Less time entering data, more time for business! featuring Spalding Education Australia

7-minute read

I recently interviewed Kyle Grace, Director of Spalding Education Australia for the 2nd edition of our OneSaas Customer Success Stories initiative which aims mainly to feature our loyal customers and their businesses.

OneSaas allowed us to spend less time on administration and more time on growing our business.

— Kyle Grace

The main mission of Spalding Education is to prepare people to become deep thinkers, problem solvers and lifelong learners by providing the best form of literacy instruction in all elements of English.

In this interview, Kyle talked about how they teach schools, teachers, tutors, parents and educational specialists how to teach reading, writing and spelling through the use of different educational materials like:

  • Teacher resource manuals, guides and assessment materials;
  • Classroom aides such as readers, phonogram cards, posters;
  • DVDs and stationary;

which are all necessary in the effective administration of the Spalding Method. He also talked about how integrating WooCommerce and Xero using OneSaas helped them get rid of some of the repetitive aspects of their business which in turn, helped them focus better on their cause.

You can watch the one-on-one interview in the video attached above, and below is an excerpt of a separate written interview with Kyle:


Tell us more about your business! How long have you been in business?

Spalding Education International has existed as an organisation since the 80's. We purchased the Australasia region license about 3 years ago. Ronalda Spalding, the founder of The Spalding Method, worked closely with the neurologist Dr. Samuel T. Orton, a leader and specialist in helping dyslexic and other disabled children. She is also the aunt of Warren North, a former NASA Chief, Flight Crew Operations Division instrumental in Projects Mercury, Gemini, and Apollo.

What are some of the objectives and highlights of your business?

Increase literacy for all children and adults by using The Spalding Method to develop skilled readers, critical listeners, and accomplished writers and spellers. This will be achieved through rapid, logical, sequential, systematic and integrated instruction in each element of literacy.

How did you evaluate shopping carts to use for your business? What are the things that you considered?

When we moved from Joomla to WordPress, we wanted an out-of-the-box solution for our shopping cart. WooCommerce was recommended by our developers as the easiest to work with, and the reviews were great, so we went with it, and have stuck with it for about 5 years now.

Describe in detail your situation before OneSaas. Did you have lots of data entry, etc.?

We had to create every individual order received in WooCommerce manually in Xero. Not only time consuming, but we also had some consistency problems due to human errors. Sometimes it was difficult to figure out where things got out of sync. Stock control in particular was causing us headaches.

Did you look at any other similar products? What made you choose OneSaas?

We typed in "Integration between Woocommerce and Xero" into Google. There were multiple options. We selected OneSaas based on reading many reviews. The main things that stood out were the OneSaas out-of-the-box configuration options, and some excellent reviews about the OneSaas support team.

Is there a particular aspect of our product or service that you rely on most?

We didn't want custom development, and we needed technical support to embed a new process. Now all our orders in WooCommerce are created automatically in Xero by OneSaas overnight. Our stock counts are also being synchronised.

Did that meet your expectations?

Very happy it was relatively easy. We weren't sure when we first trialed the software, but the support provided by the team, especially when we could do it over chat, was exceptional. They didn't just try and fix problems, they tried to help us understand what we needed to do.

How does OneSaas contribute to your business success?

It allowed us to spend less time on administration and more time on growing our business.

How much time and money does OneSaas save for your business?

On average about 2 hours per week for the orders - although we have big peaks and troughs because of the school year. During peak times, our orders could take us 10 hours a week to manually enter orders from WooCommerce to Xero. That is now 0. The other benefit has been with stock control which is completed quarterly (every 3 months). A couple of times, it took us more than 2 days to reconcile between physical stock, Xero and WooCommerce. This is more consistently about 4 hours now.

What makes you happy about your business? How does OneSaas help you achieve this?

We love being in a classroom, teaching courses! OneSaas helps, because less time entering data, and chasing up stock.


You too can get your business apps automatically talking and sharing data.

OneSaas lets you connect your business apps to automate your business across accounting, ecommerce, billing & invoicing, CRM, fulfilment, inventory management, and email marketing.

With your apps working happily together, you’ll be able to get back to business.


Why use clearing accounts in your accounting system for Paypal, Credit Cards, Amex, etc.?

In our highly connected, networked, real time information world, you'd think when you make a payment on a credit card, the amount is immediately transferred to the merchant (the business you're buying from).It is one of the banking systems little secrets that this isn't the case, and it's going to take a major change in the technology that underpins our financial system to change that. Banks & other financial institutions will tell you they're cutting edge from a technology standpoint - the real truth is they're not, with a few exceptions.

The underlying problem is that it takes 2-3 days for funds to clear through the various banking systems around the world. The more parties there are in between, the longer it takes. Technologies like block chain & smart contracts will eventually fix this, a discussion for another day.

For now, if you're an e-commerce merchant and you use a payment gateway to collect money from customers (whether that be a credit card, Amex or other payment forms), there is a delay in the funds coming into your bank account, normally 1-3 days.

So your workflows may look like without a clearing account:

  1. a customer checks out of your shopping cart
  2. you raise an "invoice" or "sales receipt" that increases your revenue and your accounts receivable in your accounting system
  3. you then pay the invoice in your accounting system against your bank account =:> this is where the problems start unless you're using Paypal

(For Paypal, this is how you do it:

  1. a customer checks out of your shopping cart
  2. you raise an "invoice" or "sales receipt" that increases your revenue and your accounts receivable in your accounting system
  3. you then pay the invoice in your accounting system against the paypal bank account you've set up. This should auto match against the bank feeds coming through from your paypal account. Work with your bookkeeper so that your workflows facilitate this. )

What will happen is your receipts from customers in your accounting system won't match the bank feeds. If you collect money on November 30th, it may not be in your bank account until December 2nd. You've crossed month end as well which compounds the problem - accountants and bookkeepers get most upset by an accounting system where the cash value on your balance sheet doesn't equal the bank statement. The bank feed technology in most cloud accounting systems was meant to address this, however the credit card clearing issue is still a gap.

Hence there's a step in between, which involves the use of the clearing accounts

  • a customer checks out of your shopping cart
  • you raise an "invoice" or "sales receipt" that increases your revenue and your accounts receivable in your accounting system
  • you then pay the invoice in your accounting system against your credit card clearing account
  • you then mark receipts that come in from your bank feed against that clearing account. Money in, money out.

The balance of the clearing account at the end of the month would be made up of two amounts (run a balance sheet and you should be able to see it):

  • amounts shown as "paid" in your shopping cart which haven't been received yet into your bank account. As a check, this is normally 2-3 days trading
  • most merchants now charge the merchant fee separately, rather than offsetting it against your receipts. If you have differences it could be your merchant facility is doing an offset still.
  • chargebacks from customers. These can be very hidden, the amounts can creep up on you if you're not on top of it. The clearing account reconciliation at least makes sure you're aware of them.

Is any of this ideal? I'm afraid not, there is substantial manual work in reconciling the amounts you get as receipts on your bank statement vs your sales from your shopping cart, with the different date just compounding the problem of matching these off.

Use a clearing account. At the end of the month, take a look at the balance. If it's substantially different to 2-3 days sales, it's worth digging into to see if you have leakage in your business due to the funky way the global banking systems work!

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