FAQ – Xero

General Information

Why do you provide a free 30 day trial?

The power of this system needs to be seen to be believed. With that in mind we took the decision to allow everyone to use our accounting software for free for a period of time because we know that after just a few weeks of use you will wonder how you ever lived without it.

At the end of the trial you can decide to discontinue using the system or you can pay the small monthly subscription fee to continue to use it.

Will the software work on my computer?

Yes. Whether you use an Apple Mac, a Windows PC or a Unix variant, Accountants in the Cloud’s system will work on any computer that has a web browser and internet access. For the best experience we recommend using Google Chrome.

The only additional software you will need is the free PDF viewer from Adobe. You can download this by clicking here.

What additional support will I receive?

Accountants in the Cloud are supported by one of the largest accountancy firms in Sussex. This support and expertise will be passed onto our customers. With vast accountancy experience and knowledge, our team will be able to assist you in all aspects of your business accounts by email or telephone.

Will there be any additional charges?

There are no hidden extras or charges. You will never pay a penny more than the subscription you sign up to.

How long after my year end will it take to complete my accounts?

This can very much depend on the size of the business and the complexity of the transactions. If we are provided with all necessary information, we aim to have every set of accounts completed within 1 month of the business year end.

How easy is it to upload my data to the system?

Thanks to our system, you will no longer have to sit there typing each individual transaction onto a long list. You can simply upload your bank statements directly from internet banking to the system and allocate them accordingly.

Is my data transferable to different formats?

The system allows you to download all data as a CSV file (Microsoft Excel). This allows for great flexibility when wishing to view or sort through all of your data. It also means that should you wish to change from our system the data is easily transferable to many other bookkeeping software formats as most will support CSV files.

Registering and Logging on

Do I need to pay or give my credit card details now?

Absolutely not .The free trial is exactly that – free. If you don’t like what you see then you don’t pay.
You will only need to pay when you decide to turn your free trial into a paid-up subscription.

You will only need to pay when you decide to turn your free trial into a paid-up subscription.

If I pay before the end of my trial, will I lose the days left of my free trial?

No. No matter if you pay on the first, last or any other day of your trial, you will never lose anything by deciding to pay before the end of your trial. So in effect you will always receive your first 2 months for the price of one.

If I sign up, what details do you need from me?

  • Gender
  • Date of birth
  • Full name
  • Home telephone number
  • Current address
  • Previous address (if lived in current address less than 3 months)
  • Company number (if applicable)
  • VAT registration number (if applicable)
  • UTR number (if applicable)

Security and Privacy

Where is all my data physically kept?

Xero’s servers are located within Rackspace tier-4, enterprise grade hosting facilities based in Chicago. Access is restricted to authorised Rackspace staff by a combination of biometric systems and 24/7 onsite security guards, and is continually audited to meet SOC 1 Type II standards.

Is it safe to have all my data stored on the internet?

Xero’s servers have SSL Certificates signed by global leaders in certificates, Entrust & GTE Cybertrust, so all data transferred between the users and the service is encrypted. The encryption is the same as that used for Internet banking.

Xero’s software has never been breached and they have never lost any customer data.

All customer data is backed up daily. Xero also run a continuous off site data back-up service into a second Rackspace facility for further real-time data protection.

Xero’s service availability performance stands at over 99.99% since launching the service in 2007.

We have no doubt whatsoever that your data is many times more secure stored in this way than it is when stored on your home computer or in a dust box under your desk!

System Features

Does the system support multiple currencies?

Yes, Xero caters for over 160 difference currencies with exchange rates calculated hourly by XE.com. Gains and losses are calculated in real-time so you can instantly see how exchange rates are affecting your cash flow.

Does the system allow me to generate my VAT returns?

Yes, it does. You can run a VAT report at any time to determine your current VAT liability or to complete a VAT return.

It supports cash accounting, standard accounting and the Flat Rate Scheme (FRS). You can also file your VAT return directly with HMRC with just a click of a button.

Is there a limit to the amount of customers, suppliers or invoices I can create?

There are no limits to the number of suppliers, customers or invoices that you can create using the system.

Can the system create invoices for me automatically each month or year?

You can use Xero’s ‘Repeat Invoicing’ feature to have it automatically create sales or purchase invoices for you. These can be set to repeat on the same day every set number of weeks or set number of months. You can set the system to produce the invoices indefinitely or until a specific date.

Do I need to print invoices to send them to my customers?

The invoices created by our system are in Adobe PDF format. This makes them ideal for printing.

However, the system can email an invoice for you without needing to print it out. This is done with just a couple of clicks.

Does the system support multiple bank accounts?

Xero can manage as many bank accounts as you care to list including any credit cards or PayPal accounts you may have.

Does the system provide remittance advise and receipts?

You may want to send a note to your suppliers to inform them that you have paid, or provide a receipt to your customers to confirm their payment.

Our system provides an easy way to print or email both of these.