How The Cloud and Automation Make Business Management Easier

All businesses, whether big and small, need to process data, keep records and perform routine tasks – it’s just a fact of life. Doing so manually can be incredibly time consuming and inefficient, so most business owners naturally turn to information technology to perform a lot of the menial and repetitive tasks for them.

Earlier trends
Up until recently it was (and often still is) common for many SMEs to purchase their own hardware and software applications – either off-the-shelf programs, such as accounting packages that possibly contained modules they paid for but didn’t use, or costly custom-designed programs specially created for their business.

In previous decades, many firms also attempted to save on the costs of investing in expensive hardware and software by sharing resources through the use of centralised IT systems.

Both outsourcing and insourcing for data processing provided benefits in reducing many tedious tasks. However, they have also tended to lack flexibility and scalability.

Enter the cloud
In more recent years, we’ve seen the cloud float in, offering the best of both dimensions – that of the flexibility of having your own customised applications, and the efficiency and cost-saving capacity of shared infrastructure. With cloud services, you essentially rent IT resources from a service provider and use them over the internet, paying only for the ones you actually want, need and use.

What are the benefits?

• Ease of access and implementation.
• Greater control of processes than with more traditional shared solutions.
• Lower costs compared to investing in costly hardware, software and ongoing updates.
• Reduced labour costs.
• Upgrades are included in the cost.
• You use only what you need, and can add on extra services if required.
• Option for collaborating on projects over the internet.
• Capacity for flexible working arrangements – such as working from home or from remote locations.
• Automatic secure backups.
• Fewer interruptions and greater continuity.
• Easy exit in that you are usually not locked in to long contracts.
• Reduction in a lot of the time previously spent on repetitive and menial tasks.

Many cloud services also come with the option of free trials so you can try before you buy.

Cloud service examples
A wide variety of cloud services have been developed over the past few years, many of which provide substantial capacity to free up time in a business and save on costs. Some examples include:

• Cloud alerts – involves entering information and allowing the system to do the rest, such as sending automated but personalised emails or text messages on specific dates.
• Online booking programs – where clients can view a schedule online and book their own appointments, and which can also be integrated with the business’s website.
• Reminder systems – that send timely reminders to clients and / or workers.
• Others – scheduling systems, automated invoicing, automated payment plans, time sheet tracking and many more.
• Cloud accounting, including systems such as Xero, is also proving to be a real boon for many businesses in providing constant online access to real-time records, up-to-date bank feeds and secure data storage – all without the costs of maintenance and software installation.

Cloud services of all kinds are helping businesses streamline operations and run more efficiently.

If you are looking for cloud accountants in Sydney or would like a quote or more information from our Xero accountants in particular, feel free to contact us at YML Group.