Why Manual Staff Rostering Is Costing You Time and Money
December 9, 2019
The hospitality industry has been reeling from issues such as underpaying staff and complying with industry regulations for employment contracts.
While many of the businesses that have been featured in the news are larger businesses and chains, this is an issue that affects all levels of the industry. At 360 Accounting we advise our clients on how to use cloud-based wages and staffing software to reduce time and stress in these important areas. Busy managers need to ensure that they are paying the correct wages as well as scheduling enough staff to make sure the business can be run properly. Many businesses use Excel spreadsheets to create a well-staffed roster and calculate that the correct wages are being paid. This leaves many businesses open to errors with not enough staff for a shift if the spreadsheet hasn’t been updated properly. It is also a problem when the wrong award wage has been applied to an employee on certain dates or times. This is a problem for many reasons, not to mention the time it takes a manager to fill out a spreadsheet.
With cloud-based systems that integrate with accounting software, it is a huge game-changer. This gives a business access to real-time data that doesn’t rely on manual input such as an excel spreadsheet, it creates greater efficacy and less room for error because the system updates all information automatically.
Jarrod Briffa from Kinfolk Café worked with 360 Accounting to integrate Xero with his staffing and payroll management on Deputy. The changes to the business have provided a big impact in a very short amount of time.
“A lot of the previous rostering system was done through Excel spreadsheets, it was very manual and it required people to be constantly updating the spreadsheets. From time to time you would get mistakes, which would result in staff not turning up. The benefit of the Deputy integration is we have all of the information in real-time. We have about 40 staff across the organisation including our casuals, and now we can all have real-time access to the rosters. It means that we can reduce the number of errors, but also make sure our managers and staff have access to real-time information,” Jarrod explains.
This system simplifies the rostering and eliminates human error as well as ensuring that all staff is properly compensated with the award requirements.
“The reasons why we wanted to move towards Deputy was that the award rate can be built into the software”, said Jarrod. “This is something that a lot of hospitality businesses are challenged with, ensuring staff working varied hours across different times of the day and different days of the week are paid properly. With our previous manual system, it took a lot of time to manually record that information. The big benefit with Deputy is that the award is inbuilt into the system.”
In our work with clients, we have assisted many businesses to navigate the complex awards system. Many of the issues we see are mainly due to mistakes because the manual recording system takes a lot of time to update, and there is too much room for errors. We know that integrating with systems like Xero and Deputy gives back valuable time to the businesses to focus on important things like keeping their customers happy and spending time with staff to create an effective work culture.
“You can be confident that the award is applied to each staff member on a weekly basis regardless of the hours they work. It takes away a lot of the issues created by manual implementation and gives a lot of confidence to us that we were complying with the award,” Jarrod says.
The goal for hospitality businesses this time of year is to stay focused, productive and profitable the busy lead up to Christmas. We understand that most of the errors we see in underpayments are due to mistakes in manual systems. If you would like to learn more about how Deputy can work for you please get in touch. We are always happy to help and discuss options that would work for you.
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Effective debt management is crucial for the long-term stability and growth of any business. While debt can be a valuable tool for expansion and investment, uncontrolled or poorly managed debt can lead to significant financial distress. This document outlines key strategies for businesses to manage their debt effectively, ensuring a healthy financial outlook. Understanding Your Debt Landscape Before implementing any debt management strategies, it's essential to have a clear understanding of your current debt obligations. Categorise Debt: Differentiate between short-term debt (e.g., lines of credit, accounts payable) and long-term debt (e.g., mortgages, term loans). Interest Rates and Terms: Be aware of the interest rates, repayment schedules, and any specific terms and conditions associated with each debt. Debt-to-Equity Ratio: Regularly assess your debt-to-equity ratio to understand how much of your business is financed by debt versus equity. A high ratio can indicate financial risk. Cash Flow Analysis: Understand how your debt repayments impact your cash flow. Ensure you have sufficient cash flow to cover your obligations without straining operations. Strategies for Proactive Debt Management Proactive measures can significantly mitigate the risks associated with business debt. 1. Develop a Clear Debt Repayment Plan Create a detailed plan for repaying your debts. This should include: Prioritisation: Determine which debts to prioritise. Often, high-interest debts or those with strict deadlines should be addressed first. Budgeting: Integrate debt repayments into your overall business budget. Contingency Fund: Establish a contingency fund to handle unexpected expenses or downturns, preventing the need for additional debt. 2. Optimise Cash Flow Strong cash flow is the backbone of effective debt management. Accelerate Receivables: Implement strategies to collect payments from customers more quickly. Manage Payables: Negotiate favorable payment terms with suppliers, but avoid delaying payments to the point of damaging relationships. Control Operating Expenses: Regularly review and reduce unnecessary operating expenses. Revenue Growth: Focus on sustainable revenue growth through increased sales, new products, or market expansion. 3. Consider Debt Restructuring or Refinancing If your current debt terms are unfavourable or unsustainable, explore options for restructuring or refinancing. Lower Interest Rates: Refinancing can secure lower interest rates, reducing your overall cost of borrowing. Extended Repayment Periods: Restructuring can extend the repayment period, lowering monthly instalments and improving cash flow. Consolidation: Consolidating multiple debts into a single loan can simplify management and potentially reduce interest costs. 4. Diversify Funding Sources Relying too heavily on a single type of debt or lender can increase vulnerability. Equity Financing: Explore equity financing (selling ownership stakes) to reduce reliance on debt. Government Grants and Programs: Investigate government grants, subsidies, or loan programs that may be available to businesses in your industry. Strategic Partnerships: Form partnerships that can provide capital or reduce the need for debt financing. Monitoring and Review Debt management is an ongoing process that requires continuous monitoring and periodic review. Regular Financial Reviews: Schedule regular reviews of your financial statements, including balance sheets, income statements, and cash flow statements. Key Performance Indicators (KPIs): Monitor KPIs related to debt, such as debt-to-equity ratio, debt service coverage ratio, and interest coverage ratio. Adjust Strategies: Be prepared to adjust your debt management strategies as market conditions, business performance, or interest rates change. Conclusion Effective debt management is not about avoiding debt entirely, but about using it strategically and responsibly to fuel business growth while maintaining financial stability. By understanding your debt, implementing proactive strategies, and continuously monitoring your financial health, businesses can navigate the complexities of debt and achieve sustainable success.
Raising Capital: Funding Options for Your Business Raising capital is a crucial step for businesses looking to grow, innovate, or simply sustain operations. Understanding the diverse funding options available can significantly impact a business's trajectory. This document outlines various avenues for securing capital, providing insights into their characteristics and suitability for different business needs. 1. Equity Financing Equity financing involves selling a portion of your company's ownership in exchange for cash. This method can provide substantial capital without the burden of debt repayment, but it means diluting ownership and sharing future profits. Types of Equity Financing Angel Investors: High-net-worth individuals who provide financial backing for small startups or entrepreneurs, usually in exchange for ownership equity. They often offer valuable mentorship and industry connections. Venture Capital (VC): Funds managed by professional investors that invest in companies with high growth potential. VCs typically invest larger sums than angel investors and take a more active role in the company's strategic direction. Crowdfunding: Raising small amounts of capital from a large number of individuals, typically through online platforms. This can be a good option for businesses with a strong consumer appeal and a compelling story. Private Equity: Firms that invest in established companies that are not publicly traded. They often seek to improve the company's performance and then sell it for a profit. Initial Public Offering (IPO): The first time a private company offers its shares to the public on a stock exchange. This allows for significant capital raising but comes with extensive regulatory requirements and public scrutiny. 2. Debt Financing Debt financing involves borrowing money that must be repaid, typically with interest, over a specified period. This method allows businesses to retain full ownership but adds the responsibility of debt repayment. Types of Debt Financing Bank Loans: Traditional loans from commercial banks. These can include term loans, lines of credit, and asset-backed loans. Eligibility often depends on the business's creditworthiness, cash flow, and collateral. Business Credit Cards: While convenient for short-term needs, business credit cards typically carry high interest rates and should be used cautiously for capital raising. Mezzanine Financing: A hybrid of debt and equity financing, typically used for expansion or acquisitions. It often involves subordinated debt that can be converted into equity under certain conditions. Bonds: Debt securities issued by companies to raise capital. Investors who buy bonds essentially lend money to the company in exchange for regular interest payments. This is usually an option for larger, more established companies. 3. Alternative Funding Options Beyond traditional equity and debt, several alternative funding options cater to specific business needs and stages. Grants: Non-repayable funds provided by government agencies, foundations, or corporations for specific purposes, such as research and development or community projects. Eligibility criteria are often strict. Bootstrapping: Funding a business with personal savings, early sales revenue, and minimal external capital. This approach allows entrepreneurs to maintain full control but can limit the pace of growth. Revenue-Based Financing: Investors provide capital in exchange for a percentage of the company's future revenue until a certain multiple of the investment is repaid. This is often suitable for businesses with predictable recurring revenue. Crowdlending/P2P Lending: Similar to crowdfunding, but individuals lend money to businesses with the expectation of repayment and interest, often through online platforms. Factoring/Invoice Financing: Selling accounts receivable (invoices) to a third party at a discount to get immediate cash. This is a short-term solution for managing cash flow. Conclusion Choosing the right funding option depends on various factors, including your business stage, growth potential, risk tolerance, and desired level of control. It is advisable to thoroughly research each option, consult with financial advisors, and create a comprehensive business plan to present to potential investors or lenders.
Analysing Financial Statements: What They Tell You About Your Business
Effective debt management is crucial for the long-term stability and growth of any business. While debt can be a valuable tool for expansion and investment, uncontrolled or poorly managed debt can lead to significant financial distress. This document outlines key strategies for businesses to manage their debt effectively, ensuring a healthy financial outlook. Understanding Your Debt Landscape Before implementing any debt management strategies, it's essential to have a clear understanding of your current debt obligations. Categorise Debt: Differentiate between short-term debt (e.g., lines of credit, accounts payable) and long-term debt (e.g., mortgages, term loans). Interest Rates and Terms: Be aware of the interest rates, repayment schedules, and any specific terms and conditions associated with each debt. Debt-to-Equity Ratio: Regularly assess your debt-to-equity ratio to understand how much of your business is financed by debt versus equity. A high ratio can indicate financial risk. Cash Flow Analysis: Understand how your debt repayments impact your cash flow. Ensure you have sufficient cash flow to cover your obligations without straining operations. Strategies for Proactive Debt Management Proactive measures can significantly mitigate the risks associated with business debt. 1. Develop a Clear Debt Repayment Plan Create a detailed plan for repaying your debts. This should include: Prioritisation: Determine which debts to prioritise. Often, high-interest debts or those with strict deadlines should be addressed first. Budgeting: Integrate debt repayments into your overall business budget. Contingency Fund: Establish a contingency fund to handle unexpected expenses or downturns, preventing the need for additional debt. 2. Optimise Cash Flow Strong cash flow is the backbone of effective debt management. Accelerate Receivables: Implement strategies to collect payments from customers more quickly. Manage Payables: Negotiate favorable payment terms with suppliers, but avoid delaying payments to the point of damaging relationships. Control Operating Expenses: Regularly review and reduce unnecessary operating expenses. Revenue Growth: Focus on sustainable revenue growth through increased sales, new products, or market expansion. 3. Consider Debt Restructuring or Refinancing If your current debt terms are unfavourable or unsustainable, explore options for restructuring or refinancing. Lower Interest Rates: Refinancing can secure lower interest rates, reducing your overall cost of borrowing. Extended Repayment Periods: Restructuring can extend the repayment period, lowering monthly instalments and improving cash flow. Consolidation: Consolidating multiple debts into a single loan can simplify management and potentially reduce interest costs. 4. Diversify Funding Sources Relying too heavily on a single type of debt or lender can increase vulnerability. Equity Financing: Explore equity financing (selling ownership stakes) to reduce reliance on debt. Government Grants and Programs: Investigate government grants, subsidies, or loan programs that may be available to businesses in your industry. Strategic Partnerships: Form partnerships that can provide capital or reduce the need for debt financing. Monitoring and Review Debt management is an ongoing process that requires continuous monitoring and periodic review. Regular Financial Reviews: Schedule regular reviews of your financial statements, including balance sheets, income statements, and cash flow statements. Key Performance Indicators (KPIs): Monitor KPIs related to debt, such as debt-to-equity ratio, debt service coverage ratio, and interest coverage ratio. Adjust Strategies: Be prepared to adjust your debt management strategies as market conditions, business performance, or interest rates change. Conclusion Effective debt management is not about avoiding debt entirely, but about using it strategically and responsibly to fuel business growth while maintaining financial stability. By understanding your debt, implementing proactive strategies, and continuously monitoring your financial health, businesses can navigate the complexities of debt and achieve sustainable success.
Raising Capital: Funding Options for Your Business Raising capital is a crucial step for businesses looking to grow, innovate, or simply sustain operations. Understanding the diverse funding options available can significantly impact a business's trajectory. This document outlines various avenues for securing capital, providing insights into their characteristics and suitability for different business needs. 1. Equity Financing Equity financing involves selling a portion of your company's ownership in exchange for cash. This method can provide substantial capital without the burden of debt repayment, but it means diluting ownership and sharing future profits. Types of Equity Financing Angel Investors: High-net-worth individuals who provide financial backing for small startups or entrepreneurs, usually in exchange for ownership equity. They often offer valuable mentorship and industry connections. Venture Capital (VC): Funds managed by professional investors that invest in companies with high growth potential. VCs typically invest larger sums than angel investors and take a more active role in the company's strategic direction. Crowdfunding: Raising small amounts of capital from a large number of individuals, typically through online platforms. This can be a good option for businesses with a strong consumer appeal and a compelling story. Private Equity: Firms that invest in established companies that are not publicly traded. They often seek to improve the company's performance and then sell it for a profit. Initial Public Offering (IPO): The first time a private company offers its shares to the public on a stock exchange. This allows for significant capital raising but comes with extensive regulatory requirements and public scrutiny. 2. Debt Financing Debt financing involves borrowing money that must be repaid, typically with interest, over a specified period. This method allows businesses to retain full ownership but adds the responsibility of debt repayment. Types of Debt Financing Bank Loans: Traditional loans from commercial banks. These can include term loans, lines of credit, and asset-backed loans. Eligibility often depends on the business's creditworthiness, cash flow, and collateral. Business Credit Cards: While convenient for short-term needs, business credit cards typically carry high interest rates and should be used cautiously for capital raising. Mezzanine Financing: A hybrid of debt and equity financing, typically used for expansion or acquisitions. It often involves subordinated debt that can be converted into equity under certain conditions. Bonds: Debt securities issued by companies to raise capital. Investors who buy bonds essentially lend money to the company in exchange for regular interest payments. This is usually an option for larger, more established companies. 3. Alternative Funding Options Beyond traditional equity and debt, several alternative funding options cater to specific business needs and stages. Grants: Non-repayable funds provided by government agencies, foundations, or corporations for specific purposes, such as research and development or community projects. Eligibility criteria are often strict. Bootstrapping: Funding a business with personal savings, early sales revenue, and minimal external capital. This approach allows entrepreneurs to maintain full control but can limit the pace of growth. Revenue-Based Financing: Investors provide capital in exchange for a percentage of the company's future revenue until a certain multiple of the investment is repaid. This is often suitable for businesses with predictable recurring revenue. Crowdlending/P2P Lending: Similar to crowdfunding, but individuals lend money to businesses with the expectation of repayment and interest, often through online platforms. Factoring/Invoice Financing: Selling accounts receivable (invoices) to a third party at a discount to get immediate cash. This is a short-term solution for managing cash flow. Conclusion Choosing the right funding option depends on various factors, including your business stage, growth potential, risk tolerance, and desired level of control. It is advisable to thoroughly research each option, consult with financial advisors, and create a comprehensive business plan to present to potential investors or lenders.
Analysing Financial Statements: What They Tell You About Your Business
