Software

Timely Software – A Salon Owner’s Perspective

Makeup Rabbit Shelf Jar

I recently booked in for a massage at Silvana’s Beauty Salon and noticed that they used the scheduling software Timely to manage their client bookings.

The booking process from my point of view, as a client, was easy.  I went to the salon’s website, clicked on the “Book Treatments Now” button and was taken step by step through the process of booking. I could see at a glance what times were available, pick the type of service I wanted and was able to choose who I wanted to do the massage.

Once booked, I received an email confirmation with all the details and my invoice.  I also received an email and SMS reminder the day before the massage – so no risk of embarrassingly forgetting to turn up for my appointment. (Hey we’re all busy – it can happen!)

But what I really wanted to share with you today is Silvana’s experience and thoughts on the software. Timely is one of the big names in online scheduling software for salons and for those in the beauty and wellness industry in general.  It integrates with Xero accounting software, which is where my interest in the software originated.  So please read on and enjoy my interview with Silvana of Silvana’s Beauty Salon.

Can you please tell me a bit about you and your business journey

I started working for myself from home approximately 9 years ago.  I initially offered nails, waxing and massage treatments from a room in my home.  Business grew steadily (I worked it around family and other work commitments).

Four years down the track, we built a beauty studio outside our home with street access – creating greater privacy and professionalism for myself and my clients.  Business grew more rapidly after this.  Four or so years later and that brings us to today… with a beautiful salon on Milne Road (Modbury) which I hope creates a relaxing and welcoming space for clients to come in and have quality, professional treatments in privacy with a caring and friendly therapist.

How did you hear about Timely?

Via Facebook.  I was looking for a versatile booking system that allowed me to also monitor stock sales etc.

Did you try any other scheduling apps prior to using Timely?

I was trialling Cliniko ($50) and have also trialled Shedul (free) but find Timely more suited to my needs.

How long did it take you to learn how to use it? Did you teach yourself or did someone show you how to use it?

It didn’t take long at all to learn to use it.  Setting up took some time as I have a lot of treatments to enter into the system… so I wouldn’t be too keen to change systems and have to re-enter all those details.

It’s pretty user-friendly.  There is a Help at hand with information available at any stage if a user is unsure.  You can also chat to a staff member if you’re really stuck.

What is the main advantage for you? ie less interruptions due to answering phone, easier for clients to book etc

Using Timely and having online booking has increased my business.  I have only had positive feedback from clients.   They love the confirmation SMS’s / emails and some of them have said their appointment is even uploaded to their phone calendar!!

They love how they can jump on and book an appointment whenever it occurs to them… eg midnight as they try to go to sleep but their mind is racing with all the different “to do” lists.  And they don’t feel bad about messaging me so late etc.

I love how it frees up my time – no more back and forth texts regarding available times etc with clients…. They check the dates/times that suit them and see if I’m available.

I also love that I can sync my Timely bookings with my personal Google calendar too.

Do you use all of the features? If not, what features do you mainly use?

I use most of the features, especially the schedule/calendar… still getting used to the reports.  But I love the packages (create a package, allocate a package & then keep track of package treatments taken etc) and gift certificates (clients can purchase online gift certificate…. Letting them buy a gift at any time).

Have you had any feedback from clients about whether they like it/don’t like booking appointments with Timely?

All the feedback I’ve had is very positive.  My clients love it.

Do you use Timely in conjunction with accounting software, such as MYOB or Xero?

Not yet.

Do you use Timely in conjunction with any other apps, such as PayPal or Vend?

I use PayPal and love it.  My clients can pay on line if they choose to and I can send them invoices if they prefer it.

Is there anything that you wish the app would do, that it doesn’t currently do?

Its’s pretty good for my needs.  Although it would be handy to select individual booking timeline limits for each staff.  For example, I’d like my clients to be able to book up to within 3 hours of their appointment, however my staff member needs at least 24hrs notice.  Currently we have it set at 24hrs booking notice as we cannot do it individually.

Finally, would you recommend Timely to other business owners in the beauty and wellness industry?

Absolutely 🙂

 

So if you’re thinking of using Timely to manage your client bookings, I hope this has given you a bit of an insight and helps you to come to a decision.  There are lots of options out there!

Happy bookkeeping….

Sarina

 

PS. For more information on scheduling software,  I provided a comparison of some of the popular options in my post Which Scheduling Software? and wrote about Cliniko software in my post Cliniko + Xero.

Advertisements

Xero apps – What are they?

Headphones calculator coffee pods

Do you love technology or have you been dragged kicking and screaming into the 21st century longing for the good old days? I think I’m a bit of both.  I enjoy cutting my teeth on new technology for my business but I still love teaching Journals and Ledgers to students the old-fashioned way using pencil and paper. I prefer the comforting tap tap tapping of a big clunky calculator to whipping out my smartphone (my hubby & kids will attest to this).

If you’re a Xero user, you may have heard of Xero apps (or Xero add-ons). They’re cloud-based applications that work with Xero to perform one or more extra functions. There’s an app for pretty much every task and every type of business.

Some apps are ‘horizontal’ apps that are made for use across a range of industries. Others are ‘vertical’ apps that are made for one main type of industry.

They come in varying shapes and sizes and some are more complex than others.  For example, Receipt Bank is straight-forward to use and once integrated with Xero correctly you can be up and running pretty quickly. It has a couple of main functions, which it does well.  Mindbody is an example of a more complex app with many functions, and will therefore take more time and energy to integrate with Xero and to learn to use correctly.

Most of the apps allow you a free trial period at first, so you can try before you buy. Once you’ve decided to go ahead with the product you’re often required to pay by monthly subscription that automatically gets charged to your credit card.

It’s a good idea to make sure you’re comfortable using Xero first before you go add-on shopping. But if you live for learning new technologies, then hey – don’t let me stop you jumping right in! You might also start the other way around, using an App first and then integrating it with Xero down the track. I’ve seen this work successfully as well.  If you use a cloud-based accounting software other than Xero such as MYOB, Quickbooks or Reckon, many of the apps will integrate with these too.

Why are people using Xero apps?

  • To provide a better experience for their customers
  • To save time
  • To get organized
  • To streamline processes
  • To improve cashflow
  • To keep a closer eye on their finances

Happy bookkeeping….

Sarina

 

Looking for more info on software & technology?

Which scheduling software?

Diary glasses

Continuing on from my post “Cliniko + Xero”, I wanted to share some more thoughts on scheduling software.  In particular, scheduling software that integrates with Xero.

I found that once I started looking into these types of software solutions it was like a vortex dragging me in deeper and deeper.  So many options – all offering slightly different features and aimed at slightly different target markets.  It took all my willpower not to drown in the sea of information and to remain focused!

So after extensive research, I came up with 5 software solutions that all have something to offer the small business owner looking for scheduling software.  Some are more suited to the health and well-being industry, some are aimed at the hair and beauty industry and some are general in nature and could suit consultants or personal trainers. They’re all hosted in the cloud, so no need to mess around installing software. Being hosted in the cloud also means you can access them from mobile devices. They all offer the ability for the business’ clients to book appointments for themselves online.

Once you outgrow booking in client appointments with paper and a pen, these types of software solutions are a huge asset to the busy business owner. They offer so much more than appointment scheduling and are complete practice management systems.

I’m only covering the basics here.  This list doesn’t cover everything that you’d want to know before making a decision to commit to one solution over another.  It will give you an idea of some of the differences, though, and an idea of cost.  Prices are in Australian dollars and include GST (as at the date of writing).

xero scheduling app comparison

My research has uncovered many more variables between each of the products listed.  Each of your businesses is unique and has its own needs – I would recommend you delve deeper than this table and look beyond the “features” listing on the respective software websites.  Alternatively, invest in the services of a Xero adviser who can do the research for you. It will save you a lot of time and they will also be well placed to assist you with your Xero integration if needed.

Looking forward to sharing more of my findings – there are some great small business solutions out there that integrate with Xero.

Happy bookkeeping…

Sarina

 

Looking for similar articles? You might like:

 

Cliniko + Xero

 

Bookkeeping desk laptop software

I’ve been having a good look around Cliniko lately, and have a client who is particularly happy with it.  She’s recently integrated it with Xero, so I thought I’d give a bit of an insight into the software.

Cliniko is a cloud based practice management software that can be integrated with Xero accounting software. It’s particularly suited to healthcare professionals – so counsellors, massage therapists, chiropractors and the like.  They have over 20,000 healthcare practitioners worldwide using their software.

Client bookings are managed in Cliniko and as invoices and invoice payments are entered this information feeds through to Xero daily. If set up correctly your reconciliations in Xero are quick and easy to do and you have access to accurate, more powerful financial reporting in Xero.  As your business grows you can take advantage of Xero’s payroll.

You can add treatment notes and client letters can also be prepared and printed or emailed directly from the software. Clients can book directly through your calendar and the email or SMS appointment reminder feature can help reduce appointment no-shows. Different methods of client payments are catered for, such as EFTPOS and cash. Basic financial reporting is available and you can get good insight into client bookings and missed appointments.

It’s important to note that information entered in Cliniko feeds through to Xero, but changes made in Xero don’t feed back to Cliniko. If there are problems during the integration stage and data has been linked to the wrong accounts in Xero then these will need to be identified early and the adjustments will need to be undertaken in Xero.  An understanding of your business Chart of Accounts and Xero reporting will help here. The date you choose as your integration date is also important.

You can try out Cliniko yourself by signing up for a 30 day free trial.  During this time you can integrate it with Xero and get a feel for how the two work together.

Some other alternatives for health practitioners, that currently integrate with Xero, include Timely, Mindbody and Coreplus. They’re at different price points and the features that are offered will vary. Many software providers charge per practitioner.  Tip:  if you’re in Australia the online prices are often quoted as GST exclusive, so don’t forget to factor the extra 10% into the cost.

Xero have over 500 apps that can be integrated with their software – be sure to research all the options available to find the one best suited to your particular business.  This can take some time.  Some things to consider are whether you are a solo practitioner or have a team, whether you have multiple practice locations and whether you need the ability to do online Medicare claiming.

Do you use scheduling software in your business? What do you love about it?

Happy bookkeeping….

Sarina

 

Some other posts you may like:

 

Xero – One of the features that saves me time

working-with-xero-on-laptop

There are a lot of features Xero has that save me time whilst I’m wading through merrily singing my way through my bookkeeping.

One of my favourites, though, is one of the most simple and basic features that Xero offers. The feature I’m talking about is copying transactions.

To give you an example, I do very similar work for a client each month, with a few changes here and there.  Because I like to be transparent in how I charge I include extra detail so that clients can see exactly what I’m charging them for – therefore my Invoices can sometimes be lengthy.  I wrote about this in my previous post 3 Simple Tips to Improve Cashflow.   I don’t invoice at the same time of the month every time, so automatically repeating Invoices isn’t the best option in this case.

When I’m ready to charge those clients I simply search for that client’s name in Xero, click on the last Invoice and copy that Invoice.  I copy by selecting Options then Copy in the top right hand corner.  I can then tweak it with any adjustments needed, but the bulk of the information is already there and my wording is consistent from one Invoice to the next.

Copying also works for transactions like Spend Money and Receive Money as well.

I try to remember to work smarter and not harder and this is one of those simple things that makes a difference when it comes to the sometimes very time consuming task of small business bookkeeping.

What is one way you work smarter and not harder?

Other tips on working smarter, not harder:

 

 Happy bookkeeping…

 

3 simple steps to getting your bookkeeping sorted

3-simple-steps-to-getting-your-bookkeeping-sorted-wordpress

If you have just started a business you may be stressing about whether you are on the right track with your accounts.  If you have been in business a little while you may be wondering if there is an easier way to keep on top of your accounts.

Once you start looking into the various accounting software options out there, unless you are in the business of bookkeeping or accounting, it’s not uncommon to become overwhelmed or confused.

I like to keep things simple, so I’ve come up with 3 simple steps to help you out and get you started.  These are 3 steps I’ve used to get clients up and running with accounting software.

3 simple steps to getting your bookkeeping sorted (Video)

Importantly, don’t forget to try your software out for free first.  Get a feel for it and make sure you can easily get answers to any questions you may have via their help centres, forums, videos, email support etc.

Happy bookkeeping…

If you enjoyed this you may like:

5 reasons using Excel may be holding your business back

Laptop Xero

Excel is a great tool for business.  I like to use it to manually check payroll calculations, particularly when setting up new accounting software for a client.  However, it’s not always the best choice for business bookkeeping.

Here are 5 reasons that it might be time to move on from Excel:

1.  Doubling-up of transactions

In Excel you don’t get a warning if you try to enter the same bill number or invoice number twice, whereas you would if you used accounting software. Doubling up on accounting transactions can get you into a real mess.

2.  Time consuming

It is time consuming to set up a detailed, useful spreadsheet.  You need to have the end result in mind before you even start and then work out a design that will get you that end result.  A lot of time is wasted if you are part way through setting up a spreadsheet only to realise that it can only do half the job you need it to do.  For example, you might be able to set up a spreadsheet that tracks all of your income and expenses, but it is tricky and time consuming to set it up to track tax codes for your Business Activity Statement as well.

3.  No audit trail

If more than one person is entering information into a spreadsheet it is difficult to tell who has entered or changed information.  This leaves the door wide open for fraud to occur.

4.  Costly errors

Excel spreadsheets can be linked to other Excel spreadsheets, which can save you time.  However it is easy to link a cell incorrectly which results in errors that can be hard to detect.  You could be using the same spreadsheet for months without realising it is picking up incorrect figures from another spreadsheet.  Just like in Reason # 1, Excel doesn’t warn you of potential errors.  A quick internet search for “spreadsheet mistakes” shows just how costly some of these errors can be.

5.  You still need to invest time into learning how to use Excel properly

You can teach yourself how to use Excel and set up spreadsheets, however with such easy to use accounting software on the market now, isn’t your time better spent learning software that will do most of the hard work for you?  For example, using software with automatic bank feeds, such as Xero, can reduce time spent on manual data entry once set up correctly.