Systems and Process Improvements

PAYROLL AND BOOKKEEPING

Payroll → Consolidate payroll within Xero to save time and centralise all information on a single platform.

Sales commissions tracking → Automate commission calculation to save time each month. Tools like GSheets-integrated automation or commissionly.

Receipt management/ Billing → implementation of Dext and its integration with Xero to help with receipt management and automate the recording of bills on Xero.

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SUPPLIER PAYMENT, SPEND MANAGEMENT AND REVENUE RECOGNITION

Xero and Stripe integration → to automatically reconcile revenue from subscription payments, enabling real-time visibility of cash flow.

Accounts Payables → Xero has built-in features that allow for bill management, and the integration with your bank to enable payments directly from Xero. We will set up payment dates and enter all bank account details in Xero, allowing the authorised person at Unbiased to simply review and approve payments.

Spend Management → Implementation of Pleo, along with its integration with Xero, for expense management to give employees autonomy while maintaining control over spend.

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CAP TABLE MANAGEMENT

a. Cap table → Implement one of the below platforms to manage cap tables as well as share option pool. Both systems also provide support with setting up the EMI Options Scheme.

b. EMI Option Scheme → RORA will do all the setup of the EMI Option Scheme as well as issuing the agreements to employees.

c. Share option allocation plan → It is recommended to have a share option allocation plan to determine the number of options to issue to employees in the future.

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BUDGETING AND REPORTING

a. Financial Model → Create a new financial model as well as a budgeting calendar with deadlines for submissions.

b. Budget tracking → Setup of the budget on Xero for easier tracking (actuals vs forecasts).

d. SaaS metrics reporting → Implement systems like Fathom or Spotlight to visualise performance through dashboards that track SaaS metrics and financial KPIs, enhancing decision-making capabilities.

e. Monthly Board Packs → Create a template that contains all the necessary information for board packs that is linked to our monthly reporting, ensuring automatic updates and reducing significantly the time spent on gathering the information.

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