To be frank, I started using Clearbooks because my company, furnish.co.uk, and Clearbooks share some of the same investors, and they insisted I use it (If you don’t know, furnish.co.uk pulls together home furnishings from the best interiors stores and designers onto one site so you don’t have to trawl through brochures, magazines or shops). At the time, Clearbooks was still very much in beta, maybe even alpha, and was far from perfect. But it was great, because Tim was open to feedback and was modelling the user interface and functionality around the needs of those using it at the time, turning over requests very quickly.

The result is that now, to me, Clearbooks doesn’t feel like accounting software at all. I find it extraordinarily simple to use, especially compared with other accounting software. I also like that it doesn’t perpetuate the perception that software that helps people manage money needs to be expensive. It’s actually rather cheap. I love the fact that it’s software-as-a-service, i.e. everything stored online rather than on my local machine. There’s no question that this approach is the future of accounting (and most other) software, plus I want the convenience of being able to work on accounts from anywhere. Basically, it’s a perfect fit for me.

I have now started using an accountant who works with Clearbooks. All I do is automatically import furnish.co.uk’s bank statements into Clearbooks, consolidate what each entry means and then the accountant takes over whenever anything needs to be submitted to HMRC or Companies House. It really does work well.

How To Use The Clear Books Import Tool

Links

Import Tool

Steps

1. Navigate to the Import Tool page under Tools

2. Select what type of import you are undertaking

3. Upload the file

4. Match up required fields with corresponding data from uploaded file

5. Check the import is correct and confirm


Below is an example of how to use the import tool in Clear Books. In this example we will be importing invoices, the process is almost identical for other types of import except for when defining fields.

Step 1.

To start navigate to Tools > Import Tool.

Step 2.

Choose and upload the correct file from your computer.

Step 3.

You will then see the field selection page:

CSV Import Field Selection:

Step 4.

Depending on the type of import selected you will need to match up different data. The majority of the fields are self explanatory below is a list of those which could be confusing:

General

• Line Description: The item description should be selected here.
• Line Type: Enter the Clear Books Account Code
• Line Unit Price: Enter the price per unit here, there is no need to select a total price as Clear Books will calculate this for you.

Invoices

• Reference: If you have your own references for the transactions you are importing enter them here.

Bills

• Bill Id: unique id for the bill/purchase similar to an invoice ID.

Sales Items

• Clear Books Account Code: Select the corresponding Clear Books account code here.

Compulsory Tags:

For each type of import there are compulsory tags:

5. If the import is successful you will be taken through to the confirm import page.

Confirm Import

Click confirm import and you will be taken to a confirmation screen acknowledging that you have successfully imported these transactions.

As we continue to grow we are getting more and more enquiries. On the one hand this is a fantastic reflection of new users taking the time to explore our online accounting app, but on the other hand it is impacting the development of new features. We are simply overloaded.

We are appealing for your patience as we organise and centralise our support process. The goal is to have the flexibility for our support function to scale as the requests continue to increase. Here are the steps that with your help we plan to take:

Support Emails

All support email enquiries are now logged in our customer support ticketing system. If the enquiry is a general idea, question or problem we will post it on getsatisfaction, send you a link and close the ticket. In other words please use getsatisfaction in the first place for any general enquiries. getsatisfaction is where we aim to centralise all enquiries.

Any support emails that are account specific or urgent will be dealt with appropriately via the ticketing system.

Ideas

If you have an idea, tweak, usability improvement or a feature request then mark it as an Idea on getsatisfaction. We will address ideas based on popularity of votes so please vote for the ideas you are a fan of.

Don’t be too disappointed if your idea only has one vote and has not been implemented – we’re overloaded remember and are prioritising based on demand.

Questions

Please continue to post questions on getsatisfaction. If a question is really an idea then we will change its status. e.g. ‘Can you introduce a Fixed Asset Register?’ is really the idea ‘Fixed Asset Register’ and should be voted for as described above.

Problems

If you have a general problem that is not impacting your account and does not contain financially sensitive data then please add it to getsatisfaction. If the problem is simple then we will deal with it on getsatisfaction.

If the problem is more involved we may import it into our ticketing system or you can email support directly.

Telephone Support

Our telephone support number is 08448 138 138. If we can answer a query on the phone we will. Otherwise we will take down details of your enquiry and open a support ticket.

API Queries

All API queries can be directed to api AT clearbooks.

Thank You!

We’re confident our organised approach will lead to a better support service and the rollout of more new features.

As ever, let us know your feedback…

London (04/02/10) – Every MP has been offered free online accounting software to publish their accounts publicly on the Internet. All 646 MPs are being offered a term’s use of the online accounting software worth around £100 000 a year. Through this service all MPs’ accounts will be open to scrutiny by the public.

Clear Books, the firm that runs the online accounting software, is hoping that the pledge will lead to a quicker and more transparent solution to the expenses scandal than through any government led initiative.

Tim Fouracre the Clear Books MD stated, “Today’s announcement that MPs have to pay £1.12 million back has inspired us to help clear up what Nick Clegg referred to as a rotten Parliament. We are laying down the gauntlet to MPs who need to step up and show us how open they are really willing to be.”

He added, “With the Legg report itself costing an alleged £1.16m, this will save the taxpayer further expense as Parliament will not need to develop their own system. Members of the public will finally have access to detailed financial data with all MPs’ expenses categorised. Our accounting software is online so it is the perfect platform for serving up this data to the general public.

-end-

Contact: Nick Braithwaite
Email: press@clearbooks.co.uk
Tel: 020 7348 3411

Notes To Editors:

1. Clear Books Limited is an online accounting company more information can be found at www.clearbooks.co.uk.

London (04/02/10) – A new viral website entitled Accounting Is Boring has officially launched today. AccountingIsBoring.com spawned out of recognition for the large feeling of discontent there is on twitter towards accounting. Accounting Is Boring has already found a fan in tweeter and apprentice winner Michelle Dewberry, who tweeted her approval of the viral campaign. The viral website was also featured in The Independent’s Business Diary. Clear Books, an online accounting system, created the website with the aim of tapping into students, accountants and business owners who wish to spend less time doing their boring accounts.

The website consists of tweets from across the globe with references to how boring accounting is. Examples include @leifkendall tweet, “Spent two hours entering expenses into accounts software last night. Boring!”, while @brucieebruce touched on a popular theme with his tweet, “Accounting is so boring!”. The website also has a poll for people to vote on what they would rather be doing than accounting.

Clear Books MD Tim Fouracre stated, “The concept is very simple, we wanted to capture the frustrations towards accounting in one place and hopefully raise a smile at the same time.”

He added, “The website is not intended to be a direct jab at accounting. In fact we believe that there are new, even fun, ways to do the accounts. Accounting does not have to be boring”.

To be featured on Accounting Is Boring anyone who is on twitter simply has to include the words “Accounting” and “Boring” in a twitter message.

-end-

Contact: Nick Braithwaite
Email: press@clearbooks.co.uk
Tel: 020 7348 3411

Notes To Editors:

1. Clear Books Limited is an online accounting company more information can be found at www.clearbooks.co.uk.

How To Upload Scanned Expenses and Receipts

Links

Bills

Steps

1. Navigate To Bills.

2. Click on upload document link.

3. Upload File

To upload an image of a scanned receipt or expense, click on the document attachment link when viewing your list of bills.

You will be presented with a form to select and upload your file.

Once your file is uploaded bills and expenses with an attachment already uploaded will show a different icon. Click on the icon to view the image.

How To Explain Expenses

Links

Expenses

Steps

1. Navigate to the Expenses page under Purchases.

2. Enter the details of the expense.

3. Click Submit for Approval.

4. Select the expense and click Approve Expense.

Below is an example of how to explain an expense.

Step 1.

To start navigate to Purchases>Expenses.

Step 2.

Fill in the details of the expense, for this example we have created an expense for £3 from Mr Oliver as seen in the demo account.

Step 3.

Once you have entered the data of the expense click on the Submit for Approval button.

Step 4.

You will now be taken to the Pending Expenses page.

Select the expense you wish to approve on this page and click;

If successful you will see Selected expenses approved on the following page.

When viewing an invoice to be credited click on the options link in the payment history section:

This will bring up a form where you may credit the balance on the invoice at the click of a button.

On clicking Apply Credit Note the system will automatically create a credit note and apply it against the invoice in question.

To create a credit note navigate to Sales > Invoices > Credit Notes and hit the “New Credit Note” button.

Simply fill out the credit note form in the same way you would complete a new invoice i.e. indicate which customer the credit note is for, the amounts and account codes.

On confirming the credit note it will be available in the system but at this point in time it has not been applied against the original invoice.

Apply a Credit Note against an Invoice

View the original invoice that needs to be credited by clicking on its invoice number in the sales invoice list reached via Sales > Invoices > Unpaid. If an unused credit note exists for the particular customer then an option to allocate a portion, or all of it, against the selected invoice will be enabled. This is found at the bottom of the screen:

 In the same way that a payment is allocated against an invoice, the credit note can be alloacted against an invoice.

Credit Notes and the Bank Import Tool

When using the bank import tool as your primary means of bookkeeping you will need to follow the process above to apply a credit note against an invoice in the system. Then when you explain money in against an invoice using the bank import tool the invoice will show the balance net of the credit note.

This is one of a number of business startup guides that will be posted over the coming weeks thanks to Duncan Accounting. Today’s post is the first of two posts on the basics of starting a business from scratch.

It is the ambition of many people to run their own business. Some may have been made redundant. Others make the decision to start up in business to be more independent and obtain the full financial reward for their efforts.

Whatever the reason, a number of dangers exist. Probably the greatest concern is the possibility of business failure. Read on for guidance on some of the factors which need to be considered before trading begins.

Initial considerations

In order to make your business a success there are a number of key factors which should be considered:

• Commitment – starting a business is demanding. Determination and enthusiasm are essential.

• Skills – you will need managerial, financial, technical and marketing skills. If you do not have these skills personally, they can be found in a partner or employee, or acquired through training.

• Your product or service should have a proven or tested market, but must not conflict with the patent or rights of an existing business.

In addition to these general considerations there are a number of more specific matters.

The business plan

The business plan is the key to success. If you need finance, no bank manager will lend money without a sensible plan.

Your plan should provide a thorough examination of the way in which the business will commence and develop. It should describe the business, product or service, market, mode of operation, capital requirements and projected financial results.

Business structure

There are three common types of business structure:

Sole trader:

This is the simplest form of business since it can be established without legal formality. However, the business of a sole trader is not distinguished from the proprietor’s personal affairs.

Partnership:

A partnership is similar in nature to a sole trader but because more people are involved it is advisable to draw up a written agreement and for all partners to be aware of the terms of the partnership. Again the business and personal affairs of the partners are not legally separate. A further possibility is to use what is known as a Limited Liability Partnership (LLP).

Company:

The business affairs are separate from the personal affairs of the owners, but there are legal regulations to comply with. The appropriate structure will depend on a number of factors, including consideration of taxation implications, the legal entity, ownership and liability.

–

Keep an eye out next week for part two of starting a business from scratch.

Business startup guides courtesy of Annette Ferguson from Duncan Accounting