Tag: soletrader

All about requesting your documents using Karbon!

Posted on | by Jade Donno

As a cloud-based accountancy practice, we very rarely ask you to bring in physical copies of your documents to our offices in Haverhill. This option is available to you if you really need it, however we find most of our clients prefer to send their information in digitally. This also has the benefit of being able to keep your original hard copies safe!

When we send requests for your documents we use a system called Karbon. We may request various documentation from you over your time with us starting right at the onboarding stage.

When do we use Karbon to send requests?

During onboarding we will use Karbon to send you requests for your ID and to fill in some information forms. After this, you will get requests from Karbon annually for your accounts and tax return information, and to confirm that your details have not changed. If you have bookkeeping services or reviews with us, we also may use it to request bank statements.

If you have changed any of your details such as your name or address, we may also use Karbon to request updated ID from you.

Why do you use Karbon for this?

Karbon is fully GDPR compliant so you know your data is safe. It is more protected than if you were to simply email it to us as it is harder to hack than an email account. For this reason, if we ever have to send sensative documents to you then we will use Karbon for this as well.

What does it look like when Karbon sends me a request?

All requests from Karbon come in the form of “checklists”. To access your checklist and upload your documents you need to click on the “manage checklist” link inside your email.

All requests from Karbon come in the form of “checklists”. To access your checklist and upload your documents you need to click on the “manage checklist” link inside your email.

Once in your Karbon checklist, you will be able to see your task. Clicking on a task will expand it and allow you to read any extra comments or directions that we have written.

Use the “Upload files” button to upload your documents safely and securely, or if you want to ask us a question use the “comment” button. We can reply to you directly on this chain and you will get an email every time we leave a comment.

When your task is completed, tick it off on the left. This will let the person who sent you the task know that you have completed it straight away. Make sure all of your completed tasks are ticked off otherwise you will continue to get reminder emails automatically.

We love Karbon and its interactive workflow features and we hope that this process makes it as easy and safe as possible to get your documents to us so that we can complete your accounts and tax returns!

Why we love Dext!

Posted on | by Jade Donno

Dext, formally known as Receipt Bank, is a software that we recommend so much that we include it in all our Limited Company and Sole Trade services!

Using it, you can take a photograph of your receipts and it will extract the information from them with 99% accuracy and upload it to your accounting software.

Why do we love it so much?

This easy to use and time saving software fits right in with our ethos of “life is too short to be doing your accounts”! Instead of spending lots of time manually inputting the data from all your receipts, invoices, or bank statements, you can upload them to Dext instead. This means you can get the right information into your Xero account quickly and easily.

If we do your bookkeeping for you, then using Dext also keeps our bookkeeping team happy! You will be able to send the necessary information with as little effort as possible whilst allowing them to keep on top of your bookkeeping, a definite win-win!

We love a product that saves time like this does, and just think about what you could be doing with the time you save!

How does Dext work?

Our fantastic bookkeeper Charlie has prepared a video giving you an overview of Dext and some of its features:

To make things even easier, Dext have prepared a helpful PDF guide on how to use their mobile app. Download it by clicking here.

Dext have also got some very helpful videos on their YouTube channel. Below is a video that goes into more detail about the various methods that you can use to submit your information to Dext, including Fetch, email, and the mobile app.

If you are struggling with using Dext or have any questions about it, please contact any members of our bookkeeping team as they will be happy to help you

Why do we ask for your bank statements?

Posted on | by Jade Donno

Depending on which service you are on, you will find that you receive requests from members of our team asking for copies of your bank statements.  You may receive different emails from different team members depending on the work they are undertaking for you.  Whilst we try to eliminate asking for the same information on multiple jobs sometimes there are instances where information is requested more than once.  This may be sent as part of an auto request from our system, then again manually by an individual looking at your records in real-time.
We would like to clarify why you are asked for these and why it is so important they are provided to us when asked.

Why do we request copies of your bank statements?

We request copies of your bank statements to check the balances in your accounting software are correct and that all transactions have been correctly accounted for.  Many of you will have ‘bank feeds’ from your bank accounts which feed transactions directly into your accounting software.  Whilst bank feeds are usually reliable there can be instances where they drop out for security purposes or there are blips where transactions are missed or duplicated by the feed.  In order for us to spot these errors in a timely manner, and to ensure your records are always as accurate as possible, we will ask for copies of your bank statements for a given period or as at a given date to check.
If entering transactions from your bank account manually into your accounting software without bank feeds there is always a larger risk of errors – if you would like to discuss bank feeds with us or you need any help with this please get in touch.

When will we request copies of your bank statements?

Depending on your service levels with us or the nature of your business you will get asked for statements at different intervals.  This could be in relation to the following jobs:

  • Bookkeeping service (once a month)
  • Monthly Review (once a month)
  • Quarterly Review (once a quarter)
  • Year-end accounts – 3 months before your year end as a 9 month ‘Health Check’ and again once your year-end date has passed
  • Sole trader accounts and tax return – annually (unless you have our sole trader bookkeeping service)
  • Ad-hoc – if we (or you) notice there has been a problem with the bank transactions or feed we may ask for copies at unusual intervals

How do you upload your statements for us?

You will receive an email from us that looks something like the email on the right.
To upload your bank statements, you need to click on “manage checklist”. The next page will ask you to input your PIN. If this is the first time you have done this process then you will be asked to create one. If you have forgotten it, there is a link underneath to reset it.


You will then be taken to your checklist where you can upload your statements. You will also be able to see the due date, exactly what we need from you, and be able to send us a message using the comment function. There is no “submit” button, but once everything is uploaded we will be able to access it at our end and will be notified that you have uploaded your statements.
The system we use is called Karbon and it is completely cyber-secure and GDPR compliant so you do not need to worry about your information.

What happens if the bank balance in your software does not agree to your bank statements?

If we complete your bookkeeping we will identify and correct any bank issues as part of our service at no extra charge.
If you complete your own bookkeeping we will help you identify the difference.  We can complete any corrections for you for a fee (on request), or alternatively you can complete the corrections yourself. If you complete your own bookkeeping we would advise you check the bank balances in your software to the bank statements weekly ideally or monthly at the latest to make sure any error are picked up in good time. If you need any help with this or are struggling with your bookkeeping please get in touch.

quiz

The Self-Employment Quiz: Can You Make It Work?

Posted on | by Jade Donno

Self-employment can be a great option for people who want to spend more time with their family or want the freedom and independence that come with running their own business. But is it right for you?

To find out, take this quiz:

**Answer each question with a Yes or No

1) Are you confident in your skills and expertise?

2) Do you have skills and passion for the business you’re considering?

3) Do you enjoy working alone?

4) Do you have good time management skills? (E.g. can you juggle multiple tasks and responsibilities at the same time?)

5) Are you self-motivated and disciplined enough to work without someone telling you what to do? (E.g setting your own deadlines)

6) Are you confident in your ability to take on a variety of roles—marketing, business management, accounting, etc.?

7) Are you a quick learner and do you like to learn new skills?

8) Do you find yourself coming up with and pursuing new initiatives?

9) Can you handle making decisions on your own when things get tough?

10) When things go wrong, are you able to pick yourself up and problem-solve?

11) Do you have the knowledge and skills to make your own product or service?

12) Do you know how to promote yourself so that others will buy from you?

13) Would you be comfortable reaching out to a network of peers or contacts to establish meaningful and lasting relationships?

14) Are you able and willing to forego your paycheck in the early years, in order to earn income from offering your own products and services? (E.g. Can you live without an income until your business reaches breakeven?)

15) Are you willing and prepared to work long hours in the beginning?

16) Are people in your life aware of the effect a drastic change in your lifestyle, career path, or financial stability may have?

17) Can you live with high levels of uncertainty?

18) Are you resilient? (E.g mentally and emotionally)

19) Are you resourceful?

20) Do you regularly set and accomplish personal goals?

Give yourself a point for every Yes answer and give yourself a mark out of 20. If you scored 16-20, you have the best chance of success if you choose to become self-employed!

If you answered “no” or “maybe” to a lot of the questions, self-employment might not be the right path for you or you might have some work to do before it’s the right time.

By no means is this self-employment quiz the decider for whether you choose to run your own business or not. However, it is based on the qualities, skills, and traits you will need to become a successful entrepreneur!

If you want to go for it and become self-employed, look at where your ‘No’ answers are. If you know you’re not good at managing money, consider getting an accountant or bookkeeper for your small business as early as possible. If you’re not comfortable with networking or sales, take some online courses and start practising little and often.

Even if these are not qualities or skills you have a natural proclivity for, you can plan to cultivate them over time.

2 people shaking hands

8 Key Marketing Tips for 2022

Posted on | by Jade Donno

Marketing today looks vastly different from that of ten years ago. Gone are the days where paid ads, membership of a local networking group and a presence at a local trade show were all you needed to promote your small business. To help you navigate this new age of marketing, we’ve outlined our top 8 marketing tips to promote your business in 2022.

1)Focus on your branding

Developing a strong brand is imperative if you want your marketing strategies (and business) to succeed. Your brand is what makes your business unique – it should encapsulate your values and services whilst also being distinctly recognisable. Effective branding should:

  • Be visually appealing.
  • Be consistent across all mediums. On and offline, your colour palette, font choices and imagery should all be cohesive. (PS Instagram is no longer just for creative people)
  • Convey your services and values through slogans and taglines.
  • Attract your target audience.

2) Refine your web design

Your website is the virtual hub of your business – it is the centre of all your online activity. Therefore, it must represent your business positively and professionally. If your website is unappealing and difficult to navigate, you will struggle to attract new customers and clients.

To ensure your website reflects the quality of your business, it must be:

  • Informative
  • Easy to navigate
  • Mobile-friendly
  • Linked to all of your other online platforms

3) Develop your online presence

To attract new clients, you must be active online – this means regularly posting on your website and social media channels. Posting helpful and informative content will allow your clients to engage with your business, whilst SEO strategies will ensure your posts are visible across multiple search engines.

If done consistently, you will successfully drive more traffic to your website.

A good way to see what social media platforms are useful for your business is look at your Google Analytics. Which of your social channels are bringing in the most traffic and buying customers? These are the social channels to spend most of your time creating and repurposing content for.

4) Harness social media platforms

Social media is a great way to reach new clients. It is also a fantastic way to develop brand loyalty amongst your current clientele.

Articles, captions and videos all add tremendous value to your social media followers, whilst comment sections, direct messages and re-tweets allow customers to interact directly with your team.

Social media platforms change all the time. What used to be a great platform for your business to be active on may not be as good. For example, you may find that Instagram is getting more traction and results than Facebook or Twitter now. If you are aiming to get your messages in front of teenagers then Tiktok is the place to be. So pay attention to your marketing analytics to see where you should be putting your marketing efforts.

5) Create original content

Did you know that websites with blogs attract 55% more traffic than those that don’t? Having a blog allows you to connect with your audience by sharing your expertise. By posting helpful and relevant content, you’re able to answer consumer questions, build trust and draw more people to your website.

If your business already has a blog, why not take it further and start producing downloadable templates and guides?

6) Utilise email subscription services

Email subscriptions ensure your customers and clients don’t miss out on any news, posts or updates, by delivering weekly/monthly newsletters directly to their mailboxes. Other reasons to invest in email marketing are:

  • It’s inexpensive
  • It has a high ROI
  • It draws people back to your website via direct links
  • It promotes customer loyalty

7) Encourage customer reviews

Whether you’re buying a new toothbrush or switching energy companies, we all like to do our research – and that means checking the reviews.

Reviews are vitally important to any business as they provide an honest and unfiltered response to your quality of service. So as long as you’re providing excellent service, more reviews can only encourage more customers! There are loads of places where your customers and clients can place a review for your business. Always ask them to put a review on Google, and potentially Facebook or any other important recommendation platform for your business such as TripAdvisor for hospitality and leisure businesses.

8) Sponsor local events

Not all marketing strategies are online, nor should they be. Sponsoring local events can be hugely beneficial for your business. It provides you with the opportunity to meet new clients, share your company values and, of course, promote your business to the local community.

Similarly, attending local charity events, making donations and partaking in voluntary work will also paint your business in a positive light.

Marketing made easy 

Effective marketing is essential to attract new clients and expand your business. Therefore, you must dedicate sufficient time and effort to developing your brand and online presence.

The devil is in the details, so focus on upholding consistently high standards (for branding and content) across all of your platforms and watch your online traffic surge.

Marketing done well costs money. However, if you are aiming to maintain or grow your business in 2022, marketing is an activity which needs to constantly happen in your business. If you are unsure of how much of your income you can afford to spend on marketing, get in touch. We can help you see how your numbers stack up and whether you can afford to spend what you marketing suppliers are suggesting you need to spend!

What is a Confirmation Statement?

Posted on | by Jade Donno

Have you heard your accountant talking about your confirmation statement and been puzzled by what it is? Are you wondering about who needs to file one, when, or how?

Wonder no more! We have all the answers for you. Read on below…

What is a confirmation statement?

A confirmation statement is a yearly statement that is sent to companies house to confirm that all the information they hold about the company is correct and up to date.

This video from the government’s website contains a good overview.

Who needs to file a confirmation statement?

Every Limited Company or Limited Liability Partnership (LLP) needs to file a confirmation statement, even if they are dormant or non-trading. Sole traders and companies that have been officially struck off do not need to file a confirmation statement.

When is my confirmation statement due?

Your confirmation statement is due annually, usually around the same time as your company incorporation date. When you register a company, your 12 month review period starts. Your first confirmation statement will usually be due 14 days after the end of this 12 month review period.

You can file a confirmation statement early, if you have had some changes to the company for example. When you do this, you will start a new 12 month review period and the next confirmation statement wont be due for another 12 months.

You can check when your confirmation statement is due by searching for your company on the companies house register.

What happens if I don’t file my confirmation statement?

You will not receive a fine for missing your filing deadline, however if you do not file your statement within 14 days of the end of your review period, your company and its officers may be prosecuted. Your company can also be struck off the register for failing to file a confirmation statement.

How do I file my confirmation statement?

In order to file your confirmation statement you will need your company authentication code and your login to companies house. The government’s website has more information.

There is good news for all 1 Accounts clients however as this is included in all of our service packages! We will need to confirm with you that no details have changed (we may know this already) and you will receive an email from us once it has been filed and accepted by companies house.

What information needs to be updated?

We will have to confirm the below details are still correct before we file so we may contact you to make sure there have been no changes that you haven’t told us about. However, if you do make a change, please make sure you tell us!

We will need to confirm the following details before we file your confirmation statement

  • Company directors and shareholders are the same
  • People with significant control are the same
  • Company’s registered office is the same

You can also update the following information at the same time as filing your confirmation statement:

  • Standard Industrial Classification (SIC) code
  • Statement of capital
  • Trading status of shares
  • Exemption from keeping a PSC register
  • Shareholder information

What if nothing has changed?

If none of your company information has changed then a confirmation statement saying that nothing has changed still needs to be filed so Companies House know the information they have is still correct.

If you have any questions regarding confirmation statements please let us know! We aim to make this process as easy and stress free for our clients as possible.

How to find purpose blog

How to find purpose in your work (and day) again

Posted on | by Jade Donno

Are you feeling burned out from the chronic stress that has been our lives over the past year? Perhaps you are run down or fed up of every day feeling the same as we are stuck indoors? Maybe you feel just generally overwhelmed with everything at the moment, as you juggle work and family life at home 24/7?

If you see yourself in any of the statements above, you are not alone. Many have said that they feel bogged down with everything at the moment and don’t really know how they feel. Conversely, many others have said that they feel too caught up in their feelings, whether good or bad, and have lost sight of the big picture.

It’s been an extremely taxing year, so it’s no surprise that many of us have strayed from our purpose. With that being said, however, it’s important that we don’t let this happen for too long.

We all need to feel a sense of purpose. It gets us out of bed in the morning, fills our days with meaning, gives us motivation and energy, and carries us through the difficult times. What many don’t know, however, is that often, purpose is built not found.

4 ways to find purpose in your work (and day) again

1.Connect your work to service

Finding your purpose again can be as simple as asking yourself ‘who do I serve?’ and then shifting your perspective. For example, think about who you actually serve and the benefits they get from the work that you do. Then, consciously and concretely, connect this result to your day-to-day jobs. You may just find that shifting your thinking makes your work more purposeful.

2. Pursue excellence

How can you adapt your job to provide your clients with exceptional service (whilst also making your days more meaningful)? For example, would devoting time to learning a new skill make you happy but also benefit your clients? Enhancing your assigned work to make it meaningful to you and to those you serve is a great way to nurture a sense of purpose.

3.  Focus on building positive relationships

Who we work with, who we live with, and who we have in our corner, is just as important as what we do. Therefore, to feel completely happy and fulfilled, we must develop and maintain these relationships. Take some time every week to reflect on your relationships. Whether it’s a colleague or a family member or a friend, try to understand him or her and why you’re grateful to be working with them or to have them in your life. Think of ways that you can help them.

4. Reflect on what matters to you most

You can only find your purpose again if you know yourself, what you want, and what matters to you. If you don’t know this, then this may be why you feel aimless or demotivated. To help you delve deep into what ‘purpose’ means for you, try the following tasks:

  • Remember your ‘why’ – why do you do what you do? Why did you want to pursue this direction in the first place? Who are you working for if it’s not yourself?
  • Review your values – if you have role models, what are the qualities/values that you most admire? Do you exhibit these qualities/values or try to in your daily life? Does your work satisfy these values?
  • Keep a ‘purpose’ diary – for one week, whenever you feel most purposeful or energised or passionate, write down what you were doing at the time and why you felt that way. Review your notes after the week is over and you’ll identify exactly what aspects of your work you find most rewarding.

Purpose is built, not found

Contrary to what many people might think, purpose is something that is built or pursued, it’s not just going to get dropped in your lap one day. If you want to find meaning in your work and find your purpose again, reflect on what matters most to you and work on shifting your perspective. If you think about the people you serve and spend your time improving your skills to provide an even better service, your days will be filled with a lot more purpose.

 

How to get your mojo back

15 ways to get your mojo back

Posted on | by Jade Donno

Imagine yourself when you are in the zone. For example, when are you most confident about what you are doing, you’re efficient and effective in doing it, and most importantly, you’re happy and full of energy to get it done? Can you picture these situations clearly?

When you are in this state, the feeling that is driving you is your ‘mojo.’ It might be a different feeling for everybody, but the result remains the same. When you are in the zone and you have your mojo, you will drive yourself forward and ensure your own success.

Now, we all have our good days and bad days, but what many people are experiencing as a direct result of the pandemic, is a severe loss in mojo. As you can imagine, this is a serious issue as we all need our mojo to run our business, lead our teams, serve our clients, and take care of our family and ourselves.

Now you know what your mojo is, the question is, “how can you get it back if you lose it?”

How can you get your mojo back?

  1. Start with one small win – try focusing on doing small things well and you’ll restore your confidence and motivation.
  2. Focus on your mission and values, not your obligations – why are you doing what you do? Link your tasks to what drives you and you’ll find your purpose again.
  3. Surround yourself with positivity and support – stay away from negative thinking, negative people, and negative circumstances (e.g. social media or the news) as much as possible.
  4. Quiet that inner voice – if you judge yourself harshly and doubt yourself often, start to notice when this is happening and shut it down with a positive thought instead.
  5. Ask for help and support if you need it – you don’t have to do everything alone, so don’t be afraid to ask for help or support if you need it. Often, just sharing your burdens can be the biggest boost in getting your mojo back.
  6. Engage in activities that you enjoy – make time for the things that you are most passionate about. They will bring a smile to your face in the immediate and will help build you back up.
  7. Do something you are good at – to regain your self-confidence, do something you are good at. Whether this is supporting your clients or making your children laugh, it will give you the strength and motivation to move on to the next task.
  8. Exercise often – even if you don’t feel like it, engage in some sort of physical activity that you enjoy. Lack of movement will just make you feel sluggish and depleted.
  9. Acknowledge the progress you’ve made – spend some time looking at your accomplishments, you might just realise that you’ve achieved more than you realise.
  10. Reflect on the big picture –  are you doing what you really want to do? If you aren’t, what would you want to do instead? If you are, has your direction or vision changed?
  11. Be curious – a great way to get your mojo back is to stimulate your curiosity and creativity. Learn something new or find a new hobby – it might just reset you and give you a new dose of energy.
  12. Practice gratitude – if you’re feeling down, focus on what you have instead of focusing on what you lack. Think of a couple of things that you are thankful for every day.
  13. Get some sun – a little sun can do a lot for your state of mind and your body, not to mention your energy levels. Open the windows, get outside or take Vitamin D every day.
  14. Help others – focusing on generosity and kindness can really create a strong and positive sense of being. Connect with your family more and find ways you can help others.
  15. Put your needs first – sleep for long enough every night, eat and drink healthily, move your body, and take time to recharge and switch off from work. You might have lost your mojo simply because you are burnt out.

business person

How to handle a client enquiry: the 4 step-guide

Posted on | by Jade Donno

How you handle a client enquiry can determine whether that prospect converts into a lead or whether they go elsewhere. It’s true, we all remember first impressions. To help you make the best first impression that you can, here is a solid sales process that you should follow.

Step 1: get their contact details

Your prospect has either emailed you, called you or walked into your office, so contact has been initiated. Before you do anything else, make sure to get their landline AND mobile number.

This is essential for when you get to the follow-up stage, as people are more likely to respond to a text message rather than an email or missed phone call.

Step 2: book a pre-qualification call

The receptionist or anyone in your team can do this 10-minute call (if you have a pre-qualification script that they can follow). This is where you pre-qualify your lead by asking specific questions. Are you talking to the decision-maker? Are they a good fit for your business?

If they aren’t a match for your business, try to help them by referring them to another business that does fit.

Step 3: book a discovery meeting

For prospects who fit with your business and who you want to work with, book a discovery meeting with them. Give them some pre-work before the meeting such as sending you information that will help you get to know them for the meeting. This will show you if they are serious about moving forward and it will weed out any price-sensitive shoppers who are just looking for a free service.

During the meeting, you should use the information that they gave you to find out more about them. Ask open-questions for the first half of the meeting to identify their specific goals, interests, challenges, and fears. When you know and understand their emotional drivers, only then can you effectively move on to the ‘selling’ portion of the meeting. I.e. positioning your business as their solution. This is where you will discuss potential solutions with them.

Step 4: send the proposal and follow up

Don’t wait too long to send the proposal over to the prospect. If you’ve made a great first impression and triggered the right emotions during the meeting, you need to strike while the iron is hot.

Create and send the proposal to the prospect as promptly as you can (same day is best) and then follow up until this is signed.

Turn your enquiries into leads

Streamlining your enquiry process will save a lot of time and hassle for you and it will make you appear very professional and organised to your prospect. Making a great impression from the get-go results in benefits for you both, so follow these steps and you’ll be turning more enquiries into leads and clients than ever before.

writing

5 reasons why you should be publishing blogs regularly

Posted on | by Jade Donno

Do you publish new content on your website regularly? If you don’t, you should be.

Blogging is an integral part of any effective digital marketing strategy. According to SEO expert, Neil Patel, companies that blog generate 67% more leads than those who don’t! Here’s why you should be prioritising your content.

To appease Google

If you satisfy search engines like Google by publishing regular, high-quality content, you will appear at the top of their search results. Improving your search engine ranking is key to driving traffic to your website and getting conversions.

To help your audience find you online 

If you write regular content which is optimised for the keywords that your audience will be searching for, you will help your audience find you. For example, if you know what their pain points are (e.g. how to manage money), you can write helpful articles that appear on the first page of results on Google.

To keep your readers coming back

If you only write now and then, your audience won’t remember you and your brand. You won’t stay in front of them until they are ready to buy. If you’re publishing useful and relevant content every week, they will keep coming back to read more. Just like a favourite author or magazine, they will know your brand and will want to read what you write.

To build trust and position your business as the expert 

You can use your content to demonstrate and share your knowledge with your audience, and ultimately, to position yourself as the expert in that field. If people see you as the thought leader in your field (and they trust you, because you publish useful content, regularly), they are far more likely to buy from you.

To create content for social media

Many business owners don’t know where to start or what to post when it comes to their social media strategy. If you write and publish regular blogs, however, this can generate a lot of content for you to use on your social channels. Not only does it increase your online presence, but this increases your reach and gives you another avenue to drive traffic back to your website too.

How often should you publish blogs?

Once a week is more than enough for most businesses. You want to be blogging regularly enough that you reap the rewards of the effort but not too much that you can’t manage to fit it into your busy working week!

Just remember, you need to be blogging as content creates trust and credibility; it makes Google happy, and it positions you as the expert (which ultimately leads to results!).