When accounting software feels hard to use, the brand is not always the problem. A chart of accounts that does not fit the business, incorrect GST settings or opening balances brought across from the wrong date can create extra work in any system.

A sound setup should make routine bookkeeping easier: transactions are easier to code, reports make sense, and the owner knows what to send to the bookkeeper. These are the checks that prevent avoidable rework.

Build the accounts around the business

Set up income and expense categories that reflect how the business actually operates. A trade business may need to separate materials, subcontractors and job costs. A professional service may need a clearer view of different service lines. Too many categories make routine coding harder; too few can hide useful detail.

Check GST codes and BAS settings

Review the GST code on common sales and purchases before transactions accumulate. Make sure the reports use the right dates and tax settings, and investigate uncoded or unusual transactions before preparing a BAS. If a transaction or tax treatment is unclear, get advice from the right registered tax professional.

Bring across balances from the correct date

When moving to new software, confirm the conversion date, bank balances, unpaid customer invoices, supplier bills, loans and any other opening balances. Reconcile the first bank statement in the new system against the real account. A tidy-looking dashboard is not proof that the opening figures are correct.

Connect only the tools that help

Bank feeds, payroll and receipt-capture tools can reduce rekeying, but only when their roles are clear. Decide who reviews each feed and document, how often reconciliations happen, and where approvals sit. Dext or Hubdoc may help with receipts and bills when they fit the business’s existing workflow.

Agree who does each task

The owner might send invoices and upload receipts, while a bookkeeper checks coding, reconciles accounts and prepares regular reports. Write down who handles payroll, supplier bills and follow-up questions. Clear responsibility prevents a missed task from sitting unnoticed in someone’s inbox.

Review the setup before relying on it

After the first month, check that the bank reconciliation, GST reports and profit and loss statement make sense. Fix setup issues early, before they affect several reporting periods.

If you are comparing software brands, see our Xero, MYOB and QuickBooks comparison. For help reviewing your current setup, get in touch.