Cloud9 News

XERO TIP! Capturing expenses on the go!

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This month we take a look at how Xero have worked tirelessly, so you don’t have to.  It’s been a feature within Xero for many years now, but the expense claim it is still a real differentiator to other accounting software providers.

Initially, the Xero App was only available on the iOS platform, but soon this was rolled out to Android users as well, and then more recently to Blackberry and Windows users. This has meant that pretty much anyone with a mobile device, is able to benefit from the Xero App, and the expense claim feature within it.

So, what can the App actually do? Well, as well as other great features, such as creating sales invoices, checking debtor and bank balances, the feature we want to focus on this month, is the ability to capture expenses whilst on the go. 

Historically, business owners would get back to the office with a pocket full of receipts (if they remembered to keep them!), and then record them onto an Excel spreadsheet, or even worse, scribble them down in a note pad.  The Xero App developers have seen an opportunity to help business owners here, but building a facility that can capture the expenses at the point it is incurred.

For example, if a business owner buys themselves a coffee whilst on business, the App allows them to take a photo of the receipt, and enter in the basic information such as, where the expenses was incurred, how much was spent, and a brief description of what was bought.

Once you have capture the expenses, the entry will sync with their Xero account and appear on their dashboard as owed back to them.  Now the expense is in the system, you can safely discard of the receipt, as HMRC have confirmed they are happy with electronic copies of invoices and receipts.

Xero have also designed this feature so that employees can also record expenses, and then the business owner themselves can authorise, and pay them their expenses, and this is becoming more and more popular amongst our clients.

To see how Xero can work for you and your business, please feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.

CLOUD 9 HAS MORE TALENT! Introducing Jehanzaib Sabih

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We are delighted to announce that Jehan joined the Cloud 9 team in July, and heads up our team in Kettering. With the AAT qualification to his name, Jehan is able to provide more than your average bookkeeper, as he has the technical knowledge to interpret the finances, as well as just processing the bookkeeping.

After identifying that accounting was the industry he wanted to pursue a career in, Jehan gained work experience with one of the leading accountancy firms in the industry, Grant Thornton. Since this experience, Jehan has had roles in the finance department of various company, before coming the decision to team up with Cloud 9 which will give him the background support he would like, but also provides him with a platform to spread his wings and build his own portfolio.

Jehan can provide your company with everything you would expect of a bookkeeper, and his appetite for learning will mean that his knowledge, experience, and repertoire of skills will improve at an incredible rate.

In his spare time, Jehan enjoyed travelling, and playing tennis and cricket for his local club.

If you would like to see how Jehan and Cloud 9 can help you and your business, please feel free to contact him on This email address is being protected from spambots. You need JavaScript enabled to view it.

Xero Tip! Let Xero do your debt chasing for you

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There is no worse job than chasing your clients for money. You have done the work, it's only fair you get paid, right?

Xero has many credit control add-ons that they partner with, such as Debtor Daddy, and Chaser, both of which are fantastic, but not many people are aware of the debt management function within Xero itself.

The reminder function within Xero is fantastic, and it is free! You can set up bespoke email reminders to be sent to clients, as soon as the due date has passed. Some clients even send out a reminder the day before the invoice is due, so that it is in the forefront our their customers mind.

With the ability to really tailor what the emails say, you can make them as soft or as assertive as you wish. Typically clients set up a range of emails that progressively more formal as the debt ages.

Whilst automation makes debt chasing easy, a certain amount of caution should still be applied. For example, there may be customers who have explained that they will pay the end of the month, which is beyond the due date. It would therefore look a little impersonal to chase this debt when communication has been made. It is therefore possible to switch the reminders off for certain clients, so that you aren't chasing unnecessarily.

If you would like to see how Cloud 9 can automate your credit control, then please feel free to get in touch at This email address is being protected from spambots. You need JavaScript enabled to view it.

Cloud 9 Have More Talent! Introducing Jo Thomson

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We are delighted to announce the arrival of Jo Thomson to the Cloud 9 team.

Jo came to us with a wealth of experience in the industry, having worked with local firms of accountants before making the transition across to software providers, Xero. Both of these chapters in Jo's career path provided her with the opportunity to work with an array of clients. 

In her time working in the accounting industry, Jo started as a trainee and completed her AAT qualification. Jo then continued her studies with the ACCA qualification, which she is still in the process of completing. 

Jo then made the transition across to Xero, where she helped accountants implement the system, and then offered ongoing support. This honed Jo's skill not only on bookkeeping in general, but specifically with the UK's number accounting software, Xero. 

The attribute that Jo possesses that sets her apart from other bookkeepers, is her work ethic, and precision. Jo is extremely accurate, and with her experience working in accountancy firms, she is able to take her bookkeeping above and beyond the standard of an average bookkeeper.

Jo will be heading up our Northampton team, so if you are interested in getting a no obligation quote, please feel free to email Jo (This email address is being protected from spambots. You need JavaScript enabled to view it.).

Featured Software: Movemybooks

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There are often things you want to change in life, but the process that you have to go through is normally enough to put people off making that change. The same goes for accounting software. So often we see clients express an interest in Xero, but they wince at the thought of moving all their data across from their existing system, such as Sage or Quickbooks, and even Quickbooks Online.

Movemybooks have shook up the industry, and they have taken that pain away, by providing a slick service whereby you upload your current data, and they convert it into Xero for you. It really is as simple as that.

Typically, the data conversion takes 30-60 minutes, but it can take a little longer depending on the size of the data. Either way, it is a process you can leave running on your web browser while you crack on with other work.

Sounds to good to be true? It really isn't. In fact, it gets even better for Xero enthusiasts. The charge for moving up to 24 months worth of data would historically of cost £180+VAT. However, Xero have identified that it is in their interest to encourage clients to migrate across to their system, so they are currently covering the costs for the conversion.

The only cost to you may incur, is if you wish for more than 24 months worth of data to be converted. If you do, there will be a cost of £60+VAT for each additional 12 months you wish to convert. From experience of doing this process manually via cv imports/exports, we believe this is still fantastic value for the service that you receive.

There is a small amount of house keeping to be done before you start using the Xero system post conversion, such as ensuring all bank items are reconciled, and the VAT returns are reconciled. Both of these can be done in bulk, and should not take longer than 5-10 minutes in total.

So if you are looking forward someone to help move you to Xero, then get in touch with one of our team that will happily help you through the process from start to finish. Contact us on (This email address is being protected from spambots. You need JavaScript enabled to view it.).

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