When Software Training isn’t Bookkeeping training – A common gap for QuickBooks and Xero Users

You don’t need to be a bookkeeper to use QuickBooks or Xero — but you do need to understand what’s happening behind the scenes.

I delivered a one-to-one QuickBooks training session today, and it highlighted something I see again and again with both QuickBooks and Xero users.

Many small business owners and charity staff are confidently entering invoices and expenses, paying bills, and keeping things ticking along. They’ve often been shown how to use the software — which buttons to click and where to enter information — and then left to carry on as best they can. And to be fair, they usually do a great job… until they hit a challenge.That’s often the point when they ask for help.

Software training is not the same as bookkeeping training

QuickBooks and Xero are powerful tools, but they assume a level of bookkeeping understanding that many users were never taught.

People often say to me:

“I can put the numbers in, but I don’t really understand what’s going on.”

This isn’t a lack of ability. It’s a lack of foundations.

Without basic bookkeeping knowledge, it’s easy to:

• Feel unsure about reports

• Avoid bank reconciliations

• Hand VAT returns and payroll journals straight to an accountant

• Hope everything is “about right”

The software will still work — but the confidence isn’t there.

Button-clicking vs understanding what’s behind the numbers

I often meet people who are paying external accountants to do tasks such as:

• Bank reconciliations

• VAT returns

• Payroll journals

In many cases, these are things they could do themselves with the right training and understanding.

That doesn’t mean everyone needs to become an accountant. Accruals accounting and year-end adjustments will always have their place. But understanding the basics helps people:

• Spot issues earlier

• Ask better questions

• Feel more in control of their finances

Good training turns software from something you use into something you actually understand.

The gross profit trap

Another common theme I see with QuickBooks and Xero users is a strong focus on gross profit.

Gross profit often looks encouraging — but it doesn’t tell the whole story.

It’s net profit that shows:

• Whether the organisation is sustainable

• Whether overheads are affordable

• Whether there is actually money left at the end of the day

Understanding the difference between the two is a bookkeeping skill, not a software feature — and it can completely change how decisions are made.

Training vs consultancy – why clarity matters

In my work, I’m very clear about the difference between training and consultancy.

• Training focuses on building skills, confidence, and understanding

• Consultancy involves reviewing specific situations, troubleshooting issues, and sometimes researching more complex areas

During today’s session, there were a few points that required deeper investigation. I was open about that and explained I would research them and come back. That’s not a weakness — it’s good professional practice. Clear boundaries help clients know what to expect and ensure they get the right level of support.

This isn’t about blame – it’s about support

If any of this feels familiar, please know this: You’re not “bad at accounts”. You’re not “doing it wrong”. You were simply shown how to use the software — not how bookkeeping really works. With the right foundations, QuickBooks and Xero can become tools that support clarity, confidence, and better decision-making rather than stress and confusion.

A gentle note for small businesses and charities

If you’re a small business owner or work in a charity and you’re using QuickBooks or Xero but feel like you’re clicking buttons without fully understanding what’s happening behind the scenes, you’re not alone. Sometimes all that’s needed is a bit of space to ask questions, build confidence, and understand what the numbers are actually telling you.

Understanding better often leads to doing better — without working harder.