by MHolland | Aug 15, 2025 | Business Tips, Cloud-based Accounting, Systems
You’re either going to automate or you’re going to hire more people.
There is no third option.
The business graveyard is full of companies that clung to manual processes because “that’s how we’ve always done it.” They didn’t die because AI took their jobs. They died because they refused to adapt.
One of the hot topics these days is whether AI will wipe out a massive number of white-collar jobs.
The short answer? No, it won’t.
Why not?
Because automation has been happening for centuries — and people are still working. Not just in manual or service jobs, either.
Take aviation as an example:
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In the 1800s, there were no pilots.
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In the 1950s, were there proportionately more pilots or fewer than today in 2025? Clearly fewer.
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Are airplanes more automated and computerized now than in 1955? Absolutely.
Automation didn’t kill the airline industry — it helped it explode. It enabled more flights, more routes, more passengers, and more jobs.
The same principle applies today. Automation doesn’t destroy opportunity — it destroys complacency. If you don’t keep up, you get left behind.
The Accounting Example
In just the past 15 years, we’ve seen accounting software evolve to:
- Pull all the details from source documents and even suggest where to post transactions.
- Pay all bills online — no more cheque printing or mailing.
- Reconcile banks daily through automated feeds.
- Integrate operational software directly into accounting systems.
- Route bills to department heads on their smartphones for quick approval.
Has this wiped out accounting jobs? No.
It’s shifted the skill set. Today’s accountants need more focus, more adaptability, and stronger critical thinking. Those who embraced the changes thrived. Those who didn’t? Marginalized and sidelined — just like buggy whip makers when the car came along.
Automate or Hire — Pick One
If you run a business, here’s the real question:
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Can this process be automated?
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Is there cloud software I can buy to do it?
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Can I connect my operational data directly to my accounting system?
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If no off-the-shelf solution exists, can I hire someone to build it?
If you choose not to automate — or think it’s too expensive — then you have no choice but to hire people.
Now compare the costs. Is it more expensive to bring on more staff, or to invest, say, $30–$50K in software that eliminates bottlenecks and stops duplicate data entry?
Data duplication is one of the biggest wastes in any business. Every time the same data is keyed in twice, error rates go up. That’s not theory — it’s a law of averages.
How to Fix It
- Ensure accuracy at the source. Hold the person entering data accountable for getting it right the first time.
- Validate at the managerial level. Don’t just trust the input — verify it.
Do this across all your data flows, and errors drop dramatically.
The Payoff
Run the numbers. A one-time $50K investment in automation can pay for itself in less than a year compared to the ongoing cost of a full-time data-entry hire. And unlike a human hire, automation doesn’t take sick days, quit, or need training every six months.
The bottom line: Automate where you can. Hire where you must. But don’t waste money doing what software can do better, faster, and more accurately.
Thanks for reading…
by MHolland | Jul 25, 2025 | Business Tips, Cloud-based Accounting, Systems
by MHolland | Apr 11, 2025 | Cash Flow, Cloud-based Accounting
Let us clear something up – your bookkeeper is essential. It is our main core deliverable at ControllershipPLUS.
Your bookkeeper brings order out of chaos.
He/she keeps your records tidy, your bills paid, and your payroll humming. But if you are relying on them to help you make high-level financial decisions — you might be asking the wrong person to do the wrong job.
And it could be costing you more than you realize.
Bookkeeping vs. Controllership – What is the Difference?
Bookkeepers handle the what happened:
- Entering transactions
- Reconciling accounts
- Paying bills and managing payroll
- Keeping things organized for the accountant.
Controllers focus on what it means:
- Analyzing trends and margins
- Flagging cash flow risks before they hit.
- Forecasting, budgeting, and scenario planning
- Helping you understand your numbers — not just record them.
Why It Matters to Your Bottom Line
A great bookkeeper keeps the financial engine running smoothly. A controller helps you steer the car. Without that strategic layer, you could be:
- Missing red flags hiding in your expenses
- Over- or under-pricing your services without realizing.
- Flying blind on profitability by department, job, or location
- Getting surprised by tax bills, cash crunches, or margin drops
Real Talk: Most Owners Do Not Need More Data — They Need More Insight
Let us be honest. You probably already have piles of reports. But are they helping you make better decisions? Or just collecting dust in your inbox?
A controller filters the noise. They connect the dots between your numbers and your goals — and help you course-correct before small issues become expensive problems.
What It Looks Like to Have a Controller on Your Side
Imagine:
- Knowing your monthly breakeven point without hunting through spreadsheets
- Having someone flag when margins start to slip — before it is a crisis.
- Being able to plan new hires, equipment, or expansion with real financial clarity
- Getting financial commentary in plain English, not accounting jargon
This is not fluff. It is smart business. And it is what separates stable companies from those constantly putting out fires.
Final Word
Your bookkeeper keeps the score. Your controller helps you win the game.
If you have been operating with only the basics, it might be time to upgrade your financial strategy. You do not need a full-time CFO — but you do need more than data entry.
We help businesses bridge that gap — without adding internal overhead.
Thanks for reading….
by MHolland | Jan 10, 2025 | Business Tips, Cash Flow, Cloud-based Accounting, Systems
Profitability and cash flow—two terms often used interchangeably—could not be more different.
And yet, countless businesses that report strong profits find themselves scrambling to pay bills, meet payroll, or keep the lights on. How is this possible?
Let us unravel the mystery behind why profitable companies still go broke—and, more importantly, how you can avoid this financial trap.
The Profit vs. Cash Flow Dilemma
At its core, profitability is a measure of what is left over after all expenses are deducted from revenue. It looks great on paper, but it does not guarantee cash in the bank. Cash flow, on the other hand, is about liquidity—the money you have available to cover day-to-day operations.
Here’s how things can go sideways:
Timing Mismatches:
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- Imagine sending out a big invoice for a completed project, but your client takes 90 days to pay. Meanwhile, your suppliers want their money yesterday. Profitable? Yes. Broke? Also, yes.
Overexpansion:
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- Growth is exciting, but rapid expansion can drain cash reserves. Those new hires, bigger office spaces, and fancy equipment do not pay for themselves overnight.
- These are all Fixed Costs that you must have the Gross Profit to cover.
- For every new Fixed Cost planned take the monthly amount and divide it by your Gross Profit Margin.
- Let us say you want to hire a new operations manager; The cost is $7,500 per month. Your Gross Profit Margin is 30% (the amount left over after direct Cost of Goods Sold are deducted from your sales, expressed as a percentage).
- $7,500 divided by 30% equals $25,000. You need at least $25,000 in new sales to cover that new operations manager.
- Do this with every new Fixed Cost to become aware of how much you need to cover this extra cost in your business.
Poor Inventory Management:
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- For businesses dealing with physical goods, tying up cash in slow-moving inventory is a surefire way to squeeze liquidity.
- I once coached a business (not a client; I did it as a favour) that was profitable for 35 years. They could not figure out why they showed great Net Profit and yet were struggling to pay their bills.
- On examining their Balance Sheet I quickly discovered that the bookkeeper had been recording some of the Cost of Goods Sold as inventory purchases. Thus, their expenses were understated and Net Profit overstated.
- The inventory on the Balance Sheet was not real inventory that could be sold.
- The owners were not amateurs; they were just overfocused on the Income Statement and ignoring their Balance Sheet.
Debt Overload:
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- Interest payments on loans or lines of credit can quickly eat into cash, especially if revenue is not rolling in as planned.
- Especially, also when interest rates go up exponentially when debt is up for renewal.
Ignoring Hidden Costs:
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- Costs like taxes, employee benefits, or unexpected repairs often catch businesses off guard, draining available cash.
How to Prevent the Cash Flow Crunch
Now that we have pinpointed the culprits, here are practical steps to prevent your business from becoming cash-strapped:
Forecast Your Cash Flow:
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- Regularly track and predict your cash inflows and outflows. Tools like Xero, ApprovalMax and Fathom can help you stay ahead of surprises.
Tighten Payment Terms:
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- Do not let clients dictate payment terms. Consider incentives for early payment or use tools like Plooto to automate and streamline collections.
Build a Cash Reserve:
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- Aim to keep at least 3-6 months of operating expenses in a savings account. This buffer can shield you from unexpected shortfalls.
- Most personal financial planners recommend this, yet too few businesses follow this same advice.
Control Growth Pacing:
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- Grow strategically. Before making big moves, assess how they will impact your cash flow over the next 12-24 months.
Review Debt Regularly:
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- Consolidate or refinance high-interest debt to lower your monthly obligations. Be mindful of the balance between leverage and liquidity.
Monitor Metrics That Matter:
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- Keep an eye on key metrics like Days Sales Outstanding (DSO), inventory turnover, and operating cash flow. These will give you an early warning of potential problems.
Stay Cash Flow Confident
Remember this – a profitable business is different from a healthy one. By focusing on cash flow, you will ensure your company not only survives but thrives.
Want to dig deeper into your financial metrics or get a handle on cash flow management? Let us talk. We specialize in helping businesses like yours bridge the gap between profitability and liquidity—so you never have to worry about going broke while turning a profit.
Thanks for reading…
by MHolland | Dec 13, 2024 | Cloud-based Accounting, Remote Work, Systems
Branding Is Essential
A colleague of mine at LeapZone Strategies has written a good Blog on the power of branding…
Here is the start of her Blog:
| “Listen up, in the wild jungle of today’s business world, blending in is the first step to being forgotten. You need a Brand Foundation that’s not just solid, but magnetic. We’re talking about crafting a brand that doesn’t just get noticed – it gets craved. Why? Because in a sea of endless choices and constant noise, the brands that win are the ones that connect on a deeper level. They’re the ones that spark something inside people, something that goes beyond just ‘liking’ a product or service.” |
To read the whole Blog please click here.
AI Is Everywhere
AI is getting a lot of attention these days. It seems to be the constant topic in online business feeds.
A lot is hype.
Some is not.
I have used it for help in writing a Landing page. I gave it to my Team for feedback.
There was no feedback. They loved it. Saved me a ton of time.
Some software claiming to use AI are exaggerating a bit.
What I mean by that is this – ALL software is AI.
It is intelligently helping you be more efficient and productive.
Think accounting software versus a calculator.
But it is just software code, doing what you expect.
And, heck, that is pretty cool when you think back to the dark ages…before computers.
Some, however, is mind blowing.
Don’t believe me? Try ChatGPT.
Here is a good Blog from the Freedom app people, sharing a ton of apps you can explore for a 40% gain in productivity (their claim).
To check it out, click here.
BDC Talks About AI
To prove my point that AI conversations are bursting forth everywhere, I checked on my latest BDC Blog…
And, lo and behold, they are talking about AI.
Please click here to check it out.
Thanks for reading…
by MHolland | Dec 6, 2024 | Business Tips, Cloud-based Accounting, Remote Work
Introduction
Service is what sets great businesses apart. It is the one timeless constant. It was true for a business in 1850. It is a fact now as well.
Customers expect personalized care, and your team thrives in an environment where they feel valued and empowered. For family-owned businesses like yours, building a culture of service is not just a strategy—it is an extension of your core values.
Creating and maintaining this culture takes intentionality.
The rewards are worth it: loyal customers, a happier team, and long-term growth that feels good.
Here is how you can do it…
Number 1 – Define Your Core Values and Live Them Daily
Your service culture starts with your values. Think of these as the guiding principles that shape how you treat both customers and your team. But there is the catch—values cannot just live on a wall poster or in an onboarding manual. They need to be visible in everyday actions.
Example:
A franchised business we worked with defined “transparency” and “teamwork” as core values. To bring these to life, they introduced a weekly team huddle where leaders openly discuss wins, challenges, and customer feedback. This keeps the team motivated to deliver outstanding service.
Key Metric:
- Companies with clearly defined core values see a 29% increase in employee satisfaction (Source: SHRM).
Number 2 – Empower Your Team with Clear Communication and Tools
Your team are your customers!
When they feel confident and equipped, they will naturally provide excellent service. Start by ensuring everyone understands what great service looks like in your business—and provide the tools they need to deliver it.
Do it with clearly defined Performance Standards. A clearly defined Performance Standard is one based in physical reality. If it is not visible in physical reality it cannot be measured. If it cannot be measured, it cannot be improved or managed.
Example – Answer the phone on the second ring.
This passes the above test. It is clearly observable as either done, or not done. It defines an aspect of Awesome Customer Service. Customers that get responded to quickly on the phone will feel more cared for.
Number 3 – Lead by Example
Your leadership sets the tone. If you treat every customer with care and respect—or step in to help a stressed-out team member—you are modeling the behaviors, you want to see.
Top-down management structures disempower people.
An inverted organizational chart has the business owner on the bottom. Serving the Team above him/her, who in turn serve the customers.
Does that mean the owner-leader has humbled himself into being a doormat?
No!
“Humility is not thinking less of yourself, it is thinking of yourself less.” C.S Lewis
“Humility is thinking more of others. Humble people are so focused on serving others, they do not think of themselves.” (Source Philippians 2:1-4)
Being at the bottom means you are responsible for serving everyone above you.
Being on the “bottom” in service to all does not mean poverty. Just the opposite. Being in service to more brings more rewards.
Number 4 – Build a Culture of Recognition and Growth
People who feel appreciated are more likely to go the extra mile. Regularly celebrate your team’s wins, both big and small, to reinforce the behaviors you want to see.
Ideas for Recognition:
- Create a “Service Star” award for employees who deliver standout customer experiences.
- Host a quarterly lunch to celebrate the team’s successes.
- Share customer compliments in team meetings or a company newsletter.
Example Metric:
- Teams with frequent recognition programs report 23% lower turnover rates, contributing to stronger, more cohesive teams (Source: Gallup).
Number 5 – Foster a Feedback-Driven Environment
Great service comes from a willingness to listen and adapt. Make it easy for customers and team members to share feedback.
Show them you are listening by acting on it.
Customer Feedback Tips:
- Use short surveys after service interactions.
- Ask for testimonials during your monthly Zoom reviews.
Number 6 – Keep Stress in Check
Stress is the silent killer of great service. To maintain a positive, productive team, ensure processes are streamlined and support is readily available.
Stress-Reducing Strategies:
- Streamline workflows with automation tools like Plooto for payments.
- Build a financial cushion for tight cash flow periods.
Example Metric:
- Businesses with proactive cash flow management see 20% fewer disruptions during busy seasons (Source: Small Business Trends).
Conclusion
A formidable service culture is more than a business strategy—it is a way of life that benefits everyone involved. By defining your values, empowering your team, and fostering a positive, feedback-driven environment, you can create a business where customers rave about your service, and your team feels proud to be part of the journey.
Call to Action:
What is one step you can take this week to strengthen your service culture? Whether it is recognizing a team member or asking for customer feedback, start small and build momentum. If you would like more ideas tailored to your business, let us connect during your next monthly Zoom meeting!
Thanks for reading…
