Cloud Bookkeeping with Xero and QuickBooks

The problem is most businesses think cloud accounting is complicated. They've heard horror stories about setup costs, training nightmares, or software that's harder to use than it should be. But honestly? If you pick the right software (Xero or QuickBooks), get proper setup help, and have someone show you how to use it, it's actually way easier than spreadsheets.

We handle cloud bookkeeping setup and support for Xero and QuickBooks: we get you set up properly, connect your bank feeds, train you on how to use it (or handle it all for you if you prefer), and make sure you're MTD compliant. Whether you're a sole trader in Maidstone trying to get ready for MTD, a limited company in Medway that's outgrown spreadsheets, or a contractor in Canterbury who wants real-time financial reports, we'll get you sorted. No complicated jargon, no pushing software you don't need—just practical help getting your books into the cloud.

What this helps you do (fast)

• Automate bank reconciliation — Your bank transactions feed directly into Xero or QuickBooks automatically. You just review and approve them instead of manually typing everything in. Saves hours every month.
• Get real-time financial reports — See your profit and loss, cash flow, and balance sheet anytime. No more waiting until month-end to figure out how you're doing.
• Stay MTD compliant — Xero and QuickBooks are both MTD-compatible, so when MTD for Income Tax kicks in, you're already sorted. No last-minute panic.
• Access your books anywhere — Cloud means you can check your finances from your phone, tablet, or laptop. At home, in the office, on holiday—wherever you are.
• Automate invoicing — Create and send invoices directly from Xero or QuickBooks. Some clients can even pay you directly through the platform. Gets you paid faster.
• Integrate with other tools — Xero and QuickBooks connect with loads of other business tools (payment processors, inventory systems, CRM software). Everything talks to everything else.

How it works

Step-by-step process:

1. Discovery call — We chat about your business: what type of business you run, how many transactions you have per month, whether you're VAT registered, if you have employees, what your current bookkeeping setup looks like (spreadsheets, paper records, nothing at all), and whether you want to handle day-to-day bookkeeping yourself or want us to do it for you.
2. Software recommendation — We help you pick between Xero and QuickBooks based on what fits your business best. QuickBooks is usually better for smaller businesses or sole traders who want something simple. Xero is usually better for growing businesses or companies that need more features. Both are good, just different.
3. Software setup — We set up your Xero or QuickBooks account from scratch:
   • Chart of Accounts — We configure your accounts (income categories, expense categories, assets, liabilities) based on your business type
   • Business settings — Company details, tax settings, financial year dates, VAT registration details if applicable
   • Bank feeds — We connect your business bank accounts so transactions feed in automatically. Most UK banks support direct bank feeds with Xero and QuickBooks
   • User setup — We set up users, assign permissions, and make sure everyone who needs access can get in
4. Data migration — If you're moving from spreadsheets or another system, we import your historical data. We clean it up, fix any errors, and make sure everything balances. This usually takes a few days depending on how much data you have.
5. Training — We train you (or your team) on how to use the software. Usually this is a 2-hour session where we walk through the basics: how to approve bank transactions, how to create invoices, how to run reports, how to reconcile accounts. If you want us to handle the bookkeeping for you, we skip the training and just do it ourselves.
6. Ongoing support — Once you're set up, we're here for ongoing support. Monthly bookkeeping if you want us to handle it, or ad-hoc help when you get stuck. We also handle software updates, make sure your bank feeds stay connected, and help with any issues that come up.

What we handle:

• Software setup and configuration
• Bank feed connections
• Chart of Accounts setup
• Data migration from spreadsheets/old systems
• Training (or we do the bookkeeping for you)
• Ongoing monthly bookkeeping support
• MTD compliance setup
• VAT return preparation (if you're VAT registered)

Most setups take about a week from start to finish. Training is usually a 2-hour session. If we're migrating data from spreadsheets, add a few extra days for data cleanup.

Costs & timelines

Pricing factors:

• Software choice — QuickBooks is usually cheaper than Xero (QuickBooks starts around £12/month, Xero starts around £14/month). Both have different pricing tiers based on features you need.
• Setup complexity — Simple setup (new business, no historical data) costs less than complex setup (existing business with years of spreadsheet data to migrate).
• Training needs — If you want training, that's included. If you want us to handle all the bookkeeping for you, that's monthly bookkeeping fees on top of setup.
• Ongoing support — Monthly bookkeeping costs extra (usually £100–£300/month depending on transaction volume). Ad-hoc support is available if you're handling it yourself.

Commonly reported ranges by local providers:

• Setup (one-off): £300–£600 depending on complexity (includes software configuration, bank feeds, Chart of Accounts, data migration if needed, training session)
• Software subscription: £12–£35/month depending on which software and which plan you choose (this is paid directly to Xero/QuickBooks, not us)
• Monthly bookkeeping: £100–£300/month if you want us to handle ongoing bookkeeping (separate from setup)

Why cloud bookkeeping setup costs more than just buying software:

• Proper setup prevents problems later (wrong Chart of Accounts, incorrect tax settings, bank feeds not working)
• Data migration takes time (cleaning up spreadsheet errors, fixing balances, making sure everything imports correctly)
• Training ensures you actually use the software (lots of businesses buy software, set it up wrong, and never use it properly)

Timeline: Setup usually takes about a week (3–5 working days). Training is a 2-hour session. If we're migrating data from spreadsheets or old systems, add 2–3 extra days. Once you're set up, monthly bookkeeping (if you want us to handle it) takes about 1–2 days per month from when we get your data.

No hidden fees. Setup price includes everything (configuration, bank feeds, training, data migration). Software subscription is paid directly to Xero or QuickBooks. Monthly bookkeeping is separate if you want ongoing support.

Kent (UK) focus

We work with businesses across Kent who are moving to cloud accounting: sole traders in Maidstone getting ready for MTD, limited companies in Medway outgrowing spreadsheets, contractors in Canterbury wanting better financial visibility, and small businesses throughout Kent looking to automate their bookkeeping.

Kent businesses face the same MTD deadline as everyone else—April 2026 for MTD for Income Tax if you're earning over £50,000. The difference is when you move to cloud accounting early, you're not scrambling at the last minute. You've got time to learn the software, get comfortable with it, and make sure everything's working properly before the deadline hits.

Common Kent scenarios:

• Sole traders — Getting ready for MTD, moving from spreadsheets to cloud accounting, wanting automated bank reconciliation
• Limited companies — Outgrowing spreadsheets, needing better financial reporting, wanting real-time cash flow visibility
• Contractors — Tracking income and expenses properly, preparing for IR35 compliance, wanting mobile access to financial data
• Small businesses — Automating bookkeeping to save time, improving financial reporting, staying MTD compliant

MTD compliance is coming:

• If you're earning over £50,000, MTD for Income Tax starts April 2026
• Cloud accounting software (Xero or QuickBooks) is the practical solution—spreadsheets won't work
• Moving early gives you time to learn and adjust before it's mandatory

Remote-first, Kent-focused. We don't need to meet in person (though we can if you prefer), and we understand what Kent businesses are dealing with. MTD deadlines, moving from spreadsheets, wanting better financial visibility—we've helped loads of Kent businesses get sorted, and we know how to make it painless.

FAQs