System02
Cloud is a “given”, TO AVOID COMPLETELY MISSION CRITICAL ON-SITE HARDWARE. .
Integrations are a crucial part of the system design for more reasonably priced solutions, especially when considering cloud-based solutions. Cloud systems can often integrate with a wide range of third-party applications that can streamline processes and make the system more efficient.
The modern approach is for the core system to see itself as a “platform” to which many others can be added on (integrated). Older systems try to be all-in-one and can be (are!) very expensive to modify.
Here’s how one can approach it:
Key Integration Areas to Consider:
1. Accounting and Bookkeeping:
• Cloud accounting systems that can easily integrate with bank feeds (e.g., Sage Business Cloud, QuickBooks, Xero) - THIS THE MODERN "NORM". This saves time by automatically syncing transactions and analysing them and even allocating to ledgers.
• Ensure the system can sync with payroll software (like Gusto, Xero Payroll, or QuickBooks Payroll) for seamless wage calculations - they all do these days.
2. Inventory Management:
• For a business like WAL, which deals with stock and supplies, look for systems that integrate with inventory management software (e.g., TradeGecko or Zoho Inventory). This will allow for automatic stock tracking, invoicing, and reporting.
3. Point of Sale (POS):
• Ensure the cloud system can integrate with a POS system (e.g., Lightspeed, Vend, or Square POS). This will help synchronise sales data with inventory and accounting records, making everything more accurate and automated.
4. CRM Integration:
• If WAL interacts with customers on a regular basis (e.g., for orders, quotes, or customer support), a Customer Relationship Management (CRM) tool like HubSpot or Salesforce can be integrated. This can help keep track of customer interactions and improve sales workflows.
5. Supply Chain Management:
• If your business is managing suppliers or agricultural equipment, integrations with supply chain management tools like SAP Business One, Odoo, or TradeGecko can help manage orders and supplier relations efficiently.
6. Cloud Storage and Document Management:
• For document storage and sharing, ensure compatibility with Google Workspace, Microsoft OneDrive, or other cloud storage solutions. This allows easy access to important files and documents, ensuring all employees can access relevant data.
7. API Access for Custom Integrations:
• Make sure the system you choose has a well-documented API (Application Programming Interface). This will allow you to customise integrations if you need to connect with other tools in the future that are specific to WAL's unique needs (if any).
8. E-commerce (if applicable):
• If there’s any e-commerce aspect to WAL business (ebay?), make sure that the cloud system integrates smoothly with e-commerce platforms like Shopify, WooCommerce, or Magento. This would enable easy management of online orders and inventory synchronisation.
Considerations for Choosing a System with Good Integrations:
• Check available integration apps or marketplaces that come with the accounting system (Xero, QuickBooks, Sage Business Cloud) to see what tools are already integrated or supported.
• Assess ease of integration: Some systems come with built-in integrations, while others may require a middleware solution like Zapier or Integromat to bridge systems.
• Consider data flow: How does the system you choose handle data? Make sure the integrations flow seamlessly so you avoid manual data entry and ensure accuracy across the various systems.
Next Steps:
• Start by listing all the tools or services WAL currently uses or plans to use (e.g., accounting, POS, inventory management, CRM, etc.).
• Prioritise those integrations to make sure the cloud-based system you select can either natively integrate with them or easily connect using middleware.
August 25, 2025
System01
To spec a system for an agricultural services and supplies business, WAL, who have five workers, 4 in the workshop and the owner who does everything, including the retail shop. There is a bookkeeper operating an old sage system, he would be replaced. At present system sellers are quoting 20,000 to 30,000 gbp with on site servers which is not practical.
PRELIMINARY
Integrations are a crucial part of a system design, especially when considering cloud-based solutions. Cloud systems can often integrate with a wide range of third-party applications that can streamline processes and make the system more efficient. Here’s how one can approach it:
Key Integration Areas to Consider:
1. Accounting and Bookkeeping:
• Look for cloud accounting systems that can easily integrate with bank feeds (e.g., Sage Business Cloud, QuickBooks, Xero). This saves time by automatically syncing transactions - and analysing them.
• Ensure the system can sync with payroll software (like Gusto, Xero Payroll, or QuickBooks Payroll) for seamless wage calculations.
2. Inventory Management:
• For a business like WAL, which deals with stock and supplies, systems that integrate with inventory management software (e.g., TradeGecko or Zoho Inventory). This will allow for automatic stock tracking, invoicing, and reporting.
3. Point of Sale (POS):
• For the shop involved, the cloud system should integrate with the POS system (e.g., Lightspeed, Vend, or Square POS). This will synchronise sales data with inventory and accounting records, making everything more accurate and automated.
4. CRM Integration:
• WAL interacts with customers on a regular basis (e.g., for orders, quotes, and customer help), a Customer Relationship Management (CRM) tool like HubSpot or Salesforce could be integrated (the modern version of everything being in one's head). This can keep track of customer interactions and track sales workflows.
5. Supply Chain Management:
• The business is managing suppliers and agricultural equipment, integrations with supply chain management tools like SAP Business One (SAP are the biggest in the world), Odoo, or TradeGecko can help manage orders and supplier relations efficiently.
6. Cloud Storage and Document Management:
• For document storage and sharing, ensure compatibility with Google Workspace, Microsoft OneDrive, or other cloud storage solutions. This allows easy access to important files and documents, ensuring all employees can access relevant data.
7. API Access for Custom Integrations:
• Make sure the system you choose has a well-documented API (Application Programming Interface). This will allow you to customise integrations if you need to connect with other tools in the future that are specific to WAL's unique needs - this might be more for the future.
8. E-commerce (if applicable - ebay? Shopify?):
• An e-commerce aspect to WAL's business can ensure that the cloud system integrates smoothly with e-commerce platforms like Shopify, WooCommerce, or Magento. This would enable easy management of online orders and inventory synchronisation.
Considerations for Choosing a System with Good Integrations:
• Check available integration apps or marketplaces that come with the accounting system (Xero, QuickBooks, Sage Business Cloud) to see what tools are already integrated or supported - more later.
• Assess ease of integration: Some systems come with built-in integrations, while others may require a middleware solution like Zapier or Integromat to bridge systems - not sure if these are ghood or not for WAL.
• Consider data flow: How does the system handle data? Make sure the integrations flow seamlessly to avoid manual data entry and ensure accuracy across the various systems.
Next Steps:
• Start by listing all the tools or services WAL currently uses or plans to use (e.g., accounting, POS, inventory management, CRM, etc.).
• Prioritise those integrations to make sure the cloud-based system can either natively integrate (PREFERRED) with them or easily connect using middleware.
and continued go part 2 here
August 25, 2025
Shares Buy Back
UK Private Company Share Buyback Requirements
1. Authority to Buy Back Shares
• The company must check its Articles of Association to ensure they do not prohibit share buybacks. If necessary, they may need to be amended.
Source: mfmac.com
2. Types of Buybacks
• Off-Market Purchase: Private companies usually conduct off-market purchases, which means shares are bought outside of a stock exchange.
Source: mfmac.com
3. Funding the Buyback
A company can fund the buyback using the following methods:
• Distributable Profits: Buyback can be financed from retained profits.
• Proceeds from a New Share Issue: New shares can be issued to raise funds for the buyback.
• Capital: If distributable profits are insufficient, the company can use capital but must follow a strict process including:
• A director’s solvency statement.
• Auditor confirmation.
• Public notice and filings.
De Minimis Exemption: Companies can buy back up to the lower of £15,000 or 5% of the company’s share capital in a financial year without the full capital payment procedure.
Source: ouryclark.com
4. Buyback Contract
• A formal buyback contract must be drawn up, outlining the terms of the share purchase.
• Shareholders must approve the contract through an ordinary resolution.
Source: mfmac.com
5. Payment for Shares
• The company must ensure that shares are fully paid at the time of purchase.
• Deferred payments or installments are not generally allowed.
Source: accaglobal.com
6. Post-Buyback Actions
• Shares can either be canceled or held in treasury, depending on the funding method used.
• The company must submit necessary filings such as Form SH03 (Return of Purchase of Own Shares) to Companies House within set deadlines.
Source: ouryclark.com
7. Tax Implications
• The treatment of buyback proceeds as capital gains (potentially qualifying for Business Asset Disposal Relief) or as income distributions depends on the buyback’s circumstances.
• Seeking tax advice is recommended to avoid unexpected liabilities. Of course it is.
Source: gabyhardwicke.co.uk
August 25, 2025
Servicem8
ServiceM8 also provides order processing capabilities, though it is primarily designed for service-based businesses rather than product-based or e-commerce businesses. Like Jobber, it focuses on managing jobs, work orders, and tasks but includes several features to facilitate order management within a service context.
ServiceM8 Order Processing Features:
1. Job Creation:
• When a job or order comes in, you can quickly create a job in ServiceM8. You can enter details such as the job type, customer info, and service requirements.
• ServiceM8 allows you to attach service items (like labour rates, materials, or other resources) to each job, which helps in tracking and processing the order.
2. Quotes and Estimates:
• Similar to Jobber, ServiceM8 enables you to generate quotes and estimates that can be shared with customers for approval. These quotes can include prices for services, materials, or specific jobs.
• Once the customer approves the quote, you can easily convert it into a work order for processing. This makes transitioning from quote to order seamless.
3. Work Orders:
• After approval, you can convert the quote/estimate into a work order, which details the tasks, materials, and labour required for the job.
• The work order can be assigned to field staff, and they can update the status and track time on-site.
4. Invoicing and Payment:
• After the job is completed, ServiceM8 automatically generates invoices based on the work order. These invoices can include the labour costs, materials, and any additional charges.
• ServiceM8 integrates with QuickBooks and Xero, so you can send invoices to customers and sync payments directly with your accounting system.
5. Inventory Management:
• ServiceM8 allows you to manage inventory within the app, keeping track of materials or parts used in the jobs. While it does not provide full warehouse management, it can track item usage and re-ordering, making it useful for businesses that deal with parts and supplies in service jobs.
6. Customer and Service Tracking:
• ServiceM8 allows you to maintain customer records and job history, which can be valuable for repeat orders or ongoing service contracts. This helps track previous orders and ensure that customers receive a consistent level of service.
7. Customisable Job Templates:
• You can create custom templates for recurring jobs or services, which helps in processing similar orders quickly and efficiently.
• For example, if you have standard materials or tasks that regularly appear in your orders, you can create templates to automatically populate those fields, saving time.
8. Task Management and Scheduling:
• ServiceM8 excels in scheduling and dispatching, ensuring that field workers are assigned tasks and that there’s clear communication about what needs to be done and when.
• You can manage job timelines and track progress in real-time, so customers can be updated and staff can complete jobs as expected.
9. Integration with Payment Systems:
• ServiceM8 integrates with Stripe and PayPal to process payments directly from the app. This is especially useful for businesses that need to handle payments at the time of service completion.
Limitations:
• ServiceM8 is designed primarily for service businesses (e.g., electricians, plumbers, HVAC technicians) and not for product-based or e-commerce businesses. As such, it may not be ideal for managing large-scale product orders or multi-stage order fulfillment.
• While ServiceM8 has robust features for job management, it doesn’t offer the same advanced inventory management or order management capabilities that a full-fledged e-commerce platform would provide.
Conclusion:
ServiceM8 is a strong solution for service businesses that need to manage orders from initial quotes to invoicing and payment. It offers job creation, order processing, inventory management, and integrates with accounting systems like QuickBooks and Xero.
However, like Jobber, ServiceM8 is more suited for service-based work orders rather than complex product orders or multi-stage inventory management. It’s a great choice if your business deals with jobs or services that need to be tracked, invoiced, and managed in the field.
If your business requires detailed product-based order management, you might need to consider other solutions or integrate ServiceM8 with additional tools.
August 25, 2025
Self Employment Whats The Difference
#IR35 is attempting to distinguish the two using tick boxes.
#Employment - usually lots of paperwork defined in law
#Self-employment - pretty much no paperwork
What’s the difference? - paperwork?
Let’s read a number of the definitions and see where that leaves us.
Note: it doesn’t really matter from which country these links come. Self employment is the oldest form of being in business. Go back far enough and employment was slavery. “Merchants” were the self employed, there were no limited liability entities which are a quite modern construct created by law. Individuals are not legal constructs, they have had identity since forever. Slave traders were self-employed. So was Ghengis Khan.
Employment
Employment - Wikipedia
What is Employment? - Definition | Meaning | Example
Employment Definition & Meaning - Merriam-Webster
Employment: What Is It?
Definition - Employment (according to the International Labour Organization (ILO) definition) | Insee
Self-Employment
Self-employment - Wikipedia
definition of self-employment at DuckDuckGo
Self-Employment: Definition, Types, and Benefits
Self-employment Definition & Meaning - Merriam-Webster
What Is Self-Employment? Definition and Common Types | Indeed.com Canada
Employment status: Self-employed and contractor - GOV.UK
Self Employed Law and Legal Definition | USLegal, Inc.
Definition of ‘self-employed’
SELF-EMPLOYMENT | English meaning - Cambridge Dictionary
Working for yourself - GOV.UK
Employment status guidance for employed or self-employed - GOV.UK
How does Switzerland resolve this? Just as another view point.
If you have less than three customers, you are an employee of the one or two. In other words having two jobs (employments) is perfectly normal.
CONCLUSION
What do you reckon?
August 25, 2025
Sap Business One
(I consider it the best on the planet, but costs and complexity)
is a comprehensive Enterprise Resource Planning (ERP) solution designed specifically for small to mid-sized businesses. Unlike larger ERP systems that cater to multinational corporations, SAP Business One is tailored to meet the needs of smaller, growing companies, offering a broad range of functionalities to help businesses manage various operational processes.
Key Features of SAP Business One:
1. Financial Management:
• General Ledger: Manage financial transactions, create reports.
• Accounts Payable and Receivable: Streamline cash flow management with the ability to manage invoices, payments, and supplier/customer accounts.
• Banking: Integrate with your bank accounts, automatically reconcile transactions, and track cash balances.
2. Inventory and Supply Chain Management:
• Inventory Tracking: Track goods as they move throughout your supply chain and service workshop, allowing for real-time stock visibility and accurate inventory levels.
• Warehouse/shop stock management: Manage multiple warehouses (not req, but locations of shop and workshop and anywhere else), track stock movement, and streamline the entire supply chain process from suppliers to customers.
• **Procurement: SAP Business One includes tools for managing supplier orders, purchases, and deliveries.**
3. Sales and Customer Management:
• Sales Orders: Track and manage sales orders from creation to fulfillment, with a built-in order management system.
• Customer Relationship Management (CRM): Manage customer interactions, track leads, and monitor sales performance.
• Quoting: Create and send professional sales quotes to customers, converting them to orders once accepted.
4. Manufacturing Management:
• Bill of Materials (BOM): Organize and manage components needed for manufacturing products.
• Production Planning: Automate production planning based on demand, stock levels, and other factors.
• Work Orders: Create and manage work orders for manufacturing, from scheduling to delivery.
5. Reporting and Analytics:
• Real-Time Reporting: Access business-critical information at any time, using dashboards, KPIs (Key Performance Indicators), and customisable reports.
• Business Intelligence (BI): Use advanced BI tools to analyze and visualise data, helping you make informed decisions based on accurate insights.
6. Human Resources (HR):
• Employee Management: Keep track of employee records, time off, payroll, and other HR functions - as you grow.
• Payroll Integration: Integrates with payroll systems, simplifying payroll calculations and processing - so payroll is extra.
7. Integration and Customisation:
• Third-Party Integrations: SAP Business One integrates with a wide range of third-party applications, including CRM systems, shipping platforms, e-commerce sites, and more.
• Customizable: Customise workflows and reports to fit your specific business needs. SAP Business One is highly flexible and can be tailored to your company’s operations.
8. Mobile Access:
• SAP Business One offers a mobile app that allows users to access business data on the go, view dashboards, and update information from anywhere.
Key Benefits:
• Comprehensive Solution: SAP Business One covers everything from finance and procurement to CRM and HR, making it an all-in-one solution for small and medium-sized businesses.
• Scalability: Although designed for smaller businesses, SAP Business One is scalable, meaning it can grow with your business. You can add new functionalities as your needs evolve.
• Automation: By automating key business processes (like invoicing, payroll, and inventory management), SAP Business One helps reduce manual effort and errors, improving operational efficiency.
• Cloud and On-Premise Options: SAP Business One is available both as a cloud-based solution and on-premise, offering flexibility depending on your company’s needs and resources.
Pricing:
• SAP Business One pricing varies significantly depending on the number of users, implementation requirements, and whether you’re using a cloud-based or on-premise deployment.
• Base cost: Starts around £3,000/year for 5 users, which can rise depending on additional modules and customizations.
• Implementation: The implementation cost is typically a significant portion of the total price, with consultancy services and training adding to the total cost.
• Ongoing costs: There may be annual maintenance or subscription fees for updates and support.
Target Market:
• SAP Business One is aimed at small to medium-sized businesses (SMBs) across a variety of industries, including manufacturing, retail, wholesale distribution, services, and e-commerce.
• It is particularly suitable for businesses that need an integrated solution to manage multiple functions and processes, like inventory management, sales order processing, and financials.
Drawbacks:
• Complexity: While it’s designed for SMBs, SAP Business One can still be complex to set up and requires proper implementation and possibly external support. Businesses may need to hire consultants to set up the system properly.
• Cost: The cost of SAP Business One may be prohibitive for very small businesses or startups, especially considering implementation and ongoing maintenance costs.
Conclusion:
SAP Business One is a powerful ERP (Enterprise Resource Planning) system ideal for small to medium-sized businesses that need an integrated solution for managing operations like finance, inventory, sales, and manufacturing/workshops. Its flexibility and scalability make it a strong option for companies looking to grow, but its cost and complexity may be a consideration for smaller operations without dedicated IT support. For businesses with complex operational needs or plans for significant growth, SAP Business One offers a robust and comprehensive solution.
August 25, 2025