Bookkeeping & Xero

Keeping the records straight, and getting Xero doing the work it should.

• Are you a Xero Platinum Partner?

  Yes. CASS is a Xero Platinum Partner, which reflects the volume of work we do in Xero and our experience supporting businesses that use it. It also means we can offer preferential pricing through CASS under our current subscription arrangements, confirmed with the VAT treatment and terms before you proceed. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• Can I buy my Xero subscription through CASS?

  Yes. We hold the subscription and bill you for it at our preferential pricing through CASS. We'll confirm the current price, VAT treatment and subscription terms before you proceed, along with your access arrangements and how a future handover would work. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• Can I change my Xero plan later?

  Yes. Xero plans can generally be changed as your business needs develop, subject to the features and terms available at the time.

• Can I change plan later?

  Yes, up or down, as the business changes. We'll review it with you rather than let you drift onto the wrong plan — and if your volumes have dropped, we'll tell you to downgrade.

• Can I contact you with a quick Xero question?

  Where Xero support is part of your agreed services, yes — routine questions are included and you can ask your named contact. We respond during office hours. If your question needs investigation, we'll explain the next step and give you an expected response time. For urgent matters, please call us and explain the deadline. Training or a larger piece of configuration work is quoted separately, and we'll say so before starting.

• Can I do my own bookkeeping?

  You can do your own bookkeeping if you understand the records required, keep them current and are confident that VAT and accounting treatments are being handled correctly.

• Can I get the Xero discount without becoming a client?

  Yes. You can take a Xero subscription through CASS at our preferential pricing without taking any bookkeeping, accounts or other accounting services from us. We'll confirm the current price, VAT treatment and subscription terms before you proceed. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• Can I transfer my existing Xero subscription to you?

  Usually, yes — this is a billing transfer rather than a data migration: your organisation, history, bank feeds, users and settings stay where they are. We check the existing subscription arrangements, permissions and any approvals needed before proceeding, and confirm your access arrangements and how a future handover would work. Your business records remain yours.

• Can I use Xero on my phone?

  Yes. Xero provides mobile apps for a range of everyday tasks, although some functions are easier to complete in the full browser version.

• Can Xero automate my bookkeeping?

  Bank feeds, bank rules, repeating invoices and document capture can remove a lot of repetitive bookkeeping. Integrations can automate more of the workflow where the business needs them.

• Can Xero connect to other apps?

  Yes. Xero connects with many third-party applications for document capture, payments, expenses, reporting and industry-specific processes.

• Can Xero handle multiple currencies?

  Selected Xero plans include multi-currency features. We will check whether this is needed when recommending a plan.

• Can Xero produce invoices?

  Yes. You can create and send branded sales invoices, track whether they are paid and send reminders.

• Can Xero replace every business system?

  No. Xero is the accounting core, but some businesses also need specialist systems for stock, projects, practice management, ecommerce or other operations.

• Can Xero run payroll?

  Xero offers payroll features in the UK, with employee limits and functionality depending on the subscription. We can advise on the right setup.

• Can Xero track bills I need to pay?

  Yes. Supplier bills can be entered, approved and monitored so you can see what is due and when.

• Can Xero training be delivered online?

  Yes. Remote training allows us to work directly in your setup while sharing screens and demonstrating practical tasks.

• Can bookkeeping help me understand my cash flow?

  Yes. Accurate, current bookkeeping gives you a much clearer picture of what is owed, what needs paying and how much cash is really available.

• Can my accountant see my Xero account?

  Xero allows you to invite your accountant or bookkeeper as a user so you can both work from the same accounting data. Access can be controlled through user permissions.

• Can purchase invoices be approved before they are paid?

  Yes. You can set up a process where the appropriate person checks the supplier, goods or services, amount and coding before payment. Tools such as Dext, Apron and ApprovalMax can support approval workflows connected to Xero, subject to the plans and configuration used. Invoice approval and payment authorisation are separate controls. CASS can help assess a suitable workflow, with your business retaining the agreed approval responsibilities.

• Can several people access Xero?

  Yes. You can invite users and give them access appropriate to their role. They call be logged in and working at the same time

• Can you bring sales from several platforms into Xero?

  Yes, where suitable integrations are available. Tools such as Dext Commerce can bring supported sales channels and payment-provider data into Xero. We agree how transactions will be posted and check that sales are not duplicated between the shop, marketplace and payment provider. Integration availability, subscription costs and the level of detail needed are confirmed as part of the setup.

• Can you catch up overdue bookkeeping?

  Yes. We regularly help businesses bring overdue records up to date. Catch-up work is priced as a one-off on top of the monthly fee, and it is on the pricing page with everything else — tell it how far behind you are and you will see an indicative cost. Prices shown are plus VAT. The figure on the pricing page is indicative, based on the information you give us: we verify the scope on your Discovery Call and confirm your fee in a written proposal before any work begins.

• Can you chase my customers for payment?

  Credit control support can be discussed as part of your service. We will agree exactly what communication and follow-up you want us to handle.

• Can you clean up inaccurate bookkeeping?

  Yes. We can identify errors, correct the records and put better processes in place so the information remains reliable.

• Can you correct VAT coding errors in Xero?

  Yes. We can review tax rates and historic entries and advise on any VAT return corrections that may be needed.

• Can you correct duplicate transactions in Xero?

  Yes. We can identify duplicates and remove or reverse them carefully without damaging the audit trail.

• Can you fix a messy Xero file?

  Yes. We can diagnose the problems, agree priorities and carry out a structured clean-up.

• Can you fix an incorrect bank balance in Xero?

  Yes. We will trace the difference, which may involve opening balances, duplicated feeds, deleted transactions or reconciliation errors.

• Can you fix unreconciled bank transactions?

  Yes. We can review the reconciliation history, identify missing or duplicated items and correct the position.

• Can you fix years of historic errors?

  Yes. We'll assess the work required and recommend the best approach.

• Can you help if my bookkeeping has fallen behind?

  Absolutely. We regularly help businesses catch up and get everything back on track.

• Can you help integrate Xero with another system?

  Yes. We can review available integrations and help with setup where practical. Some systems may require support from the software provider or an integration specialist.

• Can you help me move onto Xero?

  Absolutely.

• Can you manage my sales ledger?

  Yes. We can help maintain customer balances, allocate receipts and provide information to support credit control.

• Can you move me from FreeAgent to Xero?

  Yes. We can transfer the relevant information and configure Xero around the way your business works.

• Can you move me from QuickBooks to Xero?

  Yes. We can plan and manage a migration from QuickBooks to Xero.

• Can you move me from Sage to Xero?

  Yes. We can review your Sage data, agree what should be transferred and manage the move to Xero with as little disruption as possible.

• Can you move me from spreadsheets to Xero?

  Yes. We can use the available records to create a suitable opening position and help you move to a more reliable cloud-based system.

• Can you process purchase invoices?

  Yes. We can help capture, review and record supplier invoices using suitable cloud software and agreed approval processes.

• Can you provide Xero support without doing all my accounts?

  Possibly. You can take a Xero subscription through CASS without any accounting services. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately. We'll talk through the level of support you need and confirm what we can provide and the fee before anything starts — some services are only available alongside our ongoing monthly bookkeeping.

• Can you provide Xero training in person?

  Yes, where appropriate and agreed in advance.

• Can you provide advanced Xero training?

  Yes. Training can cover more detailed reporting, controls, tracking, workflows and other features relevant to experienced users.

• Can you provide financial reports from my bookkeeping?

  Yes. We can turn up-to-date bookkeeping into regular reports and practical insights through our Strategic Review & Insights service.

• Can you recommend apps that work with Xero?

  Yes. We recommend apps only where they solve a real problem and fit the way your business works.

• Can you reconcile my bank accounts?

  Yes. Regular bank and credit card reconciliations are an important part of making sure your records are complete and accurate.

• Can you review my existing Xero setup?

  Yes. We can assess settings, accounts, bank reconciliations, tax rates, user access and reporting to identify improvements.

• Can you tailor Xero to my business?

  Yes. We configure Xero around your reporting needs, processes and responsibilities rather than relying on a generic setup.

• Can you take over my Xero organisation from another accountant?

  Usually, yes. We check the existing subscription arrangements, the permissions and any approvals needed, then arrange the appropriate access and, where relevant, the subscription transfer. Your business records remain yours, and we confirm your access arrangements and how a future handover would work. Timing depends on cooperation from the existing provider.

• Can you work with my existing bookkeeper or finance team?

  Yes. We can work alongside internal staff or another bookkeeper, with clear responsibilities agreed from the outset.

• Can you work with my existing bookkeeping?

  Yes. Whether you're starting from scratch or already have records in place, we'll pick things up from where you are.

• Do I have to use Xero to work with CASS?

  Our practice is built around Xero, so businesses using our ongoing accounting services will normally need to use or move to Xero.

• Do I have to use Xero?

  Yes, we specialise exclusively in Xero because we believe it offers the best experience for our clients. If you’re not currently using Xero we can help move you across.

• Do I need a bookkeeper and an accountant?

  Bookkeeping keeps the underlying financial records accurate and current. Accounting turns those records into statutory accounts, tax returns and other formal reporting.

• Do I still need an accountant if I use Xero?

  Xero records, organises and reports financial data. An accountant checks the treatment, deals with tax and statutory obligations and helps interpret what the figures mean.

• Do you help businesses switch to Xero?

  Yes. We can manage the move from your current software to Xero, including planning, data transfer, setup, checks and support after going live.

• Do you offer Xero training for teams?

  Yes. We can train several team members and tailor the session to their different responsibilities.

• Do you offer discounted Xero subscriptions?

  Yes — preferential pricing through CASS, under our current subscription arrangements, with or without accounting services from us. We'll confirm the current price, VAT treatment and subscription terms before you proceed. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• Do you offer one-to-one Xero training?

  Yes. Training can be delivered one-to-one and tailored to the tasks you need to complete.

• Do you provide bookkeeping for charities or social enterprises?

  Yes. We support a range of organisations, including social enterprises. We will first make sure our experience and service are suitable for your particular requirements.

• Do you provide ongoing Xero support after training?

  Yes, where it's part of your agreed services, so you have someone to ask when questions arise. We respond during office hours. If your question needs investigation, we'll explain the next step and give you an expected response time. For urgent matters, please call us and explain the deadline. We'll confirm what's included, and anything beyond it is quoted separately.

• Do you support all versions of Xero?

  Yes.

• Do you support businesses selling through Shopify, Amazon or Etsy?

  Yes. CASS can support online sellers with bookkeeping in Xero and help connect suitable sales platforms using tools such as Dext Commerce. We look at sales, fees, refunds, settlements and VAT rather than recording only the amount that reaches your bank. The right setup depends on your platforms, volumes and countries of sale, and we confirm the integrations and service scope before starting.

• Does CASS support QuickBooks or FreeAgent?

  Our ongoing accounting and software support is centred on Xero. We can, however, help you migrate from QuickBooks, FreeAgent or another system to Xero.

• Does CASS support Sage?

  CASS is a Xero-focused practice. We can help businesses move from Sage to Xero, but we do not provide ongoing Sage support.

• Does Xero connect to my bank?

  Xero can connect to many banks and automatically import transactions through bank feeds, subject to bank availability and authorisation.

• How do I know whether an online product is profitable after fees, delivery and returns?

  Start with sales excluding VAT where applicable, then deduct product costs, platform and payment fees, packaging, fulfilment, delivery and the expected cost of returns. Advertising costs can also change the picture. Look at profit by product or channel rather than relying on the headline selling price. CASS can help build reporting that shows which sales contribute enough towards overheads and profit.

• How do I prevent the same invoice being entered or paid twice?

  Use one agreed collection process and check supplier names, invoice references, dates and amounts before posting or paying. Distinguish original invoices from copies, reminders and statements. Duplicate-detection tools can help, but they do not replace review. Before a payment run, check what is already paid or scheduled and reconcile supplier balances. CASS can help establish controls that reduce the risk without promising every duplicate will be caught.

• How do I reimburse myself for business expenses I paid personally?

  Keep the receipt, explain the business purpose and record the cost through the correct expense or asset account. For a company, record what it owes you before matching the repayment. For a sole trader, money taken back is usually drawings rather than a second business expense.

• How do I send receipts and invoices to CASS?

  We use secure cloud tools that allow you to photograph, upload or email documents, reducing the need to keep and deliver paper records.

• How long does a Xero migration take?

  The timetable depends on the quality and volume of the data, the system you are leaving and the complexity of your setup. We review it, agree what information and historical periods are brought across and give you a clear plan — including anything that needs to remain in an accessible archive. Cooperation from existing providers affects timing.

• How long does it take to switch accountants?

  It depends on the records available, the systems involved and cooperation from your existing provider. We write for professional clearance and the records, agree what information and historical periods come across, set up software access and agree a cut-off date so nothing falls between the two of us. You don't have to have an awkward conversation first, and there is no need to wait for your year end.

• How long does migration take?

  It depends on your existing software, the volume and quality of the records and what history you want brought across. We review it first, agree the scope and give you a clear plan — and we explain any limitations, including anything that needs to stay in an accessible archive rather than transfer.

• How long should I keep my accounting records?

  HMRC and Companies House record-retention requirements vary depending on whether you trade through a company, as a sole trader or partnership, and on the type of record. Keep records for at least the statutory period that applies to you.

• How much does Xero cost?

  Xero subscriptions are on our pricing page with everything else, with our preferential pricing through CASS already applied, so you see a current figure rather than a stale one. Tell it roughly how many invoices and bills you handle and whether you need payroll, and it works out which plan fits and what it costs. Prices are plus VAT, and we confirm the current price, VAT treatment and subscription terms before you proceed. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• How often will my bookkeeping be updated?

  We update your bookkeeping at the frequency agreed for your business. Where daily processing is included, that means working days, and it depends on records being available — missing information, queries and adjustments can affect when transactions are finalised. Other packages are weekly or monthly.

• How often will my bookkeeping be updated?

  We update your bookkeeping at the frequency agreed for your business. Where daily processing is included, that means working days, and it depends on records being available — missing information, queries and adjustments can affect when transactions are finalised. Other packages are weekly or monthly.

• How quickly will CASS reply to my message?

  We respond during office hours. If your question needs investigation, we'll explain the next step and give you an expected response time. For urgent matters, please call us and explain the deadline.

• How should I reconcile cash takings and till differences?

  Reconcile recorded sales to the cash counted, card settlements, refunds and other movements. The amount banked is not always the day’s sales. Keep a clear cash record and investigate differences promptly instead of changing sales figures simply to force the till or bank reconciliation to balance.

• How should I record customer deposits and payments received before work starts?

  Record the payment against the customer and contract, then check when it becomes earned income. Under accruals accounting, an advance payment is often held as a liability until the relevant goods or services are provided. VAT may become due sooner, so the two treatments need separate checks.

• How should construction retention payments be recorded?

  A retention is an amount held back under the contract, usually until specified conditions are met. Track it separately from normal invoice balances and record its expected release dates. Revenue recognition, VAT and CIS each have their own rules, so the retention should not simply be treated as a discount.

• How should marketplace fees, refunds and chargebacks be recorded?

  Record them separately from gross sales, using the platform’s transaction and settlement reports. A refund reduces the original sale where appropriate, fees are assessed as costs, and chargebacks need review to establish what happened. VAT treatment can differ between the sale and each fee. CASS can help map these transactions into Xero and reconcile the resulting payouts without double-counting sales.

• Is CASS a cloud accounting firm?

  Yes. We use cloud technology to give clients faster access to information, simpler processes and better visibility over their finances.

• Is Xero cheaper through an accountant?

  It can be. We can offer preferential pricing through CASS under our current subscription arrangements, compared with subscribing direct, and you don't need to take any accounting services from us to use it. We'll confirm the current price, VAT treatment and subscription terms before you proceed. Taking a Xero subscription through CASS does not create an accounting engagement. Any additional services and support will be agreed separately.

• Is Xero enough on its own?

  Xero is excellent at holding accurate records and showing you what is in them. What it cannot do is decide what should go in, check that it went in correctly, or tell you what the numbers mean for the decision you are about to make. Good software plus nobody looking at it is still nobody looking at it.

• Is Xero right for my business?

  Xero suits many small and growing businesses that want cloud access, bank feeds, invoicing, digital records and an accounting platform that can connect with other business apps. It's particularly useful when the business and its accountant need to work from the same live data.

• Is Xero secure?

  Xero uses established security measures, but users must also protect their accounts with strong passwords, multi-factor authentication and sensible access controls.

• Is training suitable for beginners?

  Absolutely.

• Is your Xero training suitable for beginners?

  Yes. We can start with the basics and build confidence at a comfortable pace.

• What bookkeeping services do you provide?

  We can keep your accounting records up to date, reconcile bank and credit card accounts, process transactions, manage customer and supplier records and provide regular financial information.

• What documents do you need for bookkeeping?

  Typically, we need access to bank information, sales records, supplier invoices, receipts and details of any transactions that are not clear from the records.

• What does a good bookkeeping service actually include?

  A good bookkeeping service keeps bank transactions, sales, purchases and expenses complete and reconciled. It should deal with the detail consistently enough that the numbers can be relied on rather than repaired at year end.

• What financial systems should I put in place when starting a business?

  Start with a separate business bank account, cloud accounting software, a method for capturing purchase invoices and receipts, and a clear process for raising sales invoices and chasing payment. If you have staff, add payroll and pension processes from the outset.

• What happens if my bookkeeping falls behind?

  When bookkeeping is behind, you can't rely on the accounting system to tell you current profit, cash commitments, customer debts or VAT. Decisions then start being made from the bank balance or incomplete information.

• What is Xero?

  Xero is cloud accounting software that allows businesses and their advisers to work from the same up-to-date financial information.

• What is included in a Xero setup?

  A setup may include organisation details, financial settings, bank feeds, chart of accounts, invoice templates, users, opening balances and agreed integrations.

• What is the difference between Dext, Apron and Xero’s document capture?

  All three can help collect invoices and receipts and extract information for bookkeeping. Xero’s Smart Document Capture works within Xero’s Documents area. Dext provides document capture and connected bookkeeping workflows, while Apron offers invoice capture alongside payment-related tools. The right choice depends on your volumes, approval needs, integrations and subscription. CASS can assess the setup rather than assuming one tool replaces every other tool. Extracted information still needs appropriate checks.

• What receipts and invoices do I need to keep?

  Keep sales invoices and the invoices or receipts supporting business purchases and expenses. Bank transactions on their own do not always explain what was bought or whether the cost has the correct tax treatment.

• What should I do if I suspect someone has accessed my accounting account?

  Act promptly. Use the provider’s official recovery process, secure the account from a trusted device and alert your IT support and CASS. Check for unauthorised changes, especially payment details. If money or personal information is affected, further reporting may be required.

• What should I do if my Xero bank feed stops updating?

  Check whether the connection needs reauthorising, whether the bank or Xero reports a service issue, and the date of the last imported transaction. Reconnect using the bank’s secure process where appropriate. If missing transactions need a manual import, check the date range carefully to avoid gaps or duplicates. Do not delete the account or existing records as a first step. CASS can help get your feeds up and running again.

• What should Xero be set up to do for my business?

  Xero should have the correct business details, financial year, VAT settings, chart of accounts, bank feeds and opening balances. If those foundations are wrong, automation simply produces incorrect information more quickly.

• What's the difference between bookkeeping and accounting?

  Bookkeeping maintains the records: transactions recorded, bank accounts reconciled, invoices and receipts filed, so the numbers are accurate and current. Accounting interprets and reports those records: statutory accounts, tax returns and the management reporting you make decisions from. The two overlap, and good bookkeeping is what makes the accounting useful rather than historic.

• When is the best time to move to Xero?

  A year-end or VAT quarter-end can be convenient, but it is not essential. We will recommend a suitable date based on your circumstances.

• When should I issue a credit note rather than edit or delete an invoice?

  A credit note usually records a genuine reduction or cancellation of an issued invoice while preserving the original transaction. The right action depends on what changed, whether payment or VAT reporting has happened, and whether the document is still a draft. Keep a clear audit trail.

• When should I outsource my bookkeeping?

  If bookkeeping is regularly behind, evenings are being spent uploading receipts, VAT deadlines create a rush, or you no longer trust the figures in the software, the business has probably outgrown doing it informally.

• When should I set up Xero for a new business?

  Ideally, set Xero up when the business starts or as soon as you decide to use it. Starting with clean opening balances and bank feeds is much easier than rebuilding several months of activity later.

• When should I write off an unpaid customer invoice?

  Consider a write-off when there is evidence that an invoice, or part of it, is unlikely to be recovered. Being overdue alone is not enough. Check the collection history, disputes and customer circumstances, then record the decision correctly. Tax relief and VAT bad debt relief have separate rules.

• Which Xero package do I need?

  For most small businesses it comes down to volume and payroll. If you raise a handful of invoices a month, an entry-level plan is usually plenty. If you're running payroll, dealing in more than one currency, tracking projects or processing a lot of bills, you'll need one of the higher plans. Our pricing page asks for those volumes and tells you which plan fits and what it costs — including if that's a cheaper plan than you're on now.

• Which Xero plan do I need?

  The right plan depends on your transaction needs, payroll, reporting and additional features. We will review your business and recommend the most appropriate subscription.

• Why does CASS recommend Xero?

  We believe Xero gives small and medium-sized businesses a strong combination of accessibility, automation, reporting and integration with other cloud tools.

• Why doesn’t the amount paid into my bank match my online sales?

  A marketplace or payment provider may deduct fees, refunds, chargebacks or reserves before paying you. The payout may also combine sales from different dates. Recording the bank receipt as total sales can therefore give a misleading picture of turnover and costs. Reconcile the settlement report to the individual sales and deductions. CASS can help set up a process that explains the difference.

• Why is up-to-date bookkeeping important for business decisions?

  Bookkeeping that is six months behind can still produce annual accounts, but it can't help much with a decision today. Current records turn bookkeeping from an administrative task into the foundation for management information.

• Why should I outsource my bookkeeping?

  Outsourcing gives you accurate, up-to-date records without taking time away from running your business. It also gives you access to an experienced team rather than relying on one person.

• Will I lose my existing data?

  We agree in advance what information and historical periods will be brought across, then check the migration and explain any limitations. Some older records or attachments may need to remain in an accessible archive rather than transfer directly, so you keep them without them sitting inside the new system. Timing depends on the records available, the systems involved and cooperation from existing providers.

• Will I lose my historical data when moving to Xero?

  We agree what history is transferred or retained before the migration starts, check the result and explain any limitations. Some older information or attachments may stay available in your previous system or in an accessible archive rather than transferring into Xero. What is practical depends on the system you are leaving and the data it can export.

• Will I own my Xero data if the subscription is through CASS?

  Your business records remain yours. Where CASS administers the subscription, subscription administration and user access are separate from ownership of the records: we explain the access arrangements and permissions, and how a future handover or subscription transfer would work, before you proceed.

• Will I still own my Xero data?

  Your business records remain yours. Subscription administration and user access are separate things from ownership of the records, so we confirm your access arrangements, the permissions involved and how a future handover would work — including what a transfer would need if you moved the billing back or moved elsewhere.