•  Conversion opening balances entered into Xero – client chooses cutoff date
• Bank feeds setup to automatically flow into Xero from client’s nominated bank account or these can be imported manually while waiting for bank to automate feeds
• Network key setup – Wise.Net and Xero enablement
• Setting up Repeating Invoice Templates
• Customer Prepayments – this new feature will be the administrator’s best friend – Xero released this in their recent update Nov 23 2011 http://help.xero.com/#BankAccounts_Prepayments.

Add or edit a repeating invoice

Xero will have integrated Payroll in 2012

http://blog.xero.com/2011/11/the-final-stages-paycycle-html/

With the rollout of a fully integrated payroll system within Xero for early next year, the RTO companies who engaged in the Xero demo, based their decision on this factor.

http://blog.xero.com/2011/11/the-final-stages-paycycle-html/

Click on the link above, sit back and listen to some cool sounds while watching the demo

By implementing & introducing “online accounting” to their clients, bookkeepers/consultants are on the cusp of a beautiful beginning.  It is far easier for bookkeepers to interact and engage with their clients when they have these sound systems in place.

A very interesting article published in October 2011 http://www.boxfreeit.com.au/Finance/do-you-need-a-bookkeeper-if-you-use-cloud-accounting-software.html and raised a considerable amount of concern amongst the bookkeeping profession. The comments in support of their bookkeepers from SME/business owners was indeed pleasing to read.

I have found that the business owner who embraces the cloud, understands where they are heading in the future, are wanting more than what they are given in a box off the shelf, they want to interact with their accountant and bookkeeper and work with the applications of their choice, whether it be inventory, job management, payroll, point of sale, reporting tools, – the client can choose which system they need, find a consultant(s) who specializes in bringing all these amazing applications together, and ultimately having an incredible ensemble of  systems to deliver results.

Recently, I had the opportunity to present my services to a potential client who was looking for a Xero Advisor.  During the course of our meeting and evaluating their needs, had the opportunity to see first hand their “online web-based motor assessing system”.  The system is extremely comprehensive, with an elaborate interface encompassing facility for raising quotations, claims, invoicing, receipting, generation of statements, GST & BAS reporting features, a section for storage of photos of damage to vehicle(s).  I learned from the client, that within the system he was able to key in details of claims and lodge these electronically to repairers and insurance companies, send out invoices to the client, cutting down the hours of work by eliminating the “old way”.  e.g. (previous mode in the past writing up claim forms and mailing out to the respective parties concerned).

AutoIntegrity the 1st Web-Based Motor Assessing System 

http://autointegrity.com.au/features-benefits/

A simple web-based, mobile system which works electronically with all repairers.

Understanding how modern web-based systems work, my thoughts went into over-drive, thinking how much time could be saved by pushing invoicing thru to Xero, rather than manually entering same into Xero.  I asked the question “does your system integrate to #Xero? Answer was no, not at the moment but we can ask the developers if they can do this.  Yay -love a challenge.

By the time I had returned to my office had made contact with CEO of AutoIntegrity and was in dialogue asking what information was required to make it happen.  Within days had  confirmation systems were in place and they were in test mode ready to push data.  What a pleasure to work with a team with the “yes we can do” attitude and who are able to make things happen.

With the challenge and determination ahead, started pushing data from AutoIntegrity dashboard using Xero’s templates, a bit of tweaking here and there, had push the data into Xero in Draft mode.  This was was a short term work around, knowing AutoIntegrity had already started working on the API and promised delivery within 2 weeks of request.

Now some Bookkeepers/Data Processors/Consultants may think “what about the loss of potential billing hours”?  I believe by adopting a proactive approach, by assisting the client to streamline their processing and day to day record keeping, this helps the business owner concentrate on running their business, ultimately helps with their cash flow,to ease the burden of having to worry about compliance issues and will enable the bookkeeper/consultant to give the client a better and more efficient service.

The Team Made It Happen ! Yesterday afternoon (11 November) just after 5pm it was all systems go! using www.teamviewer.com the developers accessed my computer, had me run a few test url’s – with Xero running in the background and by accessing AutoIntegrity dashboard keyed in a range of dates to produce invoices generated – this produced a considerable amount of invoices which needed to be processed in Xero.  All that needed to be done was “authenticate” access to client’s Xero org and with a simple click of the mouse pressed the magic button “SEND TO XERO”

Case Study: What was achieved ? this has saved at least 2 hours a week having to manually enter or manipulate data in Excel templates to achieve the same result.   I had the pleasure of working with a team of developers who were able to deliver a simple solution just by asking the question “can it be done”? on behalf of the client.

To see first hand the successful integration using Xero’s API, sending invoices into client’s Xero, identifying the tracking departments setup to filter accessors sales for tracking commissions, KPI’s this truly is the icing on the cake.

My sincere thanks to the fabulous team at AutoIntegrity for making this happen, you have saved hours of tedious data entry.

http://blog.xero.com/2008/12/benefits-of-xero-for-bookkeepers/

http://blog.xero.com/2008/12/invoicing/