How to switch accounting software with minimal disruption to invoicing and payroll

Running a freelance consultancy is rewarding — and chaotic. Early on I learned the hard way that tidy bookkeeping isn't just about compliance; it’s what lets you see where your business is going, price services correctly and avoid last-minute panics at tax time. Below I share the practical, step-by-step approach I use with consultants who are growing from a side-hustle into a sustainable business. It’s written as if I’m sitting next to...

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I often tell clients that management accounts are like a torch in a dark room — they don’t have to be perfect or beautiful, but they must show you where the furniture is so you don’t trip over it. A simple, well-structured management accounts pack gives you the essential information to make confident, timely decisions without drowning in numbers. Here’s how I build a practical pack for small UK businesses that you can adapt to your own...

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I rely on accounting software every day to keep tabs on cashflow, and one thing I see time and again is that the earlier you spot slow payers, the easier (and cheaper) it is to fix the problem. QuickBooks is a common choice, but the principles below apply to Xero, Sage and other cloud packages. I’ll show you which reports to use, how to configure them, what indicators to watch for and simple processes you can put in place so late payments are...

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I remember the first time a new client asked me to recommend a bookkeeper. They were overwhelmed—but also relieved to hand over day-to-day bookkeeping. What many small business owners don’t realise is that finding someone who’s technically capable is only part of the job. The other part—arguably the harder one—is onboarding them properly and putting controls in place so your finances stay accurate and secure.Below I’ll walk you...

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I work with a lot of businesses that rely on machinery, vehicles or specialist kit — cafés with espresso machines, small manufacturers with CNCs, builders with vans and diggers. One question I get asked more than any other is: how can I plan capital purchases so I don’t pay more tax than I need to, while keeping the cashflow I need to run the business?There’s no single right answer — the best option depends on your business structure...

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I’ve spent years helping retail shops, cafés and small restaurants tidy up their books, and one lesson keeps repeating: small bookkeeping errors quietly eat into profit until a sudden review reveals a worrying hole. In this post I’ll walk you through the most common, sneaky mistakes I see in retail and hospitality businesses, how to spot them quickly, and practical steps to fix them so you stop losing margin every month.Why these errors...

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Running a small business means living with a certain amount of uncertainty — seasonal demand, late-paying customers, sudden repairs, or an unexpected tax bill can all knock your cashflow off balance. I always recommend building an emergency cash reserve: a dedicated pot of money that keeps you trading when things don’t go to plan. Below I explain how I approach reserves with clients, the practical steps to create one, simple calculations to...

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Running a café means cash moves fast — cups of coffee, sandwiches, stock deliveries and wages all need to be tracked closely. I often recommend a simple, free spreadsheet as the first line of defence for weekly cashflow management. It’s flexible, quick to set up and gives immediate visibility of whether you’ll have enough cash to cover your next supplier bill or payday.Why a spreadsheet (and not a fancy app) is a great starting...

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Choosing between cash and accruals accounting is one of the first practical decisions every service business faces — and it’s one that affects how you see your cash position, how you manage tax, and how you talk about performance. I help lots of small service businesses make this choice, so here’s a straightforward, experience-based guide that walks you through the trade-offs and how to pick the right method for your circumstances.What's...

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I’m often asked by small limited company owners which tax reliefs they should be claiming and, more importantly, how to make sure they aren’t leaving money on the table. Over the years I’ve helped dozens of micro and small companies identify and apply for reliefs that are simple to claim yet routinely missed through lack of time or knowledge. Below I walk you through a practical, step-by-step process that I use with my clients — the same...

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