The usual setup, and why it costs evenings
Most trainers run a booking app for clients and Xero or QuickBooks for the books. The booking app takes the payment, then the money has to be invoiced, matched and reported in the accounting software. Card payouts arrive as one lump that covers several clients, bank transfers arrive with whatever reference the client typed, and at BAS time you are checking two systems against each other.
PackOffice puts both halves in one place. The invoice comes from the booking, the payment is recorded against that invoice, and the figures your BAS needs are added up as you go.
Invoices from the booking
- GST tax invoices with your ABN, logo and invoice numbering, created from the session, program or class
- If you are not registered for GST, invoices go out without GST and your income is still tracked
- Every invoice has a pay link. Card payments go into your own Stripe account at 2.5% + 30c all in
- Bank transfers cost nothing, and the invoice number as the reference lets PackOffice match them
- A friendly reminder each week once an invoice is overdue
Bank matching
Download a CSV or OFX statement from your bank's website (NAB, CommBank, Westpac, ANZ, Bankwest and most others) and upload it. PackOffice then:
- matches client transfers to invoices by the invoice number in the reference, or by amount and surname, and records the payment
- matches each Stripe payout to the card payments inside it, so one lump deposit is no longer a mystery
- learns your regular expenses: code a hardware store purchase as Equipment once, and next time it is done for you
- leaves only the lines it is unsure of for you to check, and lets you undo any match
On Studio, a live bank feed that brings transactions in each day without uploading is coming Soon.
Expenses
Add an expense with a photo of the receipt, a category and whether it includes GST, or let bank matching create it from the statement line. Card processing fees are shown as a deductible expense, because Stripe takes them before your payout reaches the bank.
The figures for your BAS
The financials page shows each quarter of your financial year with the numbers the BAS asks for. Income counts when it is paid (the cash basis, which most small businesses can use; check with your accountant).
| Example quarter | Amount |
|---|---|
| Income including GST (G1) | A$18,000.00 |
| GST on sales (1A) | A$1,636.36 |
| Expenses including GST | A$2,200.00 |
| GST on purchases (1B) | A$200.00 |
| Net GST | A$1,436.36 |
Example figures for illustration. PackOffice gives you the figures; you or your BAS agent still lodge the BAS with the ATO. General information only, not tax advice.
At the end of the financial year, export income and expenses as CSV files for your accountant. See what your accountant gets.
When you still need Xero or QuickBooks
Xero and QuickBooks are the two accounting tools most Australian trainers use, and both are good at full accounting. You may still want one of them if:
- you employ staff and need payroll with Single Touch Payroll reporting
- you run more than one business or entity
- you have vehicles, loans or other assets that need full balance sheet accounting
- your accountant works inside one of them and charges less for it
If none of those apply, the books PackOffice keeps are usually enough. Talk to your accountant before you cancel anything, and read do dog trainers need Xero? for how to switch safely.
Questions trainers ask
Does PackOffice lodge my BAS?
No. PackOffice gives you the figures for each quarter: G1, 1A, 1B and net GST. You or your BAS agent lodge the BAS with the ATO.
Do I still need Xero or QuickBooks?
Most solo trainers do not, because PackOffice issues GST invoices, matches the bank, records expenses and totals the BAS figures. You may still want accounting software for payroll, several businesses or complex assets, or if your accountant works inside it.
Which banks does bank matching work with?
Any bank that lets you download a CSV or OFX statement, which includes NAB, CommBank, Westpac, ANZ, Bankwest and most others.
What if I am not registered for GST?
Invoices go out without GST, and PackOffice still records your income and expenses, so the figures are there when you register.
Will my accountant accept records from PackOffice?
Usually, yes. Accountants need accurate income, expenses and GST records, not a particular brand. Show yours a sample export before you switch.
Your bookings and your books, in one place
PackOffice Solo is A$59 a month including GST, with invoices, bank matching and the BAS figures included. Founding trainers keep today's prices for as long as they stay subscribed.
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