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New security feature for B2Bpay

New Security Feature for B2Bpay

We have launched Multi-factor Authentication in B2Bpay. This provides an additional layer of security, on top of email address and password.

We are pleased to announce that we have set up Multi-Factor Authentication (MFA) to provide yet another layer of security when accessing your B2Bpay profile.

This means that all of our users will be prompted to set up Multi-Factor Authentication after entering their email address and password when they first log in to their profile.

Once this has been set up, you will be prompted to authenticate your own profile each time you log in. If using the Google Authenticator or Microsoft Authenticator apps, you can select the ‘Remember me’ box and you won’t be asked for a MFA code for 30 days if you are using the same device on the same network. 

You can choose one of the following methods of authentication (we suggest the Google or Microsoft Authenticator apps for the top level of security):

Google Authenticator App

Simply download the Google Authenticator App to your phone. If you don’t already have the app, go to your App Store or Google Play and search for, then add it.

In B2Bpay, select ‘Google Authenticator’ as your preferred MFA method. This will display a QR code. You can scan this code from within the Google Authenticator app which will set up authentication for your B2Bpay profile.

Then you simply need to open the app and enter the code provided when prompted when you log in to B2Bpay in the future. 

Microsoft Authenticator App

Simply download the Microsoft Authenticator App to your phone. If you don’t already have the app, go to your App Store or Google Play and search for, then add it.

In B2Bpay, select ‘Microsoft Authenticator’ as your preferred MFA method. This will display a QR code. You can scan this code from within the Microsoft Authenticator app which will set up authentication for your B2Bpay profile. 

Then you simply need to open the app and enter the code provided when prompted when you log in to B2Bpay in the future. 

Email

If you select Email as your preferred MFA method, this will enable you to have a code emailed to your registered email account each time you log in.

There is the usual potential for emails going into ​Spam or Junk folders.

More tips for keeping your business profiles secure online

We’ve compiled some other top tips on how to keep your logins secure across your profiles below. 

1. Never use the same password on multiple websites or systems


Using the same password across different sites is a surefire way to decrease the security of a password. If a hacker determines your password for one site, they’ll be equipped to access more of the websites and systems you use without any extra work on their part. The simplest way to avoid this scenario is to not only use stronger passwords, but distinct ones for each and every website or system you use. 

2. Don’t use personally identifiable terms


Sure, using your children’s or pet’s name makes it easy to remember a password. But it makes them easy to hack, too.

Hackers can find out these easily by mining your social media profiles, and odds are that personally identifiable information will be the first thing they will try if they’re attempting to log into your profiles. Avoid using this info in passwords and opt for something that’s harder to guess instead. 

On a related note, always be mindful of what you share online. Giving away too much personal information via your social media profiles makes it easier for hackers to gain access to your profiles.

3. Avoid using common words or phrases


That means “Password,” “12345” and “qwerty” are out. Also remember to avoid using easily identifiable information such as your partners name, your wedding date and so on.

4. Use different types of characters


Instead of opting for just letters or just numbers, opt for a mixture of characters — including ones such as %, @, $, numbers, uppercase and lowercase letters, and so on.

5. Make it long


Longer passwords take significantly longer to crack (we’re talking the difference of weeks or even years!), so opt for eight characters at an absolute minimum; more than 15 is ideal if you’re serious about stronger passwords.

6. Always enable multi-factor authentication


Although we have switched on Multi-factor Authentication  at B2Bpay (to help keep your B2Bpay profiles secure), with other websites you may have the choice to add this extra layer of security.  Enabling two-factor authentication will make it much more difficult for hackers to access your profiles, and give you peace of mind that they are secure. 

7. Never save or share passwords


Never save your passwords or check the “remember me” box when you’re using a public computer. Better yet, try to avoid logging into personal profiles unless you’re on a private device.

Avoid sharing your passwords with other people whenever possible. If you have a written list of passwords to help you remember them, avoid storing this list on your computer or phone.

Because electronic devices are hackable, this means you could potentially put all of your profiles at risk. If you must keep a list of passwords, use pen and paper and store the list in a secure place. Avoid writing down your stronger passwords at all.

8. Use a password manager


If you’re struggling to manage your stronger passwords (now that you’ve got them), consider using a password management system. 

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Amex Pay with Points Biller

Your customers can now ‘Pay with Points’ on ANY business expense

We are excited to announce that we have partnered with American Express to enable Card Members to ‘Pay with Points’ when paying you.  

That’s right – American Express Card Members now have the option to use their Membership Rewards points when paying you for their business expenses. For the first time, this exciting enhancement is now available, at no cost, to you, just by being a B2Bpay biller. 

What’s more – there will be no extra fees, no delay in payment and no hidden costs to using this.  

20,000 Membership Rewards = $100 worth of bills paid.

Benefits to you

Your customers benefit from paying with points too

How do your customers pay with points?

Receive Invoice

Your customers receive an invoice with a convenient link which directs to your payment page where they can pay your invoice.

Enter payment details

Your customer follows the steps to pay the bill.

Use thier Amex

Your customer selects or enters their American Express card details then agree to the terms and press 'Pay Now.'

Use Points to pay

The American Express SafeKey popup will give them the option to use points to pay. They can choose to use points only or a combination of points plus payment.

All done

Your customer completes the payment.

American Express will charge your card for the full transaction amount, and within 72 hours will raise a statement credit for the points portion of your payment.+ 

Want to know more?

If you need assistance setting up to use B2Bpay and/or paying with points, give our Sydney based team a call on 1300 205 575

Using Membership Rewards® Pay with Points with SafeKey®

Using Pay with Points with B2Bpay: 
Pay with points with B2Bpay is available when on and when you, the primary card member, pay bills using the one-off payment page on the B2Bpay Customer Portal. Pay with points is also available on all B2Bpay biller’s ‘Pay Now’ payment pages (including integrated Xero, MYOB and QuickBooks pages) that are hosted by B2Bpay (the URL will start with pay.b2bpay.com.au) and on websites using the B2Bpay Payment Plugin. 

Eligibility to‘Use points to pay with SafeKey’: 
You can‘Use points to pay with SafeKey’if You are the Primary Card Member of an Australian issued American Express® Card; Your Card is enrolled in the Membership Rewards programme; and Your Card account is in good standing (i.e. not overdue or in collection). Supplementary Card Members are not eligible toUse points to pay with SafeKey. 
 
+Using ‘Use points to pay with SafeKey’: 
The minimum redemption value is 1,000 Membership Rewards points. The maximum points redemption is the lower of the total transaction value or the total Membership Rewards points. The number of rewards needed for a credit may vary over time. The points required for the credit value will be displayed during the redemption process, prior to submission. 
 
The full transaction amount will be charged and appear on your account and the statement credit for the value selected will appear within 72 hours of the charge (this may not be the full transaction amount). The credit may not appear on the same statement as the full charge. In this case, you must still pay the amount due on your statement, and the credit will apply to charges on your next statement.

 

^ Membership Rewards points are subject to the Terms and Conditions of the Membership Rewards program available at https://www.americanexpress.com/en-au/rewards/membership-rewards/terms

General 
Returns & refunds. If required, contact B2Bpay for refund eligibility but remember, payments cannot be refunded after funds have been forwarded to your biller. If you do subsequently obtain a refund, the refund amount will apply to your Card account. Membership Rewards points are not reimbursed automatically. In the event of a refund, you may keep the credit, but if you prefer reimbursement of Membership Rewards points, please call American Express on the number on the back of your Card. 
The card terms and conditions continue to apply when youUse points with SafeKey. You must continue to make payments as outlined on your Statement of Account and in your Card Member agreement, even when you ‘Use points to pay with SafeKey. All Membership Rewards points are subject to the Membership Rewards Terms and Conditions availablehere.
American Express may change or suspend the ‘Use points to pay with SafeKey’ feature for any reason and at any time without prior notice, including when a Card account is not in good standing (overdue or in collection). 
For more information, see Pay with Points FAQ’s at: https://www.americanexpress.com/content/dam/amex/au/benefits/use-points-with-safekey/faqs.pdf 


B2Bpay is owned and operated by Zenith Payments Pty Ltd, a leading payment processing business based in Balmain, Sydney. Payment processing and merchant acquiring facilities are provided by Westpac, American Express, Diners Club and other leading financial institutions. More details about  Zenith Payments.

A standard and tax-deductible credit card processing fee (from 1.2% excl. GST) or a bank account processing fee (0.65% excl. GST) applies to all payments and the applicable fee will be displayed when you set up a biller and/or when you make a payment.

*A business must be a Qantas Business Rewards Member to earn Qantas Points for business. A one-off join fee of $89.50 including GST normally applies, however this will be waived for B2Bpay customers  using this link. Membership and Qantas Points are subject to the Qantas Business Rewards Terms and Conditions. Qantas Points for business are offered under the  B2Bpay Customer Terms and Conditions. Members will earn 1 Qantas Point for every $7 paid to the ATO by card, 1 Qantas Point for every $10 paid to all other billers by card, and 1 Qantas Point for every $3 paid to a biller by bank account.

^^Members can also earn up to 3 Qantas Points per $1.50 paid to B2Bpay Bonus Billers. See B2Bpay website for a list of current B2Bpay Bonus Billers. 

Qantas Points will be credited to the Members’ Business Rewards account by the 14th day of the month following the eligible spend. Any claims in relation to Qantas Points under this offer must be made directly to B2Bpay by emailing  [email protected]. Businesses must ensure the ABN registered with Qantas Business Rewards is saved in the B2Bpay customer profile or entered online when paying in order to earn Qantas Points. Qantas Points earned using B2Bpay will be credited to the Members’ Business Rewards account by the 14th day of the month following the eligible spend as outlined in the B2Bpay Customer Terms and Conditions. 

Exclusion List

B2Bpay Excluded Industries and Payments

B2Bpay is a registered Payment Facilitator with Visa, Mastercard, American Express and other banking partners. 

Whilst we love helping  Australian businesses make and receive payments with ease, as part of AUSTRAC, anti-money laundering, KYC and banking compliance, there are some payments that we can’t process. 

Please find a list below of payments we can’t process. 

B2Bpay cannot be used to make payments relating to:

We may apply additional restrictions and may amend this list at any time without notice in order to comply with internal or external restrictions. 

If you have any queries on what is and isn’t allowed, contact our friendly Balmain based team.
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Tax Tips for Small Businesses

Paying tax is just one part of running a business, however, not having good processes can lead to mistakes that can cost you time, money and stress. While the temptation might be to worry about tax only when the EOFY comes around, good tax planning involves thinking long term. A good idea is to kick off the new financial year with a plan to sit down with your accountant early on and discuss your business strategy. That may include growing your business, improving productivity, or planning for sale. You will need good advice early to help you formulate a plan that enables you to meet your business and financial goals. 

Our top 3 tips include- 

  1. Seek Advice and Support – engage a tax professional who will be able to keep you on track and avoid costly mistakes. This year it’s even more important to ask the right questions and provide relevant information to help your adviser determine if you’re eligible for any COVID-related tax incentives and deductions. You can read about some of the incentives in our article on the federal budget here.  
  2. Keep Good Records – it’s essential that you have good records that meet tax requirements. Make sure that your business processes include regular reconciliation of business figures with bank statements and all source documents (including tax invoices and receipts). One of the easiest ways to do this is to use Accounting Software and connect to your bank feed. That way you can easily log in and reconcile payments on a regular basis. If you make payments using B2Bpay, our clever integrations with Xero, MYOB and Quickbooks makes it easy to record and reconcile these payments. The same goes for accepting payments. Read more about our integrations here!
  3. Use Technology – smart businesses leverage technology to help run the business by using accounting software systems, mobile apps and point of sale software. All these can help you save time and report income and expenses accurately and in real time. For example, if you use Xero, we’ve compiled the top 5 apps to connect to to help run your business here. Your adviser will be able to recommend the best technology you can implement in your business to help you run your business more efficiently.  


This content was put together for information purposes only. The content does not constitute tax and/or legal advice and should not be relied upon as such. You should seek tax, legal or other professional advice before acting or relying on any content.
 

Other important links 

Get Started with B2Bpay Today

Start accumulating reward points for simply for collecting and making your business paymentsSetting up a B2Bpay account is easy, and free!  Click HERE to sign up to make payments for free.  

If you are interested in receiving payments and earning Qantas Points, click here to get started. Alternatively, talk directly to our Sydney-based B2Bpay customer support team by contacting us at 1300 205 575.

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Ecre

Ecre, a coffee co-roasting space and learning academy in Sydney, uses B2Bpay to get paid and earn Qantas Points. 

 

Nawar Adra migrated to Sydney, Australia from Lebanon in 2005 and brought with him a love of coffee. “I have been drinking coffee since I was five years old. I love that it is a drink that transcends every culture and brings people together”.  

Nawar started his career as a barista, trying to break into roasting. But he struggled to get his roasting business off the ground as good advice was hard to come by and setting up a roastery was a six-figure investment.  

In 2016, he founded Ecre, a collective roasting space. Ecre allows other businesses and individuals to Roast their own coffee, for themselves or under their own brand.  

 

“It is very expensive and requires a lot of investment to get the machinery required to roast your own coffee. Not to mention the knowledge required that is very hard to access”. Adra believes that others should save that money and focus on “creating a quality and ethical product instead”. Ecre makes the industry far more accessible by sharing their machinery, resources, knowledge, and love of coffee.  

Ecre now has 45-50 individuals and businesses roast weekly at their Alexandria premises. “Ecre is all about creating a coffee community, focused on delivering the tools to help the industry become more environmentally, socially and monetarily sustainable” explains Adra. 

Travel is a big part of Ecre’s success. In 2016, during the first year the business was launched they held 55 fun events for the coffee industry all around Australia. This was integral in getting the word out about their business and included flying in well-known people from around the world to speak. Nawar was also a member of the Australian team and participated in the World Coffee Roasting Championships in Taiwan. “Australia is very well known around the world for producing exceptional speciality coffee” adds Nawar. 

Adra signed up to B2Bpay to accept card payments on his invoices in 2020 and hasn’t looked back. Ecre uses Xero for their accounting, and Adra found it very was simple to add a ‘Pay with B2Bpay’ link on his invoices. It now costs Adra nothing to receive card payments, and he receives Qantas Points when his customers pay him. 

Adra is looking forward to the opportunity to use his Qantas Points to travel again once the borders open. Not only does he want to travel around Australia again promoting good coffee manufacturing, but Adra wants to travel the world “visiting more farms where the beans are grown. And bringing back those stories and knowledge to Australia. Collectively, we have the power to make an impact on the livelihoods of families who produce what we love to drink. That is where my Qantas Points will be used”. 

Get Started Today

Getting a B2Bpay account set up is easy, and free! Simply fill out an online activation form so we can verify business details. Then we will quickly set your payment portal and payment page, customised with your company brand logo. We will also arrange a payment link on your invoices.

Click HERE to sign up for free. Alternatively, talk directly to our Sydney-based B2Bpay customer support team by contacting us at 1300 205 575.

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Melbourne City Print & Dinkums Print

How a printing company in Melbourne uses the Qantas Points earned from getting paid and paying everyday business expenses to take two family holidays per year.

Melbourne City Print & Dinkums Print

John Wilson shares how he earns Qantas Points by accepting customer payments through B2Bpay and using his American Express business card for business expenses.  

John Wilson owns two printing businesses, Melbourne City Print and Dinkums Print & Design. When Covid hit in 2020, Wilson made the move to relocate his Melbourne City Print business from the CBD to his Carlton premises, Dinkums, just a few kilometres away. “I was lucky that I was at the end of a five-year lease and the move all of a sudden made sense”, explains Wilson. Luckily, it hasn’t affected the volume of business, and he is now able to operate both businesses out of one premises, which saves on costs.

“Each business has a loyal dedicated customer base. And a lot of business is conducted by email so it didn’t make as much of a difference as I thought. But we have kept the name Melbourne City Print, and the businesses separate”, says Wilson.

“Both printing businesses service clients from Architect students needing something printed large format to print materials for Melbourne University and Tennis Australia”, adds Wilson.  

Wilson signed up to receive an American Express card for both of his businesses twelve months ago and was awarded with 150,000 bonus Qantas Points for each. He regularly uses these Qantas Points earning cards to assist with cash flow and earn points on every transaction. Wilson also uses B2Bpay to pay his suppliers, which earns him even more Qantas Points on top of the points earned by using the credit cards.

Wilson switched from Stripe to B2Bpay to receive payments on both businesses’ invoices in 2020. “I made the choice to switch as I no longer pay any fees for receiving payments, plus I earn Qantas Points” adds Wilson. Because Wilson uses Xero as his accounting software, the whole set up was very simple. “It was a few clicks to get set up and now my customers can pay my Xero Invoices using B2Bpay online” explains Wilson. “They can pay with any card, and I receive the funds into my bank account”.

In the past, Wilson has used the Qantas Points earned in his business to take family holidays a couple of times a year during school holidays.  He was lucky to visit Japan skiing in early 2020 before Covid hit and plans to travel to Uluru with his family on their next trip. “We can’t wait to take more overseas family holidays in the future. And it’s great that I can use the points I’m earning in my business to get there”.

Get Started Today

Getting a B2Bpay account set up is easy, and free! Simply fill out an online activation form so we can verify business details. Then we will quickly set your payment portal and payment page, customised with your company brand logo. We will also arrange a payment link on your invoices.

Click HERE to sign up for free. Alternatively, talk directly to our Sydney-based B2Bpay customer support team by contacting us at 1300 205 575.

Adding a Payment Account in Xero (to receive payments)

Adding a Payment Account in Xero (to select when configuring in B2Bpay)

Some of our customers come across an issue when they go to select the “Payment Account” in B2Bpay, and there is nothing there to select (see example below). If this is the case,  you will need to go in to your Xero Account and add a code to your Bank Account (where you receive funds) or add a bank account with a 3 digit code.  Follow our step by step instructions below to get this configured.

How to accept card payments through your invoices for free

Know exactly when you’re getting back by accepting payments online. Customers expect paying to be easy. Let them do it their way by supplying credit card payment options. This gives them flexibility and convenience when it comes to paying your invoices. It also helps you too as getting paid faster means a boost in cash flow and no more bill chasing. 

Benefits of using B2Bpay to accept payments: 

B2Bpay is a secure online payment portal for businesses to accept all major credit card payments at no cost. Clients will find it easier to pay with more options and far more convenient with online access.  

Need more reasons? 

Convenience 

B2Bpay reduces payment chasing, saving your business time and resources.  Being paid faster also reduces bad debt while boosting cash flow.  

B2Bpay gives customers to pay their invoices from any device at any time. Without having the fuss of cross-checking bank statements, you can check all payment transactions straight from the B2Bpay dashboard. 

Earn points 

B2Bpay not only guarantees faster payment, you also earn Qantas points each time a customer pays with their credit card. For every $20 paid to you through a VISA or MasterCard credit card, you receive 1 Qantas Point. How’s that for double benefits?   

Customers can also earn points when they pay you with their credit card. Not only does it encourage them to pay on time, B2Bpay leads your business with a competitive edge.  

Rewarding customers each time they make payment is a great differentiator from your customers. It will also build loyalty and encourage on-going patronage. 

Simple Click and Pay Button 

Customers want to be able to pay you with ease and their preferred options. By adding a simple “Click and Pay” button on your online invoice, customers can immediately link to a secure payment page with your company logo. Customers can conveniently pay by credit or debit card. 

Just a few simple clicks to immediate payment. 

Set Up is Easy and Free 

Unlike other platforms, setting up B2Bpay requires no additional IT build or bank set up. There are no monthly fees and initial set up is at no cost.   

Our locally based customer support team will make sure the B2Bpay platform works within your business requirements. There are no changes to your existing system or banking arrangements.  

Once B2Bpay is set up, it’s simple and easy to use. No need for training. Also, merchant facilities aren’t required. It’s all ready to go! 

Seamless Integration  

B2Bpay’s seamless integration with accounting software like Xero, MYOB or QuickBooks makes online credit card payments easily accepted with automatic reconciliation.  

Automatic reconciliation means you no longer need to spend hours cross checking manually or risk human error. You can monitor and track all payments through the B2Bpay dashboard at any time, in real time. 

Even if your business doesn’t use any of these programs, the B2Bpay team can actively work with you so you’re able to add a Payment Link to any invoice. 

How does B2Bpay work? 

Simply sign up for B2Bpay with the online form. Our customer support team will promptly be in touch to set up your portal with the business logo. From there, the process is straightforward: 

Step 1: Our customer support team will help connect your accounting software – Xero, MYOB, Quickbooks or others – from your B2Bpay dashboard. 

Step 2: You can start sending your invoices online. From your accounting software you can include B2Bpayment information on your invoice, which gives your customers the option to pay by credit, debit card or bank 

Step 3: Upon receipt, your customer can immediately pay their invoice via B2Bpay. Payments are made using the customer’s nominated card. 

Step 4: Within 3 business days, funds are received to you by EFT or BPAY Plus you receive 1 Qantas Point for every $20 paid to you via VISA or MasterCard. No transaction, merchant or card terminal fees are incurred. There are processing fees which can be found on our homepage.

Step 5: Once received, funds are automatically reconciled in Xero, MYOB, or QuickBooks. As an additional bonus to your business, customers will pay the card processing fees. Receiving payments from customers through B2Bpay does not incur any costs at your end.  

Need more information? 

Click onto the video to find out how B2Bpay can help you get paid faster through your invoices, while saving you time and costs. 

Businesses love getting paid through B2Bpay 

What better way to show you the genuine business benefits of B2Bpay than through our happy clients? John Liu is COO of Human Care Australia Pty, leading global supplier of hospital and healthcare equipment has given his clients an easier quicker payment method with B2Bpay.  

“Our patients are finding B2Bpay really easy to use. We were not accepting credit cards before and now we are but at no extra cost to us. I am also able to take credit card payments at my reception desk which makes life a lot easier,” said John. 

B2Bpay: Get Paid Faster for Free 

If hefty bank or merchant fees have steered your business from accepting credit card payments, B2Bpay is here to change your mind. 

Streamlining your online invoices to include credit card payments, B2Bpay provides the ideal payment solution. Customers can pay through their nominated card while you earn Qantas points with each payment they make.   

Most importantly, all the benefits that come with using B2Bpay are at no cost to your business. 

Click HERE to sign up today! For more information feel free to drop us a line. To chat with someone from our locally based customer support team, call us on 1300 205 575. 

 

 

 

Why Cashflow is Important to Small Business

Running a successful small business is no easy feat. Once you look past the enticing opportunities such as setting your own schedule or becoming your own boss, you are met with the startling reality that 60% of Australian small businesses shut their doors within the first three years of opening(1),  So, what’s going wrong? Is it simply poor management, or perhaps lack of foresight and vision? While there are surely numerous factors at play, it has ultimately been reported that 82% of small business cite one main reason for going out of business: cash flow. 

What Is Cash flow? 

To learn how to avoid this main roadblock, it is essential that you first understand it. Cash flow is a complex concept that many small business owners make the mistake of overlooking. At its core, defining cash flow is simple: it measures the movement of money flowing in and out of your business.  

While profit and cash flow are correlated, there is a difference between the two. Since cash flow only represents the balance in your bank account, your business can turn a profit but still have zero cash. If you are selling products, yet have more expenses than earned income, you will have negative cash flow.  

Defining ‘accounts payable’ and ‘accounts receivable’ is also useful when expanding on this concept. Accounts payable refers to a liability account that tracks the money leaving your business (i.e. payroll, business expenses, loans etc), whereas accounts receivable is an asset account that keeps track of money coming into your business (money you receive from customers for the goods and services you provide).  

To understand where this comes into play when determining cash flow, your business could turn a profit of $30,000 in one month, but only see $10,000 of that in cash flow, because the rest is pending in accounts receivables. These accounts are crucial when balancing your accounting and calculating the profitability of your business. 

Forecasting Cash Flow 

To secure the future and survival of your business, it is essential that you forecast your cash flow. This will equip you to handle both unexpected and planned expenses, ensuring that your spending is efficient. If you’re a seasonal business owner for instance, strong cash flow management will become even more crucial, as you’ll see an influx of cash during your open season, with little cash in the remaining offseason months of the year. 

The best way to keep track of cash flow in your business is to run a cash flow report. A cash flow report is a report that shows you cash received and cash paid, illustrating your business’s cash position at the end of each month. For example, you will see what happens to your cash when a customer pays a bill, your business pays a supplier, or you hire an independent contractor.  

If you wish, you can typically break down a cash flow report into three segments for best tracking: operating flow, investing flow, and financing flow. Operating flow refers to any income or spending that comes from your net income, such as buying merchandise or revenue from your products and services. Investing flow covers business investments, such as buying commercial property or equipment, which will be used repeatedly to directly increase your business’ efficiency or profitability. And thirdly, financing flow refers to transactions around dividends, debt or equity.  

Investing in New Staff/Products 

If you have recently started or launched a new business, you will need to invest some cash. This may include anything from purchasing new equipment, to building a website, or placing a deposit on a new office space. Don’t be alarmed if you initially see more cash output than input. However, you will ultimately need to fund these expenses while still having some capital left over for when your business opens its doors. To do so, you’ll have to carefully protect your cash flow. 

To begin, consider investing some of your own money to cover your start-up costs. You may also want to explore financing options such as a business loan, line of credit, or small business grant to help with the initial costs.  

Keep Track of Overdue Payments 

Chasing consistent late payers can hinder your business. Forecasting your cashflow allows you to see the impact on your bottom line and give you adequate time to alert clients and the need for effective credit control and timely payment strategies  

Preventing Overspending 

Every business will have time-sensitive revenue goals and targets, so forecasting your cash flow is essential inyou understand when and if they will reach these goals. Forecasting allows you to see the breakdown of your budgeting, by seeing the movement of cash into and out of the business. This will not only reveal whether you are landing over or under budget, but it will help you to increase the accuracy of your future budgeting. 

Plan for Seasonal Trends and Cash Gaps 

Seeing cash gaps allows you to put an effective payment plan in place.  Plan to set aside enough cash from peak sales periods to cover your operating expenses during off-seasons or slower seasons. You may also consider setting aside an extra cash buffer to cover unexpected costs.  assist.. Having an overview of your expenses and when they are due is important so create a calendar for your operating expenses and add entries of all recurring payments and their due dates. 

Budgeting for tax payments 

Tax payments always seem to spring up more quickly than you would expect. However, many business owners aren’t aware that you can actually pay the ATO by credit card, meaning you’ll have money available in your bank account for longer. You can hold onto your cash during the interest-free period on your credit card, without it costing you any interest so long as you pay your credit card bill on time. Read more about paying the ATO by credit card, all while earning full credit card reward points by using B2Bpay here. 

Common Cash Flow Mistakes 

Overspending 

Impulse spending, during the start-up phase, can be tricky to navigate. While it does take money to make money, not all expenses are necessary. Keep your eye on the bottom line, considering the cost-benefit of every single expense. Create a realistic budget and be sure to stick to it! Continuously calculate how any purchases will delay your breakeven point (i.e. the point when your plan for your business to earn back the cost of your initial spending). 

Not getting paid quickly enough 

Delayed payments, and unpaid invoices from clients can quickly kill the cashflow of a small business. Small businesses that don’t establish strict late-payment penalties and collections policies are often the most vulnerable. While it may feel risky to ask for payment from your customers at the start of a new business, it is important to remain diligent and consistent about collections. Once your clients know that you’ll be reaching out the moment a payment is late, they will be less likely to delay your payments. Good policies tend to include a given percentage late fee penalty after approximately 5 days, or work stoppage after 30 days past due (for service-based companies). 

Overestimating future sales volumes 

It takes a tremendous amount of confidence and positive thinking to start a small business.While this quality may be essential for a new business owner/s, it is important to maintain a heavy sense of realism when it comes to managing your cash flow. 

Once your business has been operating for a few years, it’s a good idea to complete objective and continue to  practice realistic forecasting based on past numbers and evidence. You can use actual past revenue data from your own business or other businesses in your industry as a baseline for predicting future sales and identifying trends. This will help you come up with some realistic projections, and consider variation over different periods (i.e. the holidays). 

However, if you are still in your first few years of business, you may want to consider working with a mentor from your own industry. They will be able to help you project future sales, and even offer sales figures from past personal experience to assist you in predicting upcoming figures. 

Not having enough cash on hand 

No matter how well planned you are, unexpected costs are a reality of being a business owner. This shouldn’t be a make-or-break it issue, so long as you have a cushion of savings to rely on. But if your company is functioning on a zero or negative account balance, one low profit month could be devastating. 

Be sure to maintain an account balance equivalent to at least two months of your operating expenses. This will ensure that you have the appropriate reserve in place, should you unexpectedly require it. 

How B2Bpay Solves Cash Flow Issues 

 B2Bpay addresses one of the most common cash flow issues — getting paid faster! By using B2Bpay and accepting all major credit cards, your clients will be encouraged to pay you more quickly. The range of payment options also helps to avoid excuses for late payments, as B2Bpay now even accepts payments from bank account. 

With a B2Bpay payment link or button included on your invoice template, making payments will be quick and simple for your client. Funds will be transferred to you by EFT or BPAY within just 3 business days. Plus, you’ll earn Qantas Points on all eligible payments you make or receive with B2Bpay – allowing you to accumulate reward points that may help reduce travel and accommodation costs for your business! 

Along with these benefits, B2Bpay is a great option for your clients’ cashflow as well, as they can take advantage of their credit card’s interest free period up to 55 days.  Read more on the benefits of improving cash flow with B2Bpay here. 

Connect Your Accounting Software with B2Bpay 

B2Bpay has the ability to easily connect it with your Xero, MYOB, or Quickbooks accounting software. Once you’ve connected your accounting software with B2Bpay, all of the payments you make and receive will be automatically recorded in one location, with no manual entry required.  

Stay organised and avoid late fees by viewing all your pending invoices in B2Bpay to pay in one click. You’ll also be able to save time with automatic recording as when you pay, your software will automatically be updated and reconciled for you! 

Accepting payments is just as simple. You’ll be getting paid faster by accepting credit card payments online, at no cost to you. B2Bpay will set you up with a unique, branded payment page, where customers will simply need to click the ‘Pay Now’ button on invoices to be directed to your payments page. You’ll save time, and keep close track of payments, as all your customers’ payments will be auto recorded in your accounting software. 

Conclusion 

Cash flow issues are one of the most difficult, and daunting, aspects of small business ownership. However, with careful planning and spending, you’ll be prepared for both the expected and unexpected, setting you up for success. 

 B2Bpay is a great no cost solution for you to ensure a positive cash flow stream by accepting card payments and getting paid faster. There are no terminal fees, merchant service fees or monthly charges. Meanwhile, you’ll be earning Qantas Points to use for business, just for getting paid. 

With such great incentives, and the ease of use (at no cost), B2Bpay offers your clients a way to make immediate payments and generate their own rewards through B2Bpay while your business continues to build a well-managed and healthy cashflow. 

ClickHERE to become a B2Bpay Biller today and start saving time and money for your business. Let B2Bpay take the hassle away from payment chasing so you can focus on what you do best – making your customers happy and growing your business. For more information on how to become a B2Bpay Biller, speak to one of our specialists on 1300 625 647 today.  

 

(1). According to the Australian Bureau of Statistics: http://www.abs.gov.au/ 

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Connect to MYOB

You now have your own branded Payment Page set up with B2Bpay, where you can easily accept credit card payments online. What’s more,  both you and your customers will be rewarded with Qantas Points when payments are made through this page.

And if you use Xero to invoice your customers – the great news is you can set B2Bpay up as a payment option and your customers can simply click ‘Pay Now’ from your invoice and be taken to your Payment Page with the amount and reference already pre-populated.  Simply follow the instructions below to set this up.

Instructions

Step 1

Log in to Xero

Step 2

Click on your Company Name drop down on the top left hand side, then click on ‘Payment Services’ and select ‘Add Payment Service’

Step 3

Select ‘Use a custom URL’, and enter the following details and then press ‘Save’

  1. For Name – type ‘B2Bpay’
  2. For Your Custom URL – cut and past this URL into the field:
    https://pay.b2bpay.com.au/BUSINESS?paymentamount=[AMOUNTDUE]&customerreference=[INVOICENUMBER]
  3. Once pasted, replace the word ‘BUSINESS’ in the above URL with your merchant code. For example if your payment page address is pay.b2bpay.com.au/ABCBusiness, then replace ‘BUSINESS’ in the URL with ‘ABCBusiness’
  4. For Pay Now Text – enter what you would like for the text on your invoice. For example “Pay now by Credit Card

Step 4

Once this has saved, go back to ‘Settings’, then ‘Invoice Settings’ and in ‘Options’, select ‘Edit’

Step 5

In the field ‘Payment Services (Credit Card)’ on the right hand side, select ‘B2Bpay’

You’re done!

Your invoices will now include a link for customers to:  View and pay online now  using B2Bpay.

This link will bring them to an online version of the invoice with a payment link.

The amount and invoice number will be pre-populated.

Instructional Video

We’ve also put together a short video which takes you through the above steps

Need further help?

Email us [email protected]  or  call: 1300 205 575