Transforming Financial Management at Na Piarsaigh GAA Club with Xero Accounting Software

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Transforming Financial Management at Na Piarsaigh GAA Club with Xero Accounting Software

Na Piarsaigh GAA Club, a vibrant community sports organisation, manages a wide range of activities including youth and adult teams, fundraising events, and a fully operational clubhouse bar. With increasing financial complexity, the club sought a modern accounting solution to improve transparency, streamline reporting, and support better decision-making.

Previously, the club relied on spreadsheets and manual bookkeeping, which made it difficult to:

  • Track income and expenses across different departments (e.g., club activity vs. bar).
  • Generate timely and accurate financial reports.
  • Ensure accountability and compliance with grant and funding requirements.

The Solution

To address these issues, we recommended Xero, a leading cloud-based accounting platform renowned for its intuitive interface, real-time capabilities, and powerful automation tools. The implementation process included:

  • Setting up Xero accounts tailored to the club’s unique structure.
  • Connecting Xero to Hubdoc to allow the club to submit approved purchase invoices to us.
  • Enabling automated bank feeds for seamless import of daily bank transactions.
  • Configuring payroll to produce weekly reports for bar staff.
  • Training club staff on the use of Hubdoc.

One of the most impactful features for Na Piarsaigh has been Xero’s Tracking Categories. These enable the club to segment financial data by department or activity.

Two primary tracking categories were established and each transaction, whether income or expense, was tagged with the appropriate category. For example:

Primary Tracking Category Transaction
Club Operations ·       Membership fees

·       Cost of running teams

·       Fundraising

·       Operational costs
Bar Operations ·       Sales revenue

·       Supplier costs

·       Payroll

·       Bar overheads

Key Benefits to the Client

The transformation brought about by Xero and its tailored setup was multifaceted:

  • Real-Time Reporting: Committee members are provided with monthly finance reports to monitor the club’s performance.
  • Automated Bank Feeds: Daily bank transactions are automatically imported, reducing manual data entry.
  • Invoice & Receipt Management: Easy creation and tracking of invoices, with digital storage of receipts.
  • Grant Reporting: Simplified preparation of financial statements for grant applications and audits.
  • Better Insights with Tracking Categories: The club can now:
    • Generate separate income and expenditure reports for the club and the bar.
    • Monitor the profitability of the bar independently.
    • Make informed decisions about resource allocation and event planning.
    • Provide clear financial reports to members and stakeholders.

Conclusion

By adopting Xero and leveraging tracking categories, Na Piarsaigh GAA Club has transformed its financial management. The club now enjoys greater transparency, efficiency, and control, empowering it to focus more on community and sport, and less on paperwork.

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Seamless Transition to Xero for Enhanced Financial Efficiency for Here’s Health

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Here’s Health is an Irish retailer that provides a wide range of top-quality Natural Products allied with the best advice in Nutrition, Healthy lifestyle, Natural Remedies and Wholefoods.

Financial Systems Transformation

The client was using Sage 50 (on premise) for a number of years and was looking for a more efficient and automated cloud solution. Having discussed their needs we recommended implementing Xero along with a range of applications to create an eco-system that best suited their business needs. This implementation would provide real time access to financial information from anywhere and multi-user access making it easy to collaborate with their team and accountants. We implemented Hubdoc which increased productivity and reduced the time it takes to process purchase invoices and supplier payments. We also linked their ecommerce platform to Xero to facilitate an automated transfer of data.

We provided tailored training to Here’s Health to assist with the transition from Sage to their new eco-system. We continue to support them with any queries as they arise to ensure they continue to enjoy the full benefits of their new system.

Flexible Short-Term Secondment

As the decision to migrate to Xero was made a few weeks into the financial year, we were able to quickly deploy a senior accountant from our team of Xero experts to support the internal finance team to bring all financial transactions up to date on Xero. This support allowed them to focus their attention on adapting to the new system and to attend practical training sessions with our Xero implementation team.

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Short-Term Finance Outsourcing Provider for Cork City FC

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Short-Term Finance Outsourcing Provider for Cork City FC

Cork City FC are a League of Ireland soccer club.

While recruiting for an in-house bookkeeper, the client needed a short-term resource solution. They approached Crowleys DFK to manage their day-to-day finance function until a permanent hire.

Initial Review

At the start of the engagement, we carried out a comprehensive review of the organisation’s financial processes and procedures. During this review, we identified opportunities to automate work processes.

Financial Systems Developments and Transformation

Following our initial review we introduced time-saving technological solutions for bank payments (Parolla), debt collection, bank feeds to Xero and the automation of their fixed asset register and monthly depreciation calculations.

Temporary Outsourced Finance Function 

In our role as their short-term finance outsourcing provider, we handle tasks such as processing sales and purchase invoices, managing bank reconciliation, maintaining the general ledger, conducting monthly balance sheet reconciliations, preparing monthly management accounts, and generating weekly debtors and creditors reports. The organisation has a tailored technology driven solution in place which seamlessly integrates Xero with Shopify, Hubdoc, Parolla, and live bank feeds.

Our payroll team manages their weekly payroll needs and undertake special assignments as requested. This includes preparing payroll forecasts and providing insights on projections.

Benefits to the Client

  1. Our outsourced cost-effective technology driven solution provides the management team with real time financial data and financial insights to support them to drive strategy and growth.
  2. Improved financial work practices have reduced the time spent by management dealing with financial queries which allows them to focus their efforts on their core business activities.
  3. The organisation can now track the investment required for each team following the introduction of departments on Xero.
  4. As part of the annual Club Licensing process, the Football Association of Ireland (FAI) requires submission of detailed financial information for each club. Our outsourced solution ensures our client has the relevant information available to them to complete the annual FAI Club Licensing submissions while adhering to the strict deadlines enforced by the FAI.
  5. At the end of our assignment, we will provide the necessary support and training to onboard their new in-house bookkeeper.
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