+44 203 287 0899 info@solvaa.co.uk
Image shows a pen next to a bank statement and data chart next to a calculate. Text is overlaid which says ‘How Xero automation saves time and reduces errors’.

If you’re running a business then you want your workflows to be as slick as possible, particularly the finances.  If your staff are spending hours on repetitive manual tasks such as entering data into a spreadsheet then you are wasting time and money which could be better spent elsewhere.  Not only is this time consuming, but you can get yourself into a mess when trying to track transactions, keep on top of invoices, and account for business expenses.

With that in mind, it’s understandable why people make use of software like Xero to make the workflows easier to handle and reduce human error. The ability to automate tasks means less time spent on data entry, more accurate results, and peace of mind that administrative processes are being dealt with as quickly as possible.

 

What is Xero?

Xero is a simple cloud-based accounting tool. It allows business owners to keep up-to-date with their finances whether they are in the office or on the go. Using leads to smoother finance processes as all bookkeeping tasks can be completed in one application.

How does Xero automation improve bookkeeping processes?

Xero automation improves bookkeeping processes by reducing laborious and repetitive tasks.  This saves time and reduces the risk of miskeying, leading to a slicker operation.

Automation also allows for 24/7, real-time reports. As Xero can help to automate processes behind the scenes, you’ll have a full picture of how your business is performing.  Knowledge is certainly power in this regard as it allows you to make informed decisions based on pre-analysed data.

One of the most frustrating things about manual data entry is the fact that human errors can easily occur, and this can cause havoc in your reporting if not discovered quickly. Implementing Xero automation eliminates silly mistakes, giving you have peace of mind that the data is correct.

 

What tasks can Xero automate?

Xero can automate a wide range of tasks that will benefit your business. For example, you can connect Xero to your bank accounts to create bank feeds. Once you’ve done this, your bank transactions will automatically be imported into Xero so you’ll know what money is coming in and going out of your business accounts at all times. As you can connect to multiple bank accounts, you’ll completely eradicate the need for manual imports and have all the data you need at your fingertips.

Likewise, if you link your bank account to Xero, you can set up rules for transaction categorisation. For example, your business gas and electric bill transactions could be automatically categorised in Xero as ‘Utilities’. You could also create rules for regular payments such as entertainment expenses, car parking charges and phone bills.

Screen print of a bank feed for a demo company in the Xero accounting system showing the sort code, account number, Xero balance, the statement balance and a daily balance amount represented in a graph.

Image courtesy of Xero

How can Zapier work with Xero?

Although Xero’s ability to automate tasks is impressive, you can take it one step further with the addition of Zapier. Zapier is a tool that allows you to connect over 6,000 apps together to create workflows of automated processes. By doing so, you’ll be able to save even more time to work on business growth, reduce the chance for manual data errors to occur, streamline your business processes, and keep every member of your team working in harmony. 

Text summary of what Zapier automation does : Connect your apps and automate workflows.

Image courtesy of Zapier

With Zapier and Xero, the possibilities are endless to create powerful automations. For example, you could create a workflow that links PayPal and Xero together. When a PayPal payment is received it can trigger a workflow within which Xero can automatically create an invoice for that payment. This could also be achieved with other payment gateways such as Stripe and many more.

Another example is to link Xero with Gmail to automatically create emails. You can create a workflow which is triggered when a new payment is received in Xero. This could automatically send a notification email via Gmail to your team members to alert them to the payment. Likewise, you could link Xero and Slack so weekly summaries of sales invoices in Xero are automatically sent to team members.

Xero can also be linked to Mailchimp, a popular email marketing platform. You can create a workflow which automatically adds clients to a Mailchimp subscriber list when their contact details are generated in Xero. This would allow you to then set up automatic Mailchimp email campaigns or monthly newsletters. 

Zapier gives you the ability to link thousands of apps to Xero, further enhancing the benefits of software automation. Being able to reduce the amount of manual input required for repetitive tasks not only saves you valuable time but makes the whole experience much less stressful.

Screen print from Zapier of a list of popular Xero automations including Create Xero Invoices from New Stripe Charges, Create Xero Invoices when Pipedrive Deals Reach Certain Stages and Get Slack Alert Messages For New Invoices.

Image courtesy of Zapier

You have peace of mind that the data is correct and, with the addition of linked apps via Zapier, will be able to automate other processes to keep your business running as smoothly as possible. This will make for a much more enjoyable experience for you, your team, and your clients.

Read more about how we used process improvement and workflow automation to save our client, One Year No Beer, 32 hours in weekly bookkeeping time.

  

More automation using Xero

If this story has inspired you to see how you can save time and money by connecting Xero with your other apps then we have some other automations you can try:

    Our other resources

    We also have plenty of free resources:

    And finally, our founder / chief problem solver / chief automator Kelly Goss’ new book, Automate It with Zapier, is out now and is the most comprehensive Zapier guide on the market. It will get you up and running and to the stage where you can build and debug advanced automations. Buy your own copy today directly from publisher Packt using this link.  Or here are links to Amazon (.co.uk) and Amazon (.com) if you prefer.

    Check out our automation training programme

    And finally, if you’re really keen to transform your business using automation, then visit the Solvaa Automation Academy. Our signature training programme, ‘Simple Automation Blueprint: Zero to Hero’ is aimed at anyone who wants to learn the fundamentals of business process automation from the experts – a sure-fire way to recession-proof your business.

    It’s an 8-week blended learning course with on-demand videos, templates, resources and weekly group coaching sessions. And it’s more than just a Zapier course (although we do show you how to use Zapier like a pro) as you’ll learn about Process Mapping, Business Process Improvement and Business Process Management too – principles that can be applied to other areas of business too! 

    Whether you are a complete novice or have been using Zapier for a while, our programme is for you. It’s perfect for individuals and teams in micro, small and medium-sized businesses, including solopreneurs, consultants and freelancers. You’ll have access to our experts and can participate in live calls where you can ask all your burning questions, as well as hands-on workshops to keep you on track with implementing your new skills. We run regular cohorts so there will be an opportunity for everyone to participate.

    Our head trainer, Kelly Goss, is a specialist in business systems, process improvement and automation, and one of less than 100 Zapier Certified Experts in the world. Kelly has many years’ experience in optimising systems and processes, and implementing automations for clients and is now passing on her knowledge to students through our trademarked ‘4-Step Solvaa Automation Methodology®‘. 

    Find out more via our dedicated Solvaa Automation Academy website.

    Solvaa is a process and automation consultancy specialising in improving sales, operations and financial administration workflows. We help you to simplify and streamline existing processes, integrate your business tools to make data transfer more efficient and automate manual tasks to increase productivity. We are Zapier Certified Experts, Pipedrive Certified Experts and Xero Certified Advisors. 

    Contact us today to discuss how Solvaa can help you simplify, improve and automate all aspects of your business with Xero and Zapier to save you time, reduce costs and keep you agile as you grow.

    Related Posts

    8 Fun automations to do with Zapier

      While there’s no denying that Zapier can be a powerful tool to save you time and money in your business, there are actually some really fun, cool automations you can do with it which aren’t work-related! New apps are being added all the time to the already-huge...
    Confused businessman standing at a crossroads with options to go left for Robotic Process Automation or right for Business Process Automation.

    Which type of automation tools suit a small to medium sized business?

    Automation is nothing new, with the first robot invented over 100 years ago (credited to Leonardo Torres y Quevedo for inventing a machine for playing chess if you're interested!), and manufacturing businesses first adopting the use of robots in their physical...

    The Advantage Of Automation

    Our Chief Problem Solver, Kelly Goss recently joined Shelley and Jo on the Virtually Amazing podcast to talk about the advantage of automation and how it can help businesses.  They also discussed how automation skills can be used by VAs to broaden their service...
    Turquoise letters of the alphabet flying around randomly.

    How to unlock the power of Zapier’s text formatter

    If you haven’t used Zapier’s inbuilt text formatting function then you may be surprised by just how powerful it is.  Many zaps process character data in one form or another, and if the data isn’t ‘clean’ then it won’t look neat when it’s output onto invoices, used in...
    Featured image for blog post: AI-tomation: How Zapier is using AI to make automation easy. Part 4: No code? No problem. Build an AI chatbot using Zapier.

    AI-tomation Part 4: No code? No problem. Build an AI chatbot using Zapier.

    Zapier's chatbots feature has graduated from its first version into beta, so if you've been thinking about creating your own AI chatbot, now's a great time to take the plunge! In this article, we'll cover how to create your chatbot and everything else that you need to...
    Female dentist examining a patient with a mirror whilst a male dental assistant looks on and smiles.

    Client Success Story : How Ascent Dental Group saved many hours of manpower by automating their dental practice

    Ascent Dental Group is based in the Midlands, with 36 reception and patient-care staff plus 35 dentists across four practice locations.  They wanted to implement automations to increase productivity, reduce manual administrative tasks and improve communication with...
    An invoice with pen and calculator showing line items of unit prices, quantity and line totals.

    What are line-items in Zapier and how can they help you be more productive?

    With all of the different features available to you through Zapier, it's easy for something important and useful be overlooked. That was why we wanted to share some lesser-known but still very helpful functions that can help make your life more productive!  Line-items...
    Flatlay showing a computer keyboard, notepad and pen with text overlay “Calculate lead to customer conversion times”.

    How To Calculate Lead To Customer Conversion Time

    When you’re running a business it’s important to stay on top of your figures, and you should measure key performance indicators to review performance and plan for the future.  One of these metrics is the lead time from when a prospect is created to when they become a...
    Blue background with electrical components arranged to look like robots with text overlay ‘Zapier Automation Project Showcase’.

    Zapier Project Showcase

      We work with such a diverse range of clients, many of whom had never heard of Zapier before they connected with us.  We understand that you may be unsure what kinds of apps can be connected using Zapier so thought we’d share a showcase of some of our key...
    Virtual assistant at a work desk facing the camera and smiling with a computer monitor in the foreground.

    5 Reasons why Virtual Assistants should learn automation

      When our chief problem solver, Kelly Goss spoke recently at the Practically Perfect PA Virtual Summit, she talked about the wealth of opportunities that automation can bring to Assistants and Online Business Managers.  After transitioning to a remote working...
    Flatlay with notebooks and pens, plant, glasses and text overlay which says ‘Supercharging Productivity With Automation Masterclass’

    Free Masterclass: Supercharging Productivity With Automation

      Our Chief Problem Solver, Kelly, recently had the pleasure of speaking at the Practically Perfect virtual summit for assistants, talking all about the tools and technologies which can help VAs, executive and personal assistants to boost efficiency. If you’re a...
    Jigsaw pieces which have text for the benefits of automation and a separate piece which says Automation Blueprint, as a concept of the blueprint being the missing piece of the jigsaw.

    Our automation blueprint : the perfect way to learn how to use Zapier

      We often talk about the benefits of business process automation but do you find the idea of automation a bit daunting? You may be keen to improve business performance, reduce human error and get rid of all the boring mundane tasks but wonder where on earth to...
    Flatlay of a macbook, glasses, coffee and plant on a dark desk with overlaid text saying 'Trello checklist for social media engagement'.

    How to automate creation of a Trello checklist for handling Twitter engagements

    Keeping on top of your social media accounts can be extremely time-consuming.  It takes so much longer than you think to create content and post it, and you can then waste hours on engagement. If you regularly nip in to check for comments then you can easily fall into...
    A laptop on a desk being used by a woman with fruit in the background. Overlaid with text which says : Optimising Xero to delivery cost and time savings. Includes a small Solvaa logo in the corner.

    Client success story : How OYNB saves over £2800/month by optimising Xero

    At Solvaa we love helping our clients streamline their business, saving them time and money in the process. A perfect example of this was our work with One Year No Beer where we helped slash 63% off their bookkeeping time, a massive 32 hours per week – nearly the...
    Illustration of a messy office with stacks of paperwork on the floor and a vintage robot working behind the desk

    How did Robbie the Robot reap the benefits of automation?

      You probably keep hearing about the benefits of automation but wonder how they can help you and your business.  Whether you’re a one-person-band or a large organisation, automation can be a real game-changer, but it can feel like a big step when you’ve got a...
    Automate ebook

    Download our free automation ebook

    Do you feel overwhelmed and busy ALL THE TIME?   Do you wish you could afford another pair of hands to do the boring, mundane tasks that suck up your time? I have the answer! I’m Kelly Goss, founder of Solvaa, business process automation specialists. It’s no...
    Split image, the left side featuring a green plant in a green plant pot with white text on a blue shape saying “Use Zapier To Send a Simple Drip Email Sequence”. The right side features an image of Kelly Goss with the Solvaa, Xero, Pipedrive Expert and Zapier Certified Expert logos.

    How To Use Zapier To Send A Simple Drip Email Sequence

    Setting up a drip sequence of emails is super simple using Zapier and will save you a ton of time.  You can trigger them when something key happens in your business, such as winning a new client.  Having an automated drip of emails means that you’ll never worry about...
    A piece of corrugated card with the text Process Automation on it, alongside a black market pen and some wooden discs with letters printed on them. This is overlaid with text which says : Automate tasks using Zapier : 5 quick wins! Includes a small Solvaa logo in the corner.

    Automate tasks using Zapier : 5 quick wins!

    Running a business can be a rewarding experience, but there’s no doubt that there are certain processes that take up far too much time.  Manual tasks that seemingly only take a couple of minutes can soon add up and often require a follow-up action too. For example,...
    Closeup of a man's hand over a laptop keyboard with a blank blue screen and folder and document icons floating over the screen.

    How to boost productivity using Zapier to automate Google Docs

    Creating documents is something that most businesses do every day, and it can be a time-consuming, manual task which is prone to error when the text or data is input incorrectly. Copying data from one app to another is so inefficient and the time wasted could be...
    Decorative image - The featured image for the Solvaa blog post "AI-tomation: How Zapier is using AI to make automation easy Part 5 - Wrapping up and looking forward"

    AI-tomation: How Zapier is using AI to make automation easy – Wrapping up and looking forward

    In this series about AI automation, we've been exploring how Zapier is weaving AI throughout it's product to enhance user experience and power up automation.   If you missed our previous posts, you can find them here:  Part 1: An overview of AI in Zapier Part 2:...
    Automate ebook

    Get our free ebook

    Learn about how business process automation with Zapier can help you to run your business on autopilot. The ebook is packed with real-life examples, use cases, and success stories. Whatever kind of business you have, you can use automation to help you work smarter, not harder.

    Thanks! Your ebook is on the way.

    Pin It on Pinterest

    Shares