Accounting automation / system boundary

Accounting automation without the second entry

Automate accounting with BSimple — Xero integration, invoicing, and financial reporting for your business.

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Prepare → review → sync

01BSimple recordOrder, quantity, price and SKU

02Review boundaryCheck the invoice before approval

03Xero responsibilityReceive the approved accounting record

BSimple customer invoices showing invoice status and accounting actions — The review point is visible before the operational record crosses into Xero.

01 / start with the source record

Never repeat a task when the operational record already contains the answer.

BSimple has been designed with a philosophy of never repeating a task.

Lets take a good look at the internals for the BSimple platform and understand how we have developed the platform to automate as much as possible for the business accounting.

This is really going to save you on time: Spent inside Xero, Liasing and supplying information to your bookkeeper (whether internal or external), Supplying information for accounting compliance, Supplying information to government bodies. For a broader overview, see our accounting software guide, and explore how small businesses use HR management software and expense management software alongside their accounting stack.

As a piece of data enters the BSimple system, we take care to make sure this doesn't have to be re-entered again. Primarily this is done when a customer generates an order. By inputting quantities against each order item, they are in fact generating a number of pieces of data all of which make up the final invoice. The quantity, the price, the gst, the product SKU and the invoice that both of these relate to can all be deduced at the time of input. This data then flows through for validation from an admin & potentially gets added to a purchase order.

Next the same set of data will be transformed into an invoice and pushed into Xero (or elsewhere as required), it will most likely be printed for pick and pack and/or shipping. Finally it will be locked in as an approved invoice and be readily available for future reference for both the end customer and the business owner.

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The responsibility split

Automate the preparation. Keep the responsibility clear.

BSimple preparesThe team reviewsXero receives

Order quantities, price, GST and SKUValidate the customer orderApproved invoice record

Stock movement and purchase contextCheck exceptions and changesAccounting and reference data

Monthly stock tallyConfirm the valuation inputsJournal-entry information

02 / review before sync

A useful automation leaves a deliberate handoff.

BSimple can prepare the invoice, stock signal and purchase context, but approval remains a visible decision. Correct the operational record before it becomes the accounting record; then let Xero remain the system of record for the approved invoice.

03 / recurring tasks

Remove repetition from the work around the ledger.

Inventory valuation

Track inventory levels

There is built in automation to track inventory levels, so at the start of each month the BSimple platform runs an automated process to tally up stock at hand and records it for your bookkeeper and accountant to reference. This figure is typically added as a journal entry into Xero, and is used to calculate the actual profit.

Actual profit is generally the following equation (simplistically): (sales – purchases) – (closing stock – starting stock).

Sales − purchases−Closing stock − starting stockActual profit

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Supplier response

Managing Supplier Purchase Orders

BSimple is designed to be intimately involved in the day to day operations of your business. You'll get the most out the system when you make full use of the purchasing features. You can be extremely granular by setting par levels, detailing all SKU's and doing daily/weekly/monthly purchase orders all with a few clicks.

Because you generate the Purchase Order, when the supplier responds you'll just have to adjust the PO and receive it. Normally this means removing any out of stock items (or using the split feature if they are backordered). Either way, the BSimple automation will save you some serious time here.

Because BSimple was initially born while running packaging company where all profit is made when you buy, and when you tightly monitor your product lines. This is hard work, and its very tedious.

Set par levels and detail every SKU
Adjust the purchase order when the supplier responds
Receive the order and keep backorders visible

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A cleaner accounting handoff

Keep the operational detail in BSimple. Send the reviewed record to Xero.

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