Xero Setup - Built for Your Business

Make Xero Work For You From Day One

Xero can do a lot, but the way you set it up and the processes you build around it will determine how much it helps your business. There are multiple ways to manage invoices, track expenses, handle payroll, connect payment gateways, and automate bank feeds.

We will guide you through these choices so you can decide what will work best for your business now and in the future. Together, we will design your Xero setup and bookkeeping processes so you can work with clarity and confidence. You will understand how to use the features you need, and you will have support while you get up and running.

That is why every setup we do starts with a Requirements & Planning Session. This is a stand-alone 90-minute working session, delivered via Google Meet, where we map out your needs and we demonstrate the options available so you can make informed decisions about which functions you’ll use and how your workflow will operate. The session is recorded so you can refer back to it at any time.

This is a paid consulting service, independent of any setup work. You might find the session gives you the confidence to complete the setup yourself, or you can choose to have us prepare a fixed-price quote to do it for you. Because of the time we have spent clarifying your requirements, the quote will never be one size fits all. It will be exactly what you need and nothing you do not.

Step 1 - Requirements & Planning Session

Before we provide a fixed price setup quote, we will meet via Google Meet to work through the setup decisions that apply to your business. Every business is different, so we only focus on what is relevant to you. For example:

• Choosing the right Xero start date so you avoid rework or missing transactions

• Deciding whether to bring in historical data and how far back to go

• Working out whether opening balances are required and where they will be sourced from

• Aligning your cut-over with BAS, IAS, superannuation and other lodgement dates

• Working out the level of work involved in setting up your access to the ATO portals you will need, including those that identify you and your business, and allow you to lodge BAS, set up Single Touch Payroll, and meet other compliance requirements

• Deciding how you will record expenses, whether directly in “Spend Money” or through “Bills” and the GST and reporting implications of each

• Selecting your receipt and bill capture method (Hubdoc, Dext, direct in Xero, or another tool)

• Determining how you will pay yourself, for example, setting up director’s payroll or using an alternative method

• Selecting the right payment gateway and whether it is worth integrating now or later

• Deciding on bank feed structure and whether to connect merchant accounts like PayPal separately

• Reviewing any changes needed to your chart of accounts for clearer reporting

• Identifying other integrations or add-ons that could improve your workflow

By the end of this session, you will have a clear understanding of your setup choices and the confidence that every decision has been made intentionally. You can take this insight and set up Xero yourself if you feel comfortable, or we can prepare a quote to complete the setup for you.

Step 2 – Fixed Price Quote

After the Requirements & Planning Session, we will prepare a fixed-price quote based on:

• The agreed setup requirements

• The level of configuration and customisation needed

• Any additional training or consulting time

You will know exactly what you are getting, what it will cost, and when it will be delivered.

Step 3 – Xero Setup & Handover

Once you approve the quote, we will:

• Create and configure your new Xero file

• Set up your chosen integrations and payment gateways

• Load your opening balances if applicable

• Hold one Google Meet session to complete any tasks that require your authorisation, such as setting up bank feeds or payment gateway accounts

• Provide a detailed handover walkthrough video for you to keep, so you know exactly how to use your new file. Extra training sessions can be provided if needed

You will also get 4 weeks of post-setup email support to help you settle in and keep things running smoothly.

Why We Work This Way

Rushing a setup often means revisiting the same work later. Taking the time to get it right from the start means you get a Xero file that works for you, gives you clean data, and keeps you compliant from day one.

Start with a Discovery Call

Your first step is a quick Discovery Call. We will talk about your business, discuss your goals and confirm whether my Xero setup process is the right fit for you. If it is, we will explain how the Requirements & Planning Session works and send you the details so you can decide if you would like to proceed.