Example Case Study
Moving from Excel to Xero + POS Integration
A busy independent café in Ireland with 10 staff had been managing its finances manually. Sales were recorded from the till into spreadsheets, and accounts had to be updated by hand. This process was time-consuming, prone to error, and left the owner without clear visibility of profit margins or cash flow. End-of-month reconciliations often took several days to complete, leaving the business owner frustrated and overwhelmed.
Riddell Digital implemented Xero accounting software and fully integrated it with the café’s existing point-of-sale (POS) system. We set up Xero from scratch, tailored the chart of accounts to the café’s needs, connected the POS system so that daily sales flowed directly into Xero, and automated bank feeds and reconciliations. To ensure a smooth transition, we also provided hands-on training so the owner and staff could confidently use the new system.
The results were immediate and significant. Manual entry was eliminated, saving around ten hours per week, while automated data flows reduced human error and improved accuracy. With real-time financial insights now available at the click of a button, the owner could track sales, expenses, and cash flow instantly from anywhere. The system also provided a solid foundation for growth, with the flexibility to support multiple outlets in the future.
As the café owner put it: “I used to dread month-end, but now everything just flows through automatically. I can check my sales and profit on my phone in seconds, and I’ve got back hours each week to focus on running the café instead of chasing spreadsheets.”
Example Case Study
Setting up Xero & Tradify for a Construction Company
A small construction & maintenance company had been struggling to keep on top of its finances and project management. The team relied on spreadsheets for job costing, manual invoicing, and paper-based timesheets. This created bottlenecks, frequent errors, and delays in chasing payments. Project managers had no easy way to track profitability in real time, and the owner spent hours every week reconciling accounts and reviewing incomplete data.
Riddell Digital implemented Xero accounting software alongside Tradify, a job management app designed for trades and construction. We set up Xero from scratch with a customised chart of accounts tailored to construction projects, and integrated Tradify so that job information, timesheets, and invoices flowed seamlessly into the accounts. Our team also automated bank feeds and reconciliation processes, making financial reporting faster and more accurate. To ensure adoption, we provided on-site and remote training so staff and managers could confidently use both systems from day one.
The results were transformative. The company gained real-time visibility of job costs and profitability, with invoices automatically generated from Tradify and synced directly into Xero. Timesheet data flowed into payroll without manual re-entry, cutting administrative time significantly. Month-end reporting, which once took over a week, could now be completed in just a couple of days. The owner reported improved cash flow, faster payments, and greater confidence in the accuracy of financial data.
As the company director put it: “Riddell Digital helped us move from chasing paperwork to having a system that just works. We now have clear insights on each project, and I finally have time to focus on running the business.”