Frequently Asked Questions
We realise that this mode of working is new and unusual to some clients. Here are the answers to some of the most frequently asked questions.
-> How is my company’s data input into the system?
-> Which file format do you use to process my documents?
-> Can I send output from the system to HM Revenue and Customs?
-> How will my company’s accounts be “signed off”?
-> How will St Matthew help in managing my business and saving me time?
-> How can I be sure my company’s data is secure?
-> I am using Sage (or a different accounts package) at the moment. What does that mean for me?
-> Can I have a regular backup of my data?
-> I have another employee who should have access to the accounts system. What do I have to do?
Signing up to St Matthew eAccounting
-> Will I still need my existing accountant?
-> How will you transfer the accounts for the year to date? What does that cost?
-> How can I quit your services?
-> Can I change price plans?
-> Can you import existing data into your system?
-> What about my company’s payroll?
-> Will you do payments on my behalf?
-> Can I create customer invoices or payment reminders (statements) from your system?
-> Do you provide any additional services?
Fees & Payments
-> What will it cost to use St Matthew eAccounting?
-> How will I pay for your services?
Q: How is my company’s data input into the system?
A: Providing the data for your St Matthew eAccounting online accounts site couldn’t be easier. You can email or fax or us your accounts paperwork. You can also pop them in the post. We then input your documents and within a few days you can view your updated accounts including scanned images of the documents you have sent us. The codes that you use are set up when you first subscribe to St Matthew eAccounting and can either be predefined codes we supply or be customised to reflect the particular needs of your business.
Q: Which file format do you use to process my documents?
A: All your documents will be processed as PDF files. We can do the scanning on your behalf for a tiny fee or you can scan them yourself and email them to us. You can also send us Microsoft Word and Excel files or just plain emails, they will be converted to PDF automatically by the system.
Q: Can I send output from the system to HM Revenue and Customs?
A: St Matthew eAccounting online bookkeeping produces documentation that can be submitted to the HM Revenue and Customs. All you have to do is print the form and, where appropriate, attach your cheque and send them off to the tax authorities. Small business accounting couldn’t be easier.
Q: How will my company’s accounts be “signed off”?
A: St Matthew eAccounting work with Certified and Chartered Accountants who can sign off your company’s accounts at the end of your reporting period. This service is optional, you may use your existing Accountants to do this if you so wish.
Q: How will St Matthew help in managing my business and saving me time?
A: Unlike most current accounting systems for small and medium scale companies, St Matthew eAccounting does not wait till the end of your accounting period to give you the information you need to manage your business. You can see running totals of your company’s profits, tax liabilities, work in progress, outstanding invoices etc. rather than waiting for your conventional Accountants to provide this information after a delay at your year’s end. Furthermore our suite of management reports provide you with powerful tools for keeping track of how your company is performing on a monthly basis.
Q: How can I be sure my company’s data is secure?
A: St Matthew eAccounting complies with the latest security standards. Your data is kept 100% safe at all times. Please check the Security page fore more details.
Q: I am using Sage (or a different accounts package) at the moment. What does that mean for me?
A: We will analyse if we can import the transactions from your existing systems. Note that we need your paperwork anyway to complete the transfer.
Q: Can I have a regular backup of my data?
A: Yes, you can have a full backup of all your data on request or on a monthly basis. Please contact customer services for more information.
Q: I have another employee who should have access to the accounts system. What do I have to do?
A: We can set up a new user of your online accounts system on request which would have the advantage that you can give them a different user access level than yourself. For example you can block access to the online payroll data for anybody else than you.
Signing up to St Matthew eAccounting
Q: Will I still need my existing accountant?
A: St Matthew’s eAccounting web based accounting service offers all the services provided by a traditional accounting firm, however, we are happy to co-operate with your existing accountants as required (for example audits etc.)
Q: How will you transfer the accounts for the year to date? What does that cost?
A: We can enter opening balances as required onto your online accounts site. This is included in the Setup Fee. If you prefer we can also enter the transactions for the year to date. This will be charged according to the price plan you have chosen.
Q: How can I quit your services?
A: You can terminate your agreement with us to provide our web based accounting service at any time giving one full calendar month notice in writing. We also reserve the right to terminate the agreement on the same terms.
Q: Can I change price plans?
A: Yes, you can change price plans at any time giving one full calendar month notice.
Q: Can you import existing data into your system?
A: Yes, we are able to import data from any different systems (including Sage and QuickBooks) into your accounts website. After analyzing your data we will give you a one off fixed price quote to migrate your data. Simply click the appropriate tickbox on the sign up form and we will get back to you.
Q: What about my company’s payroll?
A: St Matthew eAccounting offers a comprehensive online payroll service. This includes monthly calculation of your Tax and National Insurance liability and also the submission of all required forms to HM Revenue & Customs (like P35, P60, P11D etc).
Q: Will you do payments on my behalf?
A: No, we are not doing payments on your behalf at present.
Q: Can I create customer invoices or payment reminders (statements) from your system?
A: No, you can’t do this at present. However this will be part of one of the next releases of the system.
Q: Do you provide any additional services?
A: Yes, apart from online bookkeeping we can help you with services like company formation, custom advice or other small business accounting issues. Please contact customer services for more information.
Fees & Payments
Q: What will it cost to use St Matthew eAccounting?
A: There are different price plans you can choose from, each of them include a certain number of transactions. Once they are used up St Matthew eAccounting will charge a fee per additional transaction. Online payroll is an optional service and will be charged separately. You won’t find a more cost effective small business accounting service. Please check the Fees page for more details.
Q: How will I pay for your services?
A: We operate a direct debit payment system for all our clients. This makes it easier for both parties to track or make payments. Invoices are sent out at the beginning of the month and we collect the amounts due after 14 days. This gives you an opportunity to review the details and contact us if there are any adjustments required.
If you don’t wish to pay by direct debit there will be additional monthly charge of £4.00 per month + VAT. You can then pay by Credit/Debit card, BACS Transfer or Cheque.