With budgeting season underway, now is the perfect time to set your school up for financial success. A well-crafted budget not only keeps your finances on track but also supports your school’s strategic goals and daily operations. Here are some practical tips to help you navigate the budgeting process effectively: 1. Start Early and Plan Ahead Give yourself enough time to gather information from all departments and review last year’s financial results. Early planning allows for thoughtful discussions and smoother approvals. 2. Use Actual Spending as Your Baseline Last year’s actual expenses are your best guide. Compare forecasts to real numbers to avoid surprises and create realistic budgets. 3. Account for Staffing and Wage Changes Remember to include any salary increases, additional staff, or changes to relief teacher costs - these often have a big impact on your budget. 4. Build in a Contingency Fund Unexpected costs can arise at any time. Setting aside around 1–2% of your total budget for contingencies provides a financial cushion. 5. Involve Your Team Engage department heads and key staff in budgeting discussions. Their insights can improve accuracy and encourage shared ownership of financial goals. 6. Monitor and Adjust Regularly Budgeting isn’t a “set and forget” task. Review your budget monthly or quarterly and make adjustments as needed to stay on track throughout the year. Turn Plans Into Action: Your Budget Timeline Once you've laid the groundwork with early planning, realistic forecasting, and team collaboration, it’s time to put your budget process into motion. A clear timeline helps ensure nothing falls through the cracks and keeps everyone aligned across key stages. Here’s a suggested budget timeline to guide your school through a smooth and efficient budgeting process: Budget Timeline 

View our Chalkboard - September 2025: - 2026 Annual Budget - Upcoming Budget Webinar for Schools - 8 October 2025 - Important Notices - Preparing Your School Budget: Practical Tips for a Successful Year Ahead - Xero Tip of the Month: Xero’s New Navigation and Homepage Refresh - Welcome to the Team: Breanna & Rachelle - Reminder - New Resource: AFS School Revenue Finance Handbook - Looking ahead https://public2.bomamarketing.com/email/bnyk

Did you know the Xero App Store is updated with new apps and integrations every month? Even if you’ve browsed the App Store before, it’s worth making it a habit to check in regularly. Xero is constantly expanding its ecosystem with new tools designed to save you time, improve accuracy, and streamline everything from reporting to payments to payroll. Whether you’re looking to solve a specific problem or just want to stay up to date with what’s possible, a quick monthly browse could uncover something valuable for your school. Explore the Xero App Store by clicking HERE

View our Chalkboard - August 2025: - 2024 Annual Accounts & Audit: Thank you - Timeliness of Management Reporting - Important Notices - Heads up: 2026 Annual Budget - Xero Tip of the Month: Discover New Tools for Your School - Check the App Store Regularly - Xero Pricing Increase - 1 September 2025 - Visit Us at the Upcoming NZPF Conference - Looking ahead  https://public2.bomamarketing.com/email/qgzq

Did you know every invoice, bill, and transaction in Xero includes a built-in audit trail? It's a feature some users might overlook, but the History & Notes feature lets you easily see who made changes, what was updated, and when - helping your school’s finance team stay connected and organised. To view the history for any transaction: Open the transaction (invoice, bill, or payment) you want to check. Scroll down to the History & Notes section at the bottom of the page. Click History & Notes to view a detailed timeline of changes. This feature ensures everyone is on the same page and provides invaluable context for financial reviews – especially crucial during audits or when delegating tasks.

View our Chalkboard - July 2025: - 2024 Annual Accounts - Important Notices - Xero Tip of the Month: Accessing the History and Notes Feature - Track Your Carbon Footprint FREE for 12 Months with Sumday + Xero - New Resource: AFS School Revenue Finance Handbook - Welcome to the Team to Swapnil Naik - Looking ahead https://public2.bomamarketing.com/email/XEqP

New Resource Alert! We’re pleased to share that the Accounting for Schools Revenue Finance Handbook is now available for download from the Resources Hub on our website! https://www.afsl.nz/Resources This practical, easy-to-read guide is designed to help school leaders and finance staff manage revenue more effectively and explore alternative income opportunities. Whether you're aiming to boost revenue or build financial resilience, the handbook offers clear, actionable strategies to strengthen your school’s financial position. Thank you for being part of our community. As always, we welcome your ideas for future resources - get in touch at marketing@afsl.nz!

We know that we’ve shared this tip before, but it’s so handy we think it’s worth highlighting again - especially for new admin staff or anyone who may have missed it the first time around. Instead of printing and manually entering invoices, you can email them directly into Xero. This will allow you to send invoices from your email directly to your Xero inbox, saving you time and hassle. To access your Xero email address, follow the instructions below: Login to Xero and click on the business tab - bills to pay Click the " Create bill from email" tab Copy the email address into your address book Email all invoices to this email address so that they will be waiting for you in Bills to Pay - Draft Now, whenever an invoice comes in, just forward it to that email address. Xero will automatically create a draft bill for you—ready to be coded and submitted for approval. Give it a go if you’re not already using this feature—it’s a simple step that makes a big difference!