adelaide

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.

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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:

 

Working with trust accounts

 

Book glasses plant bookkeeping

Those working in the legal or real estate industry would be familiar with trust accounts.

I started working with trust accounts in my teens when I was employed by law firms.  Now as the owner of Festival Bookkeeping I’m once again working with trust accounts on behalf of clients.

It’s important that the money held on behalf of clients can be fully accounted for every step of the way.  In fact in many circumstances firms must have their trust accounts professionally audited once a year to ensure trust account legislation is being complied with.  So by working with trust accounts you are taking on another level of responsibility, in addition to the usual tax responsibilities that come with small business bookkeeping.

With that in mind, here are some of my top tips for working with trust accounts:

  • Do not overdraw (cause a deficiency of) a client’s trust ledger
  • Perform regular backups of trust accounting software & store a copy off-site as well
  • Ensure you have the details of every client whose money you hold
  • Avoid single trust transfers between unrelated parties if possible (eg vendor to purchaser)
  • Keep all cheque butts and ensure all cheque numbers are accounted for in sequential order
  • Do not pay general office expenses, debts or bank fees from trust monies
  • Check with the governing body of your industry as to what accounting software is suitable for your trust accounting. In some circumstances the software you use to track your business income and expenses is not suitable to use for your trust accounting.
  • Keep the details of any errors or discrepancies that have occurred and/or been fixed
  • Don’t draw “cash” cheques
  • Finally – reconcile regularly

Be sure to do your research and check which legislation applies to your industry and state.

As with any small business bookkeeping, errors can occur but if they do make sure you have a “paper trail” or explanation of what occurred and how it was fixed. Fix mistakes promptly and don’t hang onto client’s money any longer than necessary.  Regular reconciling will help pick up any differences between your bank account activity and your accounting records.  A good bookkeeper can help you with this task.

Happy bookkeeping…

Sarina


 

 

 

 

 

 

 

 

 

 

When’s the right time to hire a bookkeeper?

Working at desk with diary and calculator

This is a great question! The answer depends on your individual circumstances.

If you can relate to one or more of these scenarios it may be time to consider hiring a bookkeeper:

  • Your business is growing and you’re at the point where you simply can’t do it all yourself. Your health and/or personal relationships are starting to suffer.
  • You’re making mistakes with your figures (due to rushing, lack of training or simply getting numbers the wrong way around).  You’re finding that the stress and time taken to find mistakes and correct them is not worth it anymore.
  • You find it stressful keeping up with tax office obligations and deadlines
  • You want to focus on the income-producing activities of your business, such as producing your products or services and generating new leads
  • You don’t enjoy bookkeeping (that’s okay – it’s not everyone’s idea of a good time)
  • You’re happy to do the ongoing bookkeeping but need a hand getting started or when doing something new for the first time
  • You’re behind in your bookkeeping and need your books up to date for the end of financial year or BAS lodgement time

These are all common indicators that it may be time for you to find yourself a good bookkeeper.

Where should you look for a new bookkeeper? Either use someone that you have personally met and who you feel has your business’ best interests at heart, or you can talk to your accountant and other business owners for their recommendations.  Find out what education and experience they have.  In Australia, they must be a registered BAS Agent in order to charge you a fee for BAS related services.

The 3 main advantages to engaging the services of a professional contract bookkeeper as opposed to hiring an in-house bookkeeper are:

  • No need to pay superannuation, holiday pay, sick pay, holiday leave loading or WorkCover.
  • No need to provide extra desk space and equipment or to be tied to the office waiting for them to finish their work – many bookkeepers will do your bookkeeping off-site.
  • They are business owners like you – they know the ups and downs and how the small business world works.

 

Happy bookkeeping…

Sarina

 

3 Simple Tips to Improve Cashflow

3 tips for improving cashflow

I think I’ve read almost every small business finance book in the Tea Tree Gully library here in Adelaide – some of them twice.

I’ve found 3 great tips that I’ll be incorporating into my business.  They are not only an easy way to help increase cashflow but will also help tweak your mindset if you find your confidence flagging.

This is from Accounting for the Numberphobic by Dawn Fotopulos.

Dawn writes:

“Invoices become a running record of the value the business delivered for every client – a testimony of what’s been accomplished.  Listing the benefits the client received is the key to differentiating your product or service from others.  It will remind the client of what makes the business you manage different and more professional than that of your peers”.

She goes on to write “Invoices help to build the reputation of the business”.

Have you ever considered the effect your invoice has on your client when they receive it? Is it possible they look at your invoice and think “How did he get to that price? What exactly did they do in that 8 hours they have charged me for?”

If you’ve poured your heart and soul into providing a great product or service for a client – don’t risk your invoice getting put on the backburner whilst your client pays everyone else before you.  Remind your client of the value you have provided so that paying you is that much easier and they have a great reason to use your business again in the future.

So these are my 3 tips for improving cashflow & boosting business confidence:

  1. Include a detailed description on your Invoice of the service or product you’ve provided and remind them of the value you’ve added for them. Be confident in your invoicing!
  2. If some of the work was complimentary and isn’t being on-charged to the client – include that on the invoice so the client is aware.
  3. If 2 or 3 people have performed the work for the client – include their names to give more meaning to the work.

I’ll definitely be incorporating this into my own Xero invoicing for Festival Bookkeeping – it will only take an extra 5 minutes.  Such simple concepts and easily implemented. Love it.

 Looking for more small business tips? Here are some others that readers have liked:

 

Happy bookkeeping…

New Employee Checklist

Secretary black and white
A good checklist from the ATO website if you are small business owner thinking of hiring a new worker.

Takes you through all the things you need to establish upfront, for example “Is your new worker an employee or a contractor” (a hot topic with the ATO at the moment) and “What are your record-keeping requirements”.

 

Link to ATO website:  Hiring new staff

 

Other suggested blog posts:
Find me on Instagram:  Festival Bookkeeping

Find me on Facebook: Festival Bookkeeping

 

Happy bookkeeping…

 

The Festival Bookkeeping story

 

festivalbookkeepingstory

I grew up in small mining towns, attended high school in Whyalla, South Australia, and got my first job as a legal secretary for a law firm there. This was also my first foray into studying at TAFE, where I was introduced to the mysteries of double entry bookkeeping.  (Little did I know this would make an appearance further down the track and become a big part of my life).

Fast forward 22 years and I’m now married with 2 children and living in Adelaide. I’ve studied and gained an Advanced Diploma in Accounting and gained the experience and extra studies required to become a Registered BAS Agent.  In between I’ve worked in accounting and administration for large corporations, for several small businesses, government organisations and a non-profit.  On the side I’ve sold Body Shop products in people’s homes where I first learned to become comfortable standing up and speaking in front of groups of people.  Without knowing it at the time, this equipped me with the confidence and skills needed to teach accounting to students at TAFE in the following years.

So this has all culminated in where I am today – having a small business based in the North Eastern suburbs of Adelaide that enables me to help other local business owners with their finances and also teaching students at TAFE.  Two things I love doing.

And that is basically the Festival Bookkeeping story. I hope that by reading this you have been able to gain an insight into both my personal and business background and why I love to do what I do.

Oh, and the short version of the story:

Country girl turned City Girl. Accounting Nerd. Small business owner helping other small business owners.

Happy bookkeeping…

You can find me on Facebook here: Festival Bookkeeping

And find me on Instagram here: Festival Bookkeeping