The Importance Of Cloud-Based Software Solutions For Small Company Owners In 2024

In today's fast-paced business world, small company owners are constantly seeking ways to improve efficiency and stay competitive. One key solution is adopting cloud-based software. This type of software allows business owners to manage operations from anywhere, providing real-time access to essential data. Whether it's handling payroll, managing customer relationships, or tracking inventory, cloud-based solutions offer flexibility, scalability, and security that traditional software cannot match. By embracing cloud technology, small businesses can streamline processes, reduce overhead costs, and focus on growth and innovation.

It’s In The Cloud

When we say something is "in the cloud," it means that your software, data, and tools are hosted on remote servers and accessed via the internet, rather than being stored on a local computer or server. This cloud-based setup allows you to manage your business from anywhere, whether you're at the office, home, or on the go. It also ensures that your software is always up to date, as updates and improvements are handled automatically by the service provider.

Having everything backed up in the cloud is essential in today's world, where data security and accessibility are paramount. Traditional methods of storing data on physical devices can be risky—computers crash, hard drives fail, and important information can be lost in an instant. Cloud-based solutions offer robust, automatic backups, ensuring that your business data is safe, secure, and always retrievable. This peace of mind allows you to focus on growing your business, knowing that your critical information is protected against unforeseen events like cyberattacks, natural disasters, or technical failures.

Why You Should Consider Cloud-Based Software Solutions For 2024

At Umbrella Software we understand your business needs and how you need to grow as a modern company. We have devised our top five responses to customers questions about cloud-based software:

1. Scalability to Match Your Business Growth

Cloud-based software grows with your business. As your company expands, so do your software needs—whether it's adding new users, upgrading features, or increasing storage. With cloud solutions, scaling is seamless and cost-effective, ensuring that your technology keeps pace with your success without requiring significant upfront investment or time-consuming updates.

2. Enhanced Data Security

In 2024, data security is more critical than ever. Cloud-based software provides advanced security measures, including encryption, secure data storage, and regular backups. This ensures that sensitive business information is protected against cyber threats, reducing the risk of data breaches and offering peace of mind.

3. Access from Anywhere

The modern workforce is increasingly mobile, and cloud-based software provides the flexibility to manage your business from anywhere. Whether working from home, on a business trip or meeting clients off-site, you can access your tools and data in real time, making collaboration easier and more effective.

4. Automatic Updates and Maintenance

Keeping software up-to-date is vital for maintaining security and functionality, but it can be a hassle. Cloud-based solutions handle updates and maintenance automatically, ensuring your software is always running the latest version without interrupting your workflow. This means no more downtime or worrying about staying current with new technology trends.

5. Cost Efficiency and Predictable Expenses

Cloud-based software eliminates the need for expensive hardware and reduces IT costs. With a subscription-based model, you pay only for what you use, making it easier to predict and manage expenses. This approach provides significant cost savings, especially for small businesses that need to allocate resources wisely, allowing for more investment in growth and innovation.

Future Trends in Cloud Technology

As we move into 2024, cloud technology is evolving with trends that will significantly benefit small business owners. One key trend is the integration of Artificial Intelligence (AI) and Machine Learning (ML) into cloud platforms. These technologies will allow small businesses to automate tasks, gain insights from data analytics, and personalise customer experiences with minimal effort. For instance, AI-driven chatbots and predictive analytics can help small businesses provide better customer service and make data-driven decisions, leading to improved efficiency and growth.

Another important trend is the growing emphasis on edge computing within cloud solutions. Edge computing processes data closer to its source—like a retail store or a remote office—rather than relying solely on centralised cloud servers. This reduces latency, enabling faster data processing and real-time analytics, which is crucial for businesses that need quick, responsive solutions. For small business owners, adopting cloud platforms that leverage edge computing means they can deliver faster services, improve operational efficiency, and stay competitive in a rapidly changing market.

Practical Tips for Implementation

To begin the process of integrating a new software solution, start by clearly defining your organisation's specific needs and objectives. This involves a thorough assessment of your current workflows and identifying the key areas where the new software can bring improvements. Once you have a comprehensive understanding of your requirements, you should then research and evaluate various software options that align with your needs. It’s crucial to consider factors such as scalability, user-friendliness, and the ability to integrate with your existing systems.

Umbrella Software specialises in tailoring cloud-based storage to meet the unique needs of different organisations. Our expertise in delivering robust and scalable solutions can help streamline your operations and enhance overall efficiency. By partnering with a reputable provider like Umbrella Software, you can ensure that your new software solution is well-suited to address your specific requirements and support your organisational goals.

Why Every Small Business Needs Payroll Software

Juggling multiple tasks is part of the daily routine of managing a small business, but payroll shouldn't be one of the headaches. Payroll software offers a streamlined solution that ensures employees are paid accurately and on time while staying compliant with tax regulations. For small businesses, this is particularly crucial as it frees up valuable time, reduces costly errors, and helps maintain employee satisfaction. By automating these complex processes, payroll software allows small business owners to focus on what truly matters—growing your business and serving your customers!

Here at Umbrella Software Solution, we have put together our five top key elements that small business owners would find essential:

1. Total Flexibility in Payroll Management

Umbrella Software caters to various payroll needs, including Umbrella, CIS, PAYE, and PSC. The system is highly adaptable, allowing businesses to customise payroll processes without the need for extra modules. Whether you’re managing a standard payroll or something more complex, Umbrella Software adjusts seamlessly to your specific requirements.

2. Cloud-Based Convenience

With Umbrella Software's cloud hosting, small business owners can access payroll management from anywhere, ensuring that all data is securely stored and easily accessible. This flexibility is particularly beneficial for businesses with remote teams or multiple locations, allowing for efficient management regardless of where you are.

3. Comprehensive Support and Training

Umbrella Software offers dedicated UK-based support and professional training, either on-site or remote. This ensures that users can confidently navigate the system and troubleshoot any issues quickly, allowing businesses to focus on operations without worrying about technical difficulties.

4. Compliant and Up-to-Date

Staying compliant with regulations is crucial for small businesses. Umbrella Software is HMRC-accredited for RTI submissions, AWR-compliant, and includes automated updates to keep the software current with legal requirements. This means business owners can trust that their payroll processes meet all necessary standards, avoiding potential fines or legal issues.

5. Enhanced Communication Tools

The software comes with a bulk SMS/email facility, secure messaging, and secure payslip emailing features. These tools ensure that communication with employees, agencies, and contractors is smooth and professional, enhancing trust and efficiency in your business operations.

These Umbrella Software features produce a robust choice for small businesses looking to simplify and optimise their payroll processes.

The Journey of "Bloom & Brew" - A Small Business Success

Company Overview

"Bloom & Brew" is a small, family-run café and florist based in the heart of Bath, UK. Founded by Maxine and Tom in 2022, their dream was to create a cosy space where customers could enjoy freshly brewed coffee surrounded by beautiful blooms. However, as their customer base grew, managing the day-to-day operations became increasingly challenging.

Challenges

Initially, Maxine and Tom handled all aspects of the business manually, from inventory to payroll. As their team expanded, they struggled with managing payroll accurately and staying compliant with tax regulations. Keeping track of part-time employees, ensuring timely payments, and managing tax submissions started consuming more time than they could afford, impacting their ability to focus on customer service and growth.

The Solution

After a recommendation from a fellow small business owner, they discovered Umbrella Software. The software’s flexibility in payroll management, cloud-based accessibility, and automated compliance features addressed all their pain points. The dedicated support team also provided hands-on training, ensuring Maxine and Tom could make the most of the software.

Results

With Umbrella Software, "Bloom & Brew" streamlined their payroll processes, reduced errors, and saved significant time each month. The software allowed them to automate tax submissions, ensuring they stayed compliant with HMRC regulations and provided peace of mind knowing their payroll was handled efficiently. This allowed Maxine and Tom to focus on what they loved most—creating a welcoming environment for their customers.

An Umbrella Software Succes Story

"Bloom & Brew" is now thriving, with plans to open a second location. The right software solution made all the difference, allowing them to grow their business without the stress of managing complex administrative tasks. Umbrella Software proved to be the key to their operational success.

HMRC set to collect more RTI data from 2025

Following a consultation seeking views on the data HM Revenue and Customs (HMRC) collects, a policy paper and has been released detailing the upcoming changes.

HMRC have published draft legislation to implement the outcome of their earlier consultation on increasing the data they collect. The additional information is intended to support HMRC’s enforcement activities, as well as the Government’s policy agenda. The prospective changes include requiring employers to report additional information through the Real Time Information (RTI) system on employees’ hours worked and, in certain circumstances, a description of the payments made. The consultation closes on 9 May 2024, with the final regulations – and additional employer reporting obligations – expected to come into force on 6 April 2025. This article discusses the specific changes set out in the draft regulations and what steps employers should consider to prepare.

What’s the current position and what’s changing?

Employers are currently required to include high level information on employees’ working hours in each RTI return by specifying within which band (A – D) each employee’s working hours fall (or selecting band E for ‘other’), and to include the actual hours worked on each employee’s payslip.

Following HMRC’s consultation ‘Improving the data HMRC collects from its customers’, the Government announced that it would require employers to provide additional information on contractual hours worked where these are reasonably stable (e.g. where the employee is not on a zero hours contract), and actual hours worked for hourly rate employees. However, it did not confirm exactly how this would be done.

HMRC have now published draft legislation, which is subject to consultation until 9 May 2024, to implement the specific proposals. The new employer reporting obligations are expected to apply for 2025/26 and subsequent years.

What are the specific proposed new reporting obligations?

In summary, from 6 April 2025 employers will be required to report the total number of hours worked by each employee in respect of payments reported in the relevant RTI return.

How this is done will depend on how the employee’s pay is determined:

• If the employee is paid based on an hourly rate, the employer must report the number of hours worked that determined the relevant payment;

• If the employee is paid based on a number of hours specified in their employment contract, the employer must report the number of hours that the contract required them to work in the relevant pay period; and

• If the payment to the employee is not determined on one of these bases, the employer should report the number of relevant hours as ‘nil’ and, where relevant, specify one of the following descriptions of the payment:

  • Taxable social security benefits (e.g. Statutory Sick Pay);

  • Payrolled Benefits-in-Kind;

  • Termination payments;

  • Payments determined by reference to output (e.g. piece work); or

  • Payments made to officeholders (e.g. directors without contractual terms that specify a number of working hours).

If an employee’s pay in a particular period is determined in more than one of these ways, the employer should report the total working hours as the sum of the hours for each individual pay element (HMRC give the example of an employee whose contract specifies a number of hours but who also works paid overtime: the employer will report the total number of hours worked as the number of contractual hours for the pay period plus the number of overtime hours paid).

HMRC have stated that they will publish updated guidance on these measures prior to them coming into effect.

What should employers do now?

Employers should consider what these prospective changes will mean for their payroll/HR systems and processes in terms of gathering, validating and reporting the additional data on hours worked, and consider what steps they might need to take (and what internal project budgets might be required) to prepare for their new reporting obligations from 6 April 2025. Where relevant, employers should also consider how their workstream to prepare for increased RTI reporting from 6 April 2025 will interact with getting ready for mandatory payrolling of Benefits-in-Kind from April 2026.

For some employers, their internal systems might not hold the required information on hours worked or descriptions of payments in an easily reportable manner, or they might require additional system interface processes so that the data can be accessed effectively.

Additionally, HMRC’s original policy consultation explicitly linked more detailed information on employees’ actual hours worked with enhanced National Minimum Wage (NMW) enforcement (see this article for example of a particular NMW compliance risk that could become more visible to HMRC with enhanced working hours reporting). Strengthening NMW enforcement against deliberately non-compliant employers is welcome, but otherwise compliant employers could find that the likelihood of being selected for a risk based NMW review will increase if they fail to report accurate hours. It is therefore vital that compliant employers ensure they do not adversely affect their NMW risk rating by inaccurately reporting hours worked when the new obligations come into force.

New Tax Year Changes 2024-25

National Insurance (NI) Changes:

On 6th March, Chancellor Jeremy Hunt announced a 2p cut to the main rate of employee National Insurance, reducing it from 10% to 8%, effective 6th April 2024.

Combined with the previous 2% reduction announced in the November 2023 Autumn Statement, which took effect in January, this will save the average worker earning £35,400 over £900 a year.

The government is also cutting a further 2p from the main rate of self-employed National Insurance, in addition to the 1p cut announced in Autumn Statement 2023.

This means that from 6th April 2024, the main rate of Class 4 NICs for the self-employed will now be reduced from 9% to 6%. Combined with the abolition of the requirement to pay Class 2, this will save an average self-employed person on £28,000 around £650 a year.

The government has accepted the Low Pay Commission’s recommendations for National Living Wage (NLW) and National Minimum Wage (NMW) rates, effective from pay periods beginning on or after 1st April 2024. The NLW for those aged 21 and over will increase to £11.44, marking a 9.8% rise.

The rates which will apply from 1st April 2024 are as follows:

Category Rate Value Increase Percentage Increase

National Living Wage (21 and over) £11.44 £1.02 9.8%

18-20 Year Old Rate £8.60 £1.11 14.8%

16-17 Year Old Rate £6.40 £1.12 21.2%

Apprentice Rate £6.40 £1.12 21.2%

Accommodation Offset £9.99 £0.89 9.8%

Dividend Allowance

From 6 April 2024, the Dividend Allowance will reduce from £1,000 to £500. Tax rates on dividend income will remain the same.

This measure reduces the tax-free allowance for dividend income (the ‘Dividend Allowance’) from £2,000 to £1,000 from 6 April 2023 and then to £500 from 6 April 2024 for individuals who receive dividend income.

Personal Allowance

The income tax personal allowance remains frozen until April 2028.

The Personal Allowance (PA) and basic rate limit will be fixed at their current levels up to and including 2027 to 2028 tax year. It will set the PA at £12,570, and the basic rate limit at £37,700 for tax years:

• 2026 to 2027

• 2027 to 2028

The Primary Threshold (PT) for Class 1 NICs, the Lower Profits Threshold (LPT) for Class 2 NICs and Lower Profits Limit (LPL) for Class 4 NICs will remain aligned with the Personal Allowance for Income Tax for these years.

The higher rate threshold (the PA added to the basic rate limit) will be £50,270 until 5 April 2028.

The NICs Upper Earnings Limit (UEL) and Upper Profits Limit (UPL) will remain aligned to the higher rate threshold at £50,270 for these years.

Paternity Leave

The UK government has implemented significant adjustments to parental leave rights to enhance the balance between work and family life. These modifications are outlined in the Paternity Leave (Amendment) Regulations 2024, effective from 8 March 2024, accounting for a 28-day notice period. The focus is on enabling new fathers or partners to take time off upon the birth or adoption of a child.

The main changes are:-

Splitting Paternity Leave

Starting from April 6, 2024, fathers or partners have the option to divide their paternity leave into two separate one-week periods during the first year after the baby's arrival. Previously, they were required to take one or two consecutive weeks off within the initial eight weeks following the birth or adoption.

Giving Notice to your Employer

There has been a reduction in the notice period that fathers or partners must provide to their employer. They now only need to give 28 days' notice instead of the previous 15 weeks. Additionally, they can adjust their leave dates with the same 28 days' notice, providing them with more flexibility.

Impact on Employers and Employees:

With the implementation of the new regulations, employers must update their policies and ensure that staff are informed about these modifications. For individuals expecting a baby after April 6, 2024, understanding these fresh guidelines is crucial to maximize the additional flexibility provided.

Holiday Rules for Irregular Workers

The Government has made changes to the Working Time Regulations relating to holiday entitlement and holiday pay calculations. For leave years starting on or after 1st April 2024, employers can choose to use rolled-up holiday pay. This applies to irregular hours workers and part-year workers only.

Employers should inform the employee if they’re planning to use rolled-up holiday pay. Introducing this might involve changing your employment contract. There are procedures an employer must follow if they’re changing the terms of staff contracts.

Postgraduate Loans

From 6 April 2024, the repayment threshold for Postgraduate loans will be £21,000.

Streamlining Data Management For Businesses

In today's fast-paced business landscape, efficient data management is crucial for staying competitive. For companies grappling with the complexities of data processing and IT management, leveraging specialised assistance can be a game-changer. Let’s explore the advantages of utilising agency, contractor, and bureau services to streamline data management processes and enhance operational efficiency.

Agency, Contractor, and Bureau Services: A Strategic Partnership

In data management, agencies, contractors, and bureaus need specialised expertise tailored to meet the unique needs of their business goals. These service providers play a pivotal role in optimising data processing, ensuring accuracy, and enhancing productivity. By outsourcing data-related tasks to experienced professionals, companies can focus on their core operations while reaping the benefits of streamlined workflows and improved data quality.

Harnessing The Power Of Live Data Portals

One of the key advantages offered by agency, contractor, and bureau services lies in utilising live data portals. These portals serve as centralised hubs that link directly to real-time data sources. Whether creating an invoice, generating a payslip, or updating contact information, all changes are instantly reflected and readily accessible through the portal interface.

Harnessing the Power of Live Data Portals offers numerous advantages for businesses seeking expansion. Here are five key benefits:

1. Real-Time Insights

Live data portals provide instant access to up-to-date information, allowing businesses to make informed decisions based on current market trends, customer behaviour, and operational performance. With real-time insights at their fingertips, companies can adapt quickly to changing circumstances and seize opportunities for growth.

2. Enhanced Collaboration

Live data portals facilitate seamless collaboration among teams, departments, and external partners. By centralizing data and enabling secure access from anywhere, these portals break down communication barriers and promote cross-functional synergy. This enhanced collaboration fosters innovation, accelerates project timelines, and drives collective efforts towards expansion goals.

3. Improved Customer Engagement

With live data portals, businesses can gain deeper insights into customer preferences, purchasing patterns, and feedback in real time. Armed with this valuable information, companies can personalise their offerings, tailor marketing strategies, and deliver exceptional customer experiences. By engaging customers more effectively, businesses can cultivate loyalty, attract new clientele, and fuel expansion efforts.

4. Operational Efficiency

Live data portals streamline business processes, automate routine tasks, and minimise manual errors. By digitizing workflows and centralizing data management, businesses can optimize resource allocation, reduce overhead costs, and increase operational efficiency. This newfound efficiency not only drives productivity but also creates a scalable foundation for expansion without adding unnecessary complexity.

5. Strategic Decision-Making

Live data portals empower business leaders with actionable insights and analytics-driven decision-making tools. By leveraging advanced reporting capabilities and predictive analytics, executives can identify emerging trends, evaluate performance metrics, and formulate data-driven strategies for expansion. With a comprehensive understanding of their market landscape and competitive positioning, businesses can navigate growth opportunities with confidence and precision.

Moreover, harnessing the Power of Live Data Portals equips businesses with the tools, insights, and capabilities needed to drive expansion initiatives effectively. From real-time insights and enhanced collaboration to improved customer engagement and operational efficiency, live data portals provide a strategic advantage in today's dynamic business environment.

Tailored Portals for Enhanced Accessibility

Each stakeholder in the data management process - be it an agency, contractor, or bureau - benefits from access to their dedicated portal. These portals are meticulously designed to cater to the specific needs of each user group, ensuring seamless navigation and optimised functionality. For instance, contractors can access the contractor portal, which exclusively pulls data relevant to their engagements, ensuring data security and confidentiality.

Secure Data Access and Management

Security is paramount in data management, and agency, contractor, and bureau services prioritise protecting sensitive information. Access to data within the portals is tightly controlled, with each user granted permission only to the data pertinent to their role. Any updates or additions to the portals undergo rigorous approval processes by designated office users, ensuring data integrity and compliance with regulatory standards.

Synchronization Solutions for Seamless Integration

To facilitate smooth collaboration and data exchange between stakeholders, synchronization options are available. These solutions enable seamless integration of data across multiple platforms and systems, eliminating silos and promoting cross-functional synergy. Whether it's timesheets, expenses, or account changes, synchronization ensures that data remains consistent and up-to-date across all relevant channels.

Conclusion

Where data drives business success, and efficient management and processing are non-negotiable. By leveraging agency, contractor, and bureau services, businesses can unlock new levels of efficiency, accuracy, and security in their data management practices. With live data portals, tailored access, and synchronization solutions at their disposal, companies can navigate the complexities of data management with confidence, positioning themselves for sustained growth and success in today's digital landscape.

A Comprehensive Overview Of Secure And GDPR-Compliant Solutions

In the domain of digital infrastructure, misconceptions often abound, leading to confusion and unnecessary hurdles in finding the right hosting solution. Let's dispel some myths and suggest a straightforward, secure, and GDPR-compliant server hosting option based in the UK.

First and foremost, it's essential to address data sovereignty and compliance concerns. Our server farm is firmly rooted in the UK, eliminating any GDPR issues that may arise from connecting to servers located in other countries like Iceland or Germany. This ensures your data remains within a jurisdiction that upholds stringent data protection regulations.

Procurement Management

Another misconception revolves around the procurement and management of servers. Contrary to the traditional model where clients are expected to purchase and hand over servers for hosting, our approach is different. We allocate dedicated servers within our server farm, sparing you the hassle of server ownership and maintenance. You simply rent a fully functional server from us, streamlining the process and minimising upfront costs.

Furthermore, we eliminate the need for purchasing SQL licenses or any other server software. When you opt for our hosting services, you're subscribing to a comprehensive solution housed within a government-accredited operation. This means you have access to a fully operational server without the burden of software licensing fees.

Accessibility

Accessibility is paramount in today's interconnected world, which is why we provide unique login software that allows you to access your data from anywhere globally. Whether you're in the heart of London or halfway across the world, you can securely access your server and data with ease.

Security

Security is a top priority in our server farm. From physical infrastructure to digital safeguards, we've got you covered. Our facility is equipped with external and internal security measures, including cameras and door security systems. Additionally, we've implemented fail-over resources for critical components like UPS units, fiber broadband lines, routers, and servers, ensuring uninterrupted service and data integrity. Importantly, everything from the bricks and mortar to the servers and cables is owned and operated by us, providing you with peace of mind and full control over your hosting environment.

Transparency & Pricing

To provide transparency and assurance, we back up all servers daily, safeguarding your data against unforeseen events or system failures.

In terms of pricing, our hosting model is straightforward. It costs £10 per month per login user, plus an additional £100 per month for the base server. For instance, a server accommodating 25 concurrent users would cost £350 per month. However, it's important to note that this fee excludes the cost of any software installed on the hosted server.

For those seeking external validation of our commitment to security and compliance, we invite you to explore the details of our Accreditation.

Navigating the landscape of server hosting doesn't have to be complex or daunting. With our UK-based server hosting solution, you can enjoy peace of mind knowing that your data is secure, accessible, and compliant with GDPR regulations. Say goodbye to unnecessary expenses and complexities, and embrace a streamlined hosting solution tailored to your needs.

Next Steps

Experience unparalleled hosting excellence with UmbrellaSoftware – your trusted partner for tailor-made solutions in the UK. Say goodbye to cookie-cutter hosting and embrace personalised solutions designed specifically for your company's needs. Discover why UmbrellaSoftware stands out as the best choice for hosting in the UK. Get started today and elevate your hosting experience to new heights!

Cyber Essentials…..again !

23 June 2021 News

Ryba Macaulay Ltd are pleased to announce that it’s fully owned UK based server farm has had its UK Government Approval renewed; again. That is four years in a row.

For 2021, the Accreditation scheme has been taken back in-house by the UK Government, so the process was longer, harder and more in depth. Your data is held in the UK (not Ireland, Iceland or another country), and it sits behind a secure firewall infrastructure accredited through this process, in a controlled and backed-up environment accredited by the UK Government. All of this renewal work was completed without any customer being impacted or aware. Well done to the team!

You can see our Accreditation by clicking this link

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Updates, updates, updates

18 March 2021 News

There are updates multiples times a year for all sorts of reasons. Sometimes it is a small update to correct a bug. More often it is an update to contain a series of new functions, often quite small functions such as adding an extra field

In the last six months we’ve supported …..changes to the new CIS VAT rules…..we added extra procedures to cover password creation, so a user can identify ‘weak’ passwords’ and bulk email or text contractors to get them to improve their portal login choice…..there are more payslip layouts……more invoice layouts…..an increase in an email word count to 8000 words…..changes to the SMS module to enable users to set a send time; to support users who process payrolls in advance…..more choice on emails attached to P60’s P45’s, Payslips and other documents…..new reporting exports to support Pension needs…..new reports…..more alerts…..

“Sometimes a function change might not seem that large, but it is to the Customer. We’ve had many many many minor improvements to support our customers” said Director Daniel Clark. “We do listen. We do alter our product. How else would be push it forward”

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Cloud Accreditation

10 April 2020 News

In the midst of the COVID-19 stresses, we are pleased to announce that our fully owned UK based server farm has had its UK Government Approval Cyber Essentials Accreditation renewed.

Part of our solution is to provide a secure 24/7 hosted environment for your business. Not only is your data held in the UK, but it sits behind secure firewall infrastructure accredited by the UK Government, in a controlled and backed-up environment equally accredited by the UK Government.

As always, Ryba Macaulay Ltd seeks to provide the best service, support and tools to our customers. We are supporting a growing number of clients who have their data, email, portals, backups and day-to-day processes supported within the UmbrellaCloud

You can see our Accreditation by clicking on this link

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COVID-19 Support

25 March 2020 News

Customer personal safety is paramount at this time.

Everyone at Umbrella Software is committed to supporting our customers, whether this covers supporting the closing of offices and working from home or continuing to keep the work base open.

As part of this package of support, those customers who use umbrellacloud to access their products and services will have all their host access charges for the month of April set aside.

As everybody here at Umbrella Software already work from distributed offices, accessing all our tools, telephones, email and other resources directly from the ‘umbrellacloud, no new processes are being introduced specifically to support how we work at this time. By default we can self isolate without any change in location or access capabilities

For the foreseeable future, we have stopped all site visits, to ensure we are available online and via the normal telephone number each day.

Those users who access their services\applications via the ‘umbrellacloud‘ should continue to do so as they have in the past with no changes to the process. For those customers moving staff to working from home or thinking about moving staff to work from home; there is no technical issue why their access would not work from their home access point and we will support setting up home users

Those users who access their services\applications locally on their own pc’s and servers and who we do not host; we will still continue to support and connect exactly as we do now. Each customer is different, but you may wish to talk to us about whether you wish for us to host our services\applications in ‘jmcloud‘ during this difficult period so your staff can work from home

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Supporting Customers with more functions

8 October 2019 News

“There have been four small updates over the summer, but combined it has been a lot of work and consultation, we have introduced a lot of smaller amendments to support particular needs” says Developer Karl Madges. “We spend time with our customers to try and smooth their workflow and produce outputs that match their needs. A few examples are listed below”

NEW Payslip functions
Users have always been able to re-send individual payslips. A further enhancement is to enable multiple individual payslips for one contractor to combine into one PDF, rather than individual PDF’s. There is also an update to merge multiple contractor payslips into one PDF when a user decides to email payslips to an Agency contact

EXTRA Logging
the system has been updated to enable every Contractor data field to activate the writing of a Note to the contractor record, if that field alters. Payroll sensitive fields already do this, but it enables more flexibility for customers who wish for changes to Visa or SMS number fields (for example) to be recorded, if those fields are sensitive for their business

NEW YTD Manager
We’ve introduced a new Manager to provide summary payslip information in PDF or excel formats covering a range of contractors, based on a particular tax year. These can be emailed directly out of the system to the contractor. This functionality has even been extended into the Agency Portal, so would be available (if configured) to an Agency

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Cyber Essentials Renewal

1 June 2019 News

It’s all been renewed

To support out hosted customers who have their data, email, web portals, backups and day-to-day processes supported within the UmbrellaCloud, we are pleased to announce that our 100% fully owned, UK based server farm has had its UK Government Cyber Essentials Accreditation renewed.

Part of our solution is to provide a secure 24/7 hosted environment for your business. Not only is your data held in the UK (not Ireland, Iceland or another country), but it sits behind secure firewall infrastructure accredited by the UK Government, in a controlled and backed-up environment equally accredited by the UK Government.

As always, Ryba Macaulay Ltd seeks to provide the best service, support and tools to our customers.

You can see our Accreditation by clicking on this link

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More time saving tweaks and updates

16 March 2019 News

“The latest update covers so many areas, but all the changes and tweaks are to support our user base.” says Director Danier Clark. “We spend time with our customers to try and smooth their workflow and produce outputs that match their needs. A few examples are listed below”

UPDATED Timesheet Import
the system has always had a timesheet import, whether based on Agency Portal work or internal csv’s. The extra settings enable multiple unique text to be associated per timesheet entry per pay period per contractor. A payslip can show text such as “Piece Work 01-04-18” and even a second addendum field “Site AB4”, so some lines display both and some just the first, but always unique to that contractor. All the payslip layouts display the unit and rate by default

NEW Password Protections
payslips have always had the protection of unique contractor passwords, but this concept has been extended to invoices sent to Agencies. There are updates to contractor passwords for Portal Access giving more flexibility over selection of bulk sending

NEW Illustrators
responding to request, the Illustrator function now gives users the chance to create and save their own “Illustrators”. This provides maximum flexibility over rates, thresholds, percentages and values to support costing, development and support of new and current charging and service schemes

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Cyber Essentials Accreditation

28 May 2018 News

As more and more organisations access software and services online, more and more organisations understand the concepts of “the cloud”, with the introduction of GDPR regulations into UK law, a few more understand about data and data security.

Part of our solution is to provide a 24/7 hosted environment for your business. We are proud to announce that our server farm now has UK Government Approval. Not only is your data held in the UK (not Ireland, Iceland or another country), but it sits behind secure firewall infrastructure accredited by the UK Government, in a controlled and backed-up environment equally accredited by the UK Government.

As always, Ryba Macaulay Ltd seeks to provide the best service, support and tools to our customers……it never stops

You can see our Accreditation by clicking on this link

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A big update including the new Letter Manager

14 October 2017 News

The latest update covers so many areas, but all the changes and tweaks are to support our user base. Covering all of these changes we have updated the overall Look and Feel of the whole system with new icons, colours, fonts, lines, titles and box headers

NEW P45 Export Facility
This is an extra function to enable users to create Leaver information in bulk. You can already print P45’s in bulk, but this function enables you to create the original Leaver records in bulk

NEW Letter Manager
the user now has the ability to create “mail merge” documents. This is a large new Manager (free to every user) that provides the ability to bulk send any unique document created within the system or in Word2016 to any grouping of Contractors and  Agencies. These documents can either be quick internal simple text based letters or full MailMerge letters based around Word2016. The “merge” provides the ability to add specific mail merge fields (name, address, DoB, Free Text, Titles, Job, etc – in fact over 60 different fields) of Contractor, Company or Agency data directly into the internal simple text based letter or the off system Word document. Depending upon the choices made, each letter can be stored against the Contractor record, be available on the Contractor Portal, be emailed, etc. There is a full clickable History of the letter produced, the Contractors it was sent to and the specific document history

NEW Cost Codes
To aid users who wish to report data based on Cost Codes (or General Ledger codes or similar) the system has been updated for a default code at the Contractor level and more detailed coding at the earning level. As expected, a user can create an unlimited number of cost codes giving each a description. The code can be in the format 12-345-888 or 12345-888 or 12345888 or any combination of characters up to ten characters; supporting journal type exports to multiple different accounting\reporting solutions

NEW User Defined Fields
New space has been added to the Contractor record for over 30 user defined fields to support reporting and other needs. User always come up with different needs, so these can be molded to fit each new circumstance

NEW Payslip Layouts
Four new payslip styles have been added to the available list. These cover industry standard payslips (ie Style15 – Film industry) or variants on existing layouts (ie Style14 based on Style6 with a change to how Employers Pension is displayed). To support those payslips, it is useful to remember that there are already switches\settings on all payslips to hide\show Company addresses, Company PAYE References, Contractor HMRC Payroll ID’s, to add Company specific logos, etc

In addition to all these new functions, there have been updates and tweaks to the Output to Payroll warnings, the Output Recovery records, the Illustrator, how the system deals with different smtp records, different demands on net pay text messages, more functions surrounding Holiday Pay, Apprentice Levy and Pensions; all to support quicker processing and more payroll types and schemes

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More for the Agency

4 February 2017 News

More processes and links have been added for Agencies

Within BackOffice new Agency Rebate processes have been added. BackOffice will automatically calculate fixed fee or variable fee rebates to give to Agencies based on Contractor hours. These values appear in the Create Agency Invoice screen to be placed on the same or separate invoice from the normal sales invoice. As Agency Schemes are placed at the Contractor level and can be altered in bulk, this adds to the flexibility offered in Agency charges

The Agency Portal now has had more functions added to it. In this release, these are specifically:

• Search and Edit Active (working for the Agency now), Non-Active (they have worked for that Agency at some point) and Pending (input by the Agency awaiting approval by you) Contractors.

• Add Quick Entry timesheets from stored spreadsheets

• Produce timesheet entries based on stored repeating timesheets

• View invoice entries by Contractor

There are other changes in this update to cover highlighting and processing Zero Fees charged to Contractors, forcing 0T tax codes into QTAC and the addition of two more payslip layouts

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Just a general update

23 October 2016 News

The latest update to BackOffice includes minor fixes, but also many more links from one screen to another

• users can now access the RollBack process direct from the Contractor record as well as the Output record. This further speeds up the process of adding more hours to a contractor payslip. There is also a link to the exact output record

• as part of the payroll process, the Fees tab in Output to Payroll has been adjusted to show all contractors, whether they are being charged a Fee or not, together with two counters (Total Fees and No Fee) to show the actual number of each type. There is also a toggle tick box to refresh that screen to only show those Contractors that are not going to be charged a Fee

• new fields have been added in the system to enable an individual Contractor to have a specific SMS message type that is used as the Net Pay SMS message. There is also a new function to configure an additional default SMS message for the second or subsequent payment\s made to a Contractor, to be used whenever a contractor receives a Net Pay twice (or multiple times) in one pay period

• the Consol provides users with the ability to see which contractors haven’t had a timesheet or expense item for a set number of consecutive weeks. This update sets to base those “number of consecutive weeks” on either the work week or the pay week. This catches those circumstances where a contractor was paid recently, but based on work weeks outside the required missing period

• three new payslip layouts have been to the system

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Personal Service Companies

26 June 2016 News

We’ve always had the functionality in a sister product that was sold separately, but dealing with PSC’s is now fully integrated into the main BackOffice.

When a user creates a Company, it can be identified as a Private Limited Company. Various fields throughout the system will either be unlocked or taken into account for processes involving PSC’s. A new payslip layout has been added. This is not a traditional payslip, but a statement\summary of invoiced and pay values in a format used by PSC’s. To support the requirements of PSC’s there is a new tab called Tracking in the company record. This covers the additional data re 64-8’s, Dispensations, Annual Returns, etc

A contractor in Umbrella Control can now be set to be an Umbrella, CIS, Gross to Net or PSC contractor. A contractor can move from one setup to another, subject to the completion of open hours in a previous setup. There is a new tick box on the main Output to Payroll process to limit viewed detail to just PSC’s.  The standard processes still apply to a PSC setup (adding hours and expenses), but there is now control over set salaries. A weekly paid PSC Contractor will show hours at NMW. A monthly paid PSC Contractor will show values based on the setup on the Contractor record.

If multiple PSC’s exist, they can all be exported into one multi-company payfile

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Yet more into the Agency Portal

19 February 2016 News

In response to feedback we have added more functionality into the Agency Portal. Agencies have always been able to add Contractors, but now we’ve split Active from Non-Active; we’ve enabled Agencies to import csv files into their Quick Entry screen, we’ve added postcode lookup to address fields, we’ve added social media buttons to increase brand awareness and the First Time login process has been extended to Agencies so you can direct acceptance of new documents or procedures

All customers with the Agency Portal will receive these updates over the next few weeks as we update all users

As part of this major update, we also added the social media buttons and postcode lookup to address fields to the Contractor Portal

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Back Processing made easier

15 November 2015 News

Everyone makes mistakes. Sometimes even the client sends the wrong hours or more hours. In all cases BackOffice has been updated to make the task of repairing the mistake or adding in new hours easier.

We have spent time automating all the main processes, so a user can identify the Contractor, rollback and correct.

Not only have more links been added to make the identification of the record to reverse easier, the reversal will now; auto reverse the QTAC record (setting the pay period back to prior to your entry ready for all the new data),; release the payslip ready for the new update (whether new hours or corrections); cancel and re-create the Payment Manager entry (to be the incremental Net Pay); apply an Already Paid value to the payslip (so the payslip records the first payment) and add in a new Net Pay Text message (which can be defined as a second pay text message)

As always, every user gets the full installation with this and other updates

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