These days almost every business has a website. Those that don't risk losing out on new business and being left behind by their competitors

If you need a website for your business, you have two choices: invest in building a bespoke website or use an off-the-shelf template from a pay-monthly provider. Today, subscriptions services are a popular way to pay for software and services, from mobile phone contracts to Microsoft Office.

In this article, we compare the two options for building a website for your business.

How do web building services work?

Building a bespoke website can be an expensive process, that demands an investment in time and resources. You'll need to work with an agency or web designer who will build the site. The cheapest option is to use a template hosted on a platform such as WordPress, but if you need something genuinely bespoke, it may need to be coded by a specialist.

As well as design and development costs, you will need to pay for hosting and administration.

The costs can be high, but the pay-off is that, if everything goes to plan, you'll have a website that's built around your business and which is totally unique.

Subscription-based websites are typically built on a limited number of templates. These templates can look professional and perform flawlessly. You can usually add any specific functionality you need, such as online ordering.

You will still need someone to design your site, but using the templates is relatively straightforward. If you're confident with a computer and know what you want to create, it's possible to build and publish a website in a few hours. An additional benefit is that the templates and sites are tested to function on all platforms, including mobile phones, tablets, and computers.

Subscription websites can be better for business because they enable you to spread the cost through a monthly direct debit. The ongoing relationship should come with customer support to help you manage your site's hosting, performance, and continued security.

What are you paying for?

When building a bespoke site, you'll need to define what you want with the designer or design agency. The contract should include website design, build and testing. You will also need a domain name, hosting and ongoing administration support. The costs can quickly add up.

The level of service you receive from a subscription-based provider will depend on the service package you choose. All packages will include a template, domain name, hosting package, email address and a certain level of ongoing support.

More extensive, and expensive, packages could include access to additional functionality, such as online merchant software. You may also have larger server storage capacity, more email addresses and faster support.

When weighing up whether to go your own way or use a subscription-based website builder, here are five key considerations:

1. Look, feel and functionality

If you use a subscription service, you'll need to use one of the templates they have available. There are literally hundreds to choose from, and many can be customised – but there will be limitations.

Most businesses and organisations should have little trouble finding a template that fits, but if you have detailed and specific requirements, then you may be better off commissioning your own site.

It's not just about how the site looks; it's how it works too. Template sites have limited functionality, and it can be challenging (and in some cases, impossible) to integrate the site with other software such as databases, ecommerce platforms or CRMs.

Before spending money on a site, sketch out the essential functions and any software interactions and choose a site-builder that can accommodate these.

2. Easy editing 

Even if you have very little technical knowledge, there may be times when you want to make a quick tweak to your website. When you're choosing your website provider, ask to see the editor software in action.

It should be simple and straightforward to make small changes to your website, such as adding pages, uploading brochures or menus, and updating opening times and prices.

Most bespoke builds are based on a common platform such as WordPress that's easy to edit. You will have to update the software and any plug-ins to ensure you're on the latest editions.

Subscription website builders use their own bespoke platforms, but they all work in the same way and should be simple to update. Before choosing a platform, you're often able to access a free trial period, so we recommend that you try out various platforms to find one that you like the best.

3. Secure hosting 

Ideally, choose to work with a company that can back up your website and customer data to UK-based data centres. This will help ensure that your site is safe and secure, fast to load, and complies with the latest data protection regulations.

A Google-friendly SSL certificate should also be included as standard. It shows that your site complies with security regulations, lets customers know they can use your site with confidence and helps you rank better in search results, as Google favours websites with SSL certificates.

4. Full ownership 

One thing which sometimes deters business owners from choosing a 'pay monthly' website is the possibility that they will be denied access to their site if they end their subscription. This should never be the case, but before going ahead, confirm with your provider what would happen if you chose to terminate your contract.

Ideally, they should be able to provide you with a 'static' version of your website that can be adapted by whoever you work with next.

If you're building your own site, you should have access to everything. But beware, moving whole sites and hosting can be a challenge that requires professional support and a lot of patience.

5. Support and advice

The website build process is just the start. At some point, it's inevitable you'll need to access some support, so choose wisely.

Most website providers will offer some level of customer support but double-check it will be the kind of support you require. Many subscription-based providers only provide online support via email or chatbots, so it's unlikely you'll get to speak to an actual human once your site has gone live.

Look for UK-based call centres or providers with local-rate or free helpdesk numbers and check that you'll be speaking to a team member with expert knowledge, not simply a person paid to answer a phone.

If you're building your own website but don't have an in-house tech-team, it's worth seeking the services of a local consultant who knows you and your business.

There's often no substitute for a face-to-face meeting in your home or place of work even in this digital age. It's especially valuable as you begin to sketch out your ideas or when you need someone to show you how everything works.

Making your choice

If you can find the budget for a large upfront payment, are digitally confident and have plenty of time on your hands (or a dedicated digital staff member), you might prefer to take delivery of a completed website and maintain it 'in-house'. Then you'll only pay out for large scale changes and bigger fixes that you can't do yourself.

However, it's worth remembering that a website is never really 'finished'. Search engines are continually changing the way they use algorithms and redefining security requirements. Connecting different apps and social media platforms can require regular changes.

This means websites must adapt and change too - to keep them working hard, looking good, staying secure and providing the best possible showcase for your business.

If you want flexibility, ongoing support, and the ability to spread the cost, then a subscription service could be ideal. Your website might not be 100% bespoke for your business, but it should look great and function well across all devices, even with minimal input and effort.

Copyright 2021. Featured article made possible by Amy Cross-Webber of it'sezee Websites.

If you're a small business owner looking to grow your online presence, then a blog can be highly beneficial

When used correctly, a blog can help you achieve your online goals. You can share insights, reach more customers, and improve your ranking in search engines.

In this guide, we break down the essentials of running a blog for your business, giving you the information you need to succeed:

Why should I have a blog?

One of the most valuable tools available to your business, a blog comes with many benefits. Here are four reasons why you should consider a business blog.

1. It could increase your website traffic – Blogging is a great way to add fresh, relevant information to your site. This is important because search engines such as Google give higher rankings to websites that are frequently updated with valuable content. This means that you are more likely to be found by potential customers if you create keyword-rich blog posts. Don't go overboard on the keywords, though, or you could face a penalty.
2. You could reach new audiences – By writing regular blog posts, you'll create lots of original content to share on social media. This can help boost your social following and encourage people to visit your site. What's more, you'll also be providing your website visitors with content to share, helping you to reach even more people online. 
3. Your blog will prove your industry expertise – By frequently sharing helpful, informative, and up-to-date articles about your area of expertise, you'll be able to establish your authority and show customers that you are a trustworthy and credible business. You'll also give visitors a reason to return to your website again and again. 
4. Blogging will take time, but delivers long-lasting impact – It takes time to establish authority online, so your blog may not have an immediate effect on your marketing efforts. However, you shouldn't underestimate the long-term value of your blog posts as they continue to drive traffic to your website, attract new customers, create leads, and win new business.

Where should I post my blog?

Your blog needs to be hosted on your website for your business to experience the maximum benefits.

While there are plenty of standalone blogging platforms out there, it's no good having a separate blog if you want to move your business forwards online. An independent blog will reduce potential traffic to your website and harm its ranking in Google search results.

What should I write in my blog?

While it can often seem overwhelming initially, starting a blog is a lot easier with a content plan to guide you. Sketch out a basic brief for each blog, and focus on the key issues relevant to your audience and industry.

Every post needs to be written to a high standard. This means that it should be free from typos and spelling mistakes, and most importantly, be valuable to your target audience.

Here are some ideas to get you started:

• Search out your competitors' blogs – Before you begin planning your own content, check out what the competition is up to. This will allow you to see what keywords and topics are typically covered in your industry and what works best. It will also allow you to carve out your own niche with subjects that nobody else is covering. 
• Solve your customers' problems – Identify common issues that potential customers are experiencing that your products, services, or industry expertise could help them resolve. Writing posts that answer frequently asked questions will make your blog an essential resource for people and show your customers that you care. 
• Create helpful how-to guides – Your knowledge of the industry you work in will be second to none. Use it. Provide your customers with useful guides to help them get the most out of products and services like yours. You can experiment with different media by recording video tutorials and embedding them in blog posts to boost engagement. 
• Share company updates – Let your customers know what's going on with your business by sharing your latest news, such as new staff members joining the team, awards your company has recently won, moving to new premises, new product or service announcements, and much more. This will keep your customers interested and show that you are an active company. 
• Publish industry-related news – Make your blog a hub of useful information by sharing and commenting on the latest news and events happening in your industry. This will help to maintain your credibility as an industry expert and keep people up to date on all the developments that could influence the products and services that you offer. 

How often should I blog?

The key to successful blogging is regularity. Establish a schedule that works for you and stick to it. Your audience will get used to your posting routine and will come to expect new blog posts from you regularly.

The more you blog, the better. As well as demonstrating to audiences you're relevant, it shows search engines that your site is regularly refreshed.

If you don't post for a while, you risk losing repeat visitors, and may also weaken your position in search engines as you will have less new content for them to provide potential customers with. On top of this, an out-of-date or incorrect blog can give visitors to your site the impression that your business is no longer active.

The best way to maintain a healthy blogging schedule is to plan your content in advance. It's useful to write several blog posts ahead of time to publish these according to your schedule.

Your posts should be a minimum of 500 words long, so you don't need to create an essay's worth of content each time for your blog post to have value.

However, there are no limits to the length of your blog. If you want to create a 2,000-word in-depth investigation into your industry – and believe your audience will read it – then go ahead.

How to promote your blog

When starting your business blog, something to bear in mind is that as a rule, you should be spending 25% of the time writing and publishing your blog content, and 75% of the time promoting it.

After all, if you don't promote your blog posts, it's unlikely that they'll be seen by the same audience that you've written them for.

Here are some tried and tested methods for promoting your content:

• Search engine optimisation – Optimising your blog posts for search engines is crucial if you want sites such as Google and Bing to find them. Make sure you're following SEO guidelines by including keywords throughout your content. Give each post a unique page title and description – this will ensure that people see your posts in search results. 
• Social media – Sharing a link to your latest post on all of your social media accounts should bring you a boost in website traffic, especially if you utilise hashtags and images when doing so. This will also allow you to easily interact with customers and see their reaction first-hand. LinkedIn is an increasingly important channel for businesses in all sectors, so make sure you share it there too.
• Email – Get existing customers and new website visitors to subscribe to a mailing list or newsletter – this will then give you a direct line of communication with the people who are most likely to want to read your blog. You can then send out regular updates, letting them know about your latest posts. 
• Sharing buttons – As well as sharing your blog post yourself, you should make it easy for your readers to share it on social media too. By incorporating social sharing buttons directly into your blog posts, you'll encourage people to post it to Facebook, Twitter, LinkedIn and more in just a couple of clicks. 
• Links – Another great way to promote your blog is by using your blog. Including links in each blog post that link through to other posts enables you to create a network of relevant information for your readers that will encourage them to visit multiple pages and spend more time on your website, all whilst proving that you are an expert in your field. 

It will take creativity, careful planning, dedication, and time, and success won't happen overnight, but with patience and perseverance, your blog may just become your most powerful marketing tool yet.

Copyright 2021. Featured article made possible by Amy Cross-Webber of it'sezee Websites.

Thousands of small firms across the UK took their businesses online for the first time in order to keep trading during the COVID-19 pandemic. With most businesses affected at some point by local or national lockdowns or staff absences, developing an online presence was the only way many could stay in touch with customers and continue trading. That said, the pandemic only accelerated the move away from the high street and physical premises that has been happening for the last decade

If you haven't made the move to online yet, here's how you can start selling online and stay connected with clients.

1. Design a great website

Customer experience is the name of the game with any ecommerce website. If your website look's like it's gathering dust, the first thing visitors might see is out-of-date images, old news stories or an abandoned blog. Your website should be appealing, easy to navigate and it should work just as well on phones and tablets as it does on a laptop.

Start by posting information about how you are operating during the pandemic. Have you changed your opening hours? Are you operating a click and collect or takeaway service? How are you ensuring that staff and customers are safe? Can shoppers buy online?

Use this time to update your website. Online shoppers want to see pictures of the products they are looking to buy, from different angles and with the ability to zoom in. It's also a good idea to publish a picture of you and your team on your website to show the real people behind the online brand.

2. Choose the right ecommerce software

The easiest way to start selling online is with an off-the-shelf online shop template from an all-in-one platform like Shopify. These ecommerce systems will do everything you need, including helping you to take payments online. Another option is to get an all-in-one solution which offers credit card processing, point of sale and an ecommerce site builder from an online payment provider.

3. Make your website fast

According to Google, a 30% increase in page load speed can result in a 30% increase in business – and a fast ecommerce website will rank better too. This mainly comes down to the hosting package you choose so it can be worth paying a little more.

4. Sell your products via online marketplaces

If the idea of setting up a dedicated ecommerce store is daunting, you could start selling your products via online marketplaces such as Amazon and eBay. Although eBay started life as an auction site, some 80% of its sales are for fixed-price items and it's used by thousands of small firms as a shop window.

Accurate product descriptions, good images, clear delivery information and positive reviews are all critical to your success on marketplaces such as Amazon and eBay. Amazon also offers the Fulfilment by Amazon service. Small businesses send their stock to Amazon and it takes care of storage, delivery, customer service and returns handling. Although this option costs money, it can save on warehouse and staffing costs. Other useful marketplaces include Gumtree and Etsy.

5. Try drop-shipping

Many product suppliers offer a drop-shipping service – it means that you offer a range of products through your website but when you get an order, it is sent to the supplier and they fulfil it for you, using your branding. It's important to choose a supplier carefully and check the quality of their products.

6. Get found on Google

Search engines like Google love websites with lots of up-to-date content so make sure you include plenty of product information and keep the site fresh. In simple terms, search engine optimisation (SEO) is about making sure that you include key search words and phrases liberally in your website so that when someone searches for a business like yours – and in your area – your business comes at or near the top of the list.

Start by researching which keywords and phrases are most commonly used when someone is searching for the kinds of products or services that you offer. Google's keyword planner is a useful tool.

The next step is to insert them into your site content, meta tags, product and page descriptions and image tags. However, Google will spot a cynical attempt to stuff a website full of keywords. So, make sure they appear naturally within good-quality content. And post new content regularly to show Google that your website is up to date.

7. Take advantage of online advertising

Pay-per-click advertising (PPC) is a good way to get your business to the top of search engine results. These sponsored links appear above the natural search results and help your business to stand out from the crowd.

Popular PPC providers include Google AdWords and Microsoft Advertising. These services allow you to create targeted ads using specific keywords that take online visitors to a landing page on your website. The good news is that you only pay when someone actually clicks on the ad and you can control your advertising costs by setting limits.

PPC is all about conversions. With a certain amount of trial and error, you can discover which key phrases attract the customers who are looking for your specific products or services. There are plenty of online tools that can help you optimise your ads too.  Then it's up to you to use your landing page to convert that interest into a sale.

8. Raise your game on social media

If you have been half-hearted about using social media to engage with your customers, now's the time to get serious.

Start by identifying who you want to reach and choose the social media platforms that will be best for your business. LinkedIn is essential for business-to-business operations; Facebook is essential if you sell to consumers. Twitter and Instagram are also incredibly popular and can help you reach a wider audience.

Your social media profile should reflect your brand values and support your vision. It's a place to show people who you are and what you believe in. Remember that social media platforms have become very public customer service channels. Protect your reputation by engaging with your customers and deal with any issues politely and promptly.

Social media is all about making connections and building relationships. Overt selling is frowned upon; helping people is the way to go. By putting in the effort now, you'll be rewarded with more sales over time.

9. Build trust with your customers

Trust is paramount when it comes to persuading people to buy from you online. You can build that trust by including lots of information about your business and products on your website. You're required by law to publish your address on your website but it will help reassure shoppers if you also provide an email address and a phone number. Demonstrate your credibility by including the logos of trade bodies and schemes you belong to including merchant accreditation schemes like SafeBuy.

Publishing customer testimonials is another way to build trust. Shoppers use reviews, ratings and testimonials for reassurance when they're buying everything from food to holidays. However, customer feedback can be a double-edged sword because you may receive complaints as well as praise. The good news is that shoppers understand that there will always be one or two people with an axe to grind. It's the big picture that counts.

One way to manage reviews is to use an independent service such as FeeFo or Reevoo. They work on your behalf by contacting your customers and collecting their feedback. The reviews – good and bad – are then added to your website.

10. Put customer service first

Demonstrate your commitment to customer service by being clear about your delivery promises and your returns policy. Testimonials and reviews should include feedback on your customer service as well as the products you sell. Make it easy for customers to get in touch and respond to their queries promptly.

11. Get your delivery strategy right

Your delivery strategy covers everything from how you present delivery information on your website to the packaging you use. There are plenty of delivery options for small firms to choose from so make sure you offer a delivery service that meets the needs of your customer base. Delivery is all about the details – provide dispatch dates and outline postage prices clearly. Offering free delivery can boost sales significantly.

12. Make buying easy

Many online stores lose buyers at the checkout stage. Offering address look-up from a postcode is one way to make the process faster and easier. Avoid asking for too much information and don't insist that customers set up an account with a password – most shoppers hate having to do this, especially when it's their first purchase.

13. Take PayPal

Many shoppers also sell items on sites like eBay so they may have money to spend in their PayPal accounts. Ecommerce experts say that taking PayPal can increase your sales by 10%.

As a small business or sole trader, it can feel like managing your overheads and expenses is a never-ending battle. Cash is often in short supply during the 'start-up phase' and yet it is at this point when you are likely to experience the highest expenditure as you get your business off the ground. 

The good news is, many of your expenses will be allowable when you submit your tax return. Generally speaking, any expense incurred "wholly and exclusively" for business purposes can be claimed. You should keep a record of all your allowable expenses (in case HMRC asks for proof), add them all up and claim them in your tax return.  

Thankfully, it is possible to claim simplified expenses if you are operating as a sole trader. This allows you to work out some of your expenses using HRMC approved flat rates rather than adding up all the individual costs you accrue.

What expenses are allowable?

You will have a range of expenses that can be deducted from your taxable profits providing they are allowable. If an expense has been incurred for business purposes, it is likely it will be allowable, and you will be able to claim for it.

You cannot claim expenses if you use your £1,000 tax-free ‘trading allowance’ instead.

Premises expenses

The extent of your premises costs will depend partly on where you operate and partly on what your business does. If you run your business from home, you may only need to buy an office desk and a comfortable chair. You can also claim a proportion of the cost of utilities, council tax and other household costs that can be apportioned to your business use of your home. You might even 'rent a room' to your business.

On the other hand, if you buy or lease premises, you will face a much wider range of costs and expenses. These could include mortgage repayments, rent, service charges, business rates and buildings and content insurance.

You may need to fit your new premises out with shop fittings, computer cabling and wi-fi connection points or specialist services such as an uninterruptable power supply. You may need furniture, flooring and blinds, safety and security features and street signage so your customers know where you are.

You might need to decorate your premises to make them appealing to customers or to reflect your branding. You may even have to carry out works to convert them (providing you have the necessary approvals) to the purpose you intend.

Don't forget there will also be on-going costs which can include water, electric, gas, broadband, storage, and any services you use. Some serviced offices provide everything from call answering and secretarial services to printing, photocopying and temporary use of additional space such as meeting rooms.

These costs can all add up making your premises one of your biggest outgoings, so it pays to record and claim them all.

Utilities bills

Even if you only operate from a spare bedroom, you will use electricity to run a computer or charge a mobile phone. You can claim a proportion of your domestic bills for your business usage.

If you have separate premises, you will be billed every quarter for the gas, electricity, and water you have used in the business.

Until you have been trading for a few months, you will not know exactly how much you will use. Your supplier may be able to give you some guidance, based on the size of your premises. You can adjust the figures once you have been in the premises for a few months.

It's worth shopping around the different energy companies to get the best deal for your business, particularly if you're going to be a heavy energy user.

Staffing costs

Staffing costs are likely to make up your largest cost centre - especially as your team grows. Costs will include wages, national insurance and tax, statutory pension contributions, holiday and sick pay and any other staff benefits you offer. You can also claim the costs of any workplace training and uniform and up to £150 per employee for staff entertainment such as a staff Christmas party.

If you hire agency staff, you can also claim also the agency or subcontractor fees as a business expense.

Office costs

You don't need to run your business from an office to accrue some of the costs that can be bundled under the category of 'office costs'. These can include stationery and postage costs, printing and ink, computer software and app subscriptions, phone, broadband and mobile costs.

You will need at least one phone line or a dedicated business mobile phone. It's also essential to have broadband access and email. You might also benefit from services such as voice over internet protocol (VoIP). A website is also an excellent way of advertising your business and the services you offer.

There are many different providers for broadband, email, and web hosting. Shop around to find the best deal for the package of services your business requires. Various packages and discount structures are available to business users, which can help to reduce telecommunications costs.

Depending on the type of business you run or the activities you are carrying out, your postage and delivery costs can be sizeable - especially if you run an ecommerce business and all your sales have to be posted to customers. You might be paying for packaging materials including boxes, fillings and bags, courier costs, postage, and printing costs.

You might also incur costs for contract cleaners or window cleaners, cleaning materials, supplies for the office rest room and first aid supplies.

You might claim computers and printers as capital allowances rather than allowable expenses if you use traditional accounting methods.

Travel and subsistence expenses

Travel expenses can include any cost associated with running a company vehicle such as purchasing or hire costs, road tax, insurance, breakdown cover, fuel, ongoing maintenance costs, parking fees provided it is for the purposes of business. If you buy your vehicle, you may claim this as a capital allowance instead.

Vehicle running costs can soon mount up and can include:

• the cost of fuel used for business purposes
• servicing and repairs
• replacement tyres, exhausts and so on
• road tax
• any tolls and congestion charges incurred by the business

You cannot claim for non-business use or fines.

You can also claim for subsistence costs - which may include hotels and meals - if you are on overnight business trips. It may be possible to claim some of the costs of a business trip if you decide to add a few days holiday on to the end providing you only claim for the business expenses.

Rather than calculating all your costs, you may claim a proportion of your travel costs instead based on your business mileage using simplified expenses. You might do this if you are using your own vehicle for a mixture of business and private travel.

If you are travelling by public transport, you can claim your bus, train, taxi or air fares for any business travel you undertake.

Some of these costs, such as fuel, you will incur every month. Others, such as road tax, you can pay annually, every six months, or in monthly instalments (by direct debit).

Marketing and subscription costs

These days your marketing may take place online or offline. However, you choose to market your business, be it a mailing, an advertisement in a trade or local publication, via your own company website or using social media marketing, the costs are allowable as a business expense. You can also claim the costs of membership to any relevant trade bodies or publications.

Training costs

The range of training costs you can claim are limited but there are some that are allowable. You can claim for any training that improves the skills and knowledge you use in your business. Staff training related to your business activities can also be claimed. However, you cannot claim for any training that helps you start or expand your business.

Equipment costs

This is another broad category and could include anything from a hairdresser's scissors and combs to a decorator's paintbrushes and rollers all the way up to much bigger items such as a cement mixer, ladders, or a cherry-picker. If you have tools of the trade, you can claim for them if you need them in order to work.

If you don’t buy the items outright, you may be able to claim the costs of hiring or leasing them instead. The advantage of a leasing agreement is that the cost of major items can be spread over an agreed period, which will help cash flow.

Generally, the payments are fixed at the beginning of the lease period and do not reflect movements in interest rates, although agreements over longer terms might include a variable rate option. Lease payments are made monthly.

Ownership of a leased item always remains with the leasing company, although you will normally be responsible for maintaining the item.

Professional fees and legal costs

Small businesses often rely on the help and support of some key business professionals. You may use the services of a business formation agent or solicitor when starting your business. You may hire an accountant to assist with your annual accounts and returns. Your bank is also likely to charge you fees for some banking services. You may also need some forms of insurance - vehicle and employer liability insurance as a minimum.

If you are registering as a limited company, limited liability partnership or taking steps to protect your intellectual property, these costs can quickly add up. These expenses can all be claimed too.

Insurance premiums

When you start up in business you will need insurance cover. It might be worth speaking to a broker or insurer and explaining how your business will operate - they can then recommend what cover you should have. This might include:

• professional indemnity insurance
• premises, premises contents
• personal accident and travel
• loss of earnings
• business interruption
• employer's liability
• public liability
• motor insurance

Many insurance companies offer combined office policies which are tailored to the needs of office-based firms.

Members of professional accountancy bodies such as the ICAEW and ACCA may benefit from competitive rates on business insurance.

Premiums may be paid as a lump sum or in instalments. Your insurer will be able to advise you of the amounts due - enter them in the months when you will pay them.

Finance and banking charges

You may decide to borrow money to finance your business, either by way of overdraft or loan.

You will have to pay interest on any money borrowed and there will also be bank charges due on the operation of your business bank account. Interest and charges are normally debited from your bank account every quarter - your bank will be able to help you estimate the amounts that will be due.

If you decide to accept payment by credit or debit card, you'll need to open a 'merchant account'. You'll have to pay monthly card charges to your merchant account provider.

What is the best way to keep track of my expenses?

With all of these allowable expenses you can claim, it can be easy to lose track of them if you are not organised. The secret is to make sure you are organised from the off. It doesn't matter if you keep a manual system to manage your expenses, use a spreadsheet or opt to use one of the many apps out there that will keep track of them for you. As long as you have a way to track them, you will be able to claim them and reduce the tax you pay.

If you are still unsure whether you can claim a cost as an allowable expense, you can read the GOV.UK guidance on expenses if you are self employed or contact the Self Assessment helpline.

Despite the growth of email and social media, the option for clients, customers – and crucially staff – the ability to pick up the phone and have a chat is vital. All companies should have a dedicated phone number and a phone system that provides the features, functionality and flexibility they need to do business successfully.

Whether you’re upgrading an existing business phone system or investing for the first time, here’s how to choose the right telephone system for your business.

Understanding business phone systems

Until a decade ago, installing an expensive fixed-line telephone system and paying a monthly rental and call charges was the only option. Like so many other ways, the internet has changed business telephone systems forever – providing greater flexibility at a much lower cost.

Business telephone systems can be split into three types. Here’s what they are and how they work.

1. A traditional PBX (private branch exchange) phone system that uses fixed lines through hard phones.
2. An IP-PBX (Internet Protocol private branch exchange) system with SIP-enabled hard phones that uses VoIP to make and receive calls.
3. A cloud-based telephone service that utilises VoIP technology to make and take calls through an app or the internet on your computer.

PBX phone systems

A PBX phone system uses telephone lines and traditional phones to make and take calls. You’ll need to house a PBX server somewhere on your premises. PBX phone systems are safe and secure and don’t need an internet connection to work. But, they are more expensive to install and maintain than virtual systems, with ongoing costs higher too.

Installing a PBX system from scratch is expensive and costs can ramp up if you need to add additional users, as you are limited to the number of internal and external lines and internal extensions. You’ll also need to budget for the installation and maintenance of the system.

However, if your premises already has phone lines installed or you’re happy to pay a premium for the security and stability of PBX business phone systems, then it can be worth spending the extra.

Self-hosted VoIP systems

Instead of fixed phone lines, IP-PBX phone systems use VoIP to connect calls. The communications server can be located on your premises, or in the cloud. Every user will need a specific type of phone called a SIP-phone, which will be provided by your business phone system supplier.

IP-PBX systems work in the same way as PBX phone systems but rely on a stable and speedy internet connection to function correctly. One key benefit is that it’s much cheaper to add users to an IP-PBX system, so it’s perfect for cost-conscious businesses that are planning to expand rapidly.

Cloud-based VoIP systems

A cloud-based VoIP system uses an app provided by your supplier or your internet browser or smartphone for calls. Cloud-based VoIP systems will manage your exchange virtually, routing calls to your business and acting as a virtual exchange.

VoIP business phone systems are incredibly flexible, offering greater control over all aspects of your phone requirement. Most come with smartphone apps that allow you to make business calls on your mobile device. Call costs are incredibly low – and in many cases completely free - but you will need to pay a monthly fee per-user. Like IP-PBX systems, you’ll need a reasonably good network connection for it to work effectively.

Five steps to selecting the right business phone system

If you’re considering a new phone system for your business, here are five steps that can help.

1. Identify what works and what doesn’t with your business phone system

 If you’re a start-up, you can skip this step, but if you’re an established business with an existing phone system, list what’s currently wrong with your set-up.

Cost is a common issue for businesses of all sizes, and you can make significant savings by choosing the right supplier. Other reasons to change may be that you’re moving offices or the company is growing quickly, and your current set-up isn’t fit for purpose. Before scrapping your system, detail the size of your current system, including how many active users you have and how they use the system. 

Having a clear description of your current issues can make it easier to search for a solution and engage constructively with your current provider and potential new suppliers.

2. Test your internet connection

IP-PBX and cloud-based VoIP systems require a secure and fast internet connection to function correctly. If your connection is weak or intermittent, you could find calls are glitchy and drop in and drop out.

Access to high-speed connections is increasing across the country, but in some areas, coverage can still be patchy. You can use freely available speed checkers to assess your download and upload speeds. Before speaking to a supplier, test your connection at various times during a working day to provide a realistic average speed.

If your connecting speed is weak, then speak to your provider or landlord before discounting a VoIP system.

3. Consider how your business uses its telephone system

Do you have a high volume of incoming calls, or does the phone rarely ring? Do you make many international calls? Do staff call each other or do they prefer to use different methods to stay in contact, such as instant messenger?

The way your business uses its phone system will have a significant bearing on your choice of new supplier. If you are dealing with high call volumes or making large numbers of outgoing calls, then an analogue phone system could offer the most stable platform.

If you work flexibly, are expanding or want the greater degree of control you get with VoIP – and the costs savings too – then an IP-PBX or cloud-based system could suit you better. Spending time on investigating how your business uses your system will provide vital information when you make your choice.

4. Set your priorities

Cloud-based VoIP systems offer a level of flexibility and control of your business phones that supports modern ways of working, but do you really need all those features?

Set out what you want from a new system, listing the key functionality your new system must deliver. Separate the useful functions from the essential ones.

If you operate a traditional, 9-5 business from an office or other premises, then managing and maintaining fixed infrastructure may appeal. If your business operates flexibly, with staff working at all hours of the day from multiple locations, then a cloud-based VoIP system could be more suitable.

Modern cloud-based VoIP systems come packed with features and functionality that can improve business efficiency – and save you money too, but only if you use them.

5. Speak to staff

Before engaging suppliers, ensure that you’ve spoken with your staff and understood their requirements from a new phone system. Discuss with them the options and describe the features available.

If you’re asking staff to use their own devices, make sure they’re comfortable doing so.

Changing a phone system is a small, but disruptive change, so taking staff with you from the beginning is crucial to unlocking the benefits.

Can a new business phone system save me money?

Cost is likely to be a key consideration when investing in a new phone system – and the good news is that you are likely to be able to save money on your current bills with VoIP.

Before engaging suppliers, be clear about your budget and what you hope to achieve with it. If you’re interested in a PBX phone system or a self-hosted VoIP system, you will need to engage with suppliers to get quotes. Cloud-based VoIP providers are transparent with their prices with most providing monthly costs on their websites.

When you begin to consider budgets, make sure to plan adequately for additional costs, such as installation and ongoing maintenance costs associated with PBX and self-hosted VoIP systems.

Choosing the right business phone system

Modern VoIP systems – both self-hosted and cloud-based – offer significant cost savings over traditional fixed-line infrastructure. PBX systems are more robust and secure, but may not offer the flexibility your business and staff require.

By answering the questions above and calculating a realistic budget, you can begin to speak to suppliers. One key piece of advice is to invest in the system you’ll need tomorrow – not today. The way we work and do business is changing. By planning for the future, your telephone system can accelerate growth rather than inhibit it.

If you're a small business, keeping in touch with your customers is more important than ever

If you've got a loyal band of customers that come to your high street business, shop or cafe on a regular basis, you might not be in the habit of contacting them by email or text. But if you are suddenly forced to close your doors for unforeseen circumstances (say a member of staff test positive for coronavirus or your shop is flooded out by heavy rain), your regulars will undoubtedly miss you as much as you miss them.

The coronavirus pandemic emphasised the importance of engaging with your customers. While it's true that some people find emails or text messages from businesses intrusive, many small, local businesses found that customers did want to hear from them. Your customers will want to know how you and your staff are doing and many want to keep on supporting you. If you run a local business, customers will see you more as friends or family than a corporate entity.

Keeping in touch is about make meaningful connections and showing your customers that your heart is in the right place. Tell people about any services you are offering, keep them up to date on opening hours and any takeaway or delivery service you might be offering. Let customers know what your business is up to.

So, now's the perfect time to create an email newsletter and start using text messaging to keep in touch with customers.

Ten steps to creating great customer emails

1. Use a reputable email service provider (ESP) that can manage your mailing list, deliver the emails and track responses. Free ESPs include Gmail and Zoho Mail.
2. The first thing people look at in their inbox is who an email is from. Don't use a cryptic from address; your business name is best.
3. Create a simple design that reflects your brand and includes strong images, compelling headings and engaging text. Less is more – recipients won't want to wade through too many words. Using HTML for your design will look more professional but it's not essential.
4. Get the content and tone of voice right. Your emails should be tailored to your audience. Don't forget subject lines – an interesting and relevant subject line will lift your open rates.
5. Avoid using spam terms in your subject lines – such as £££, cash or even FREE – because the emails are likely to go straight to the junk folder and won't be seen.
6. Include a call to action in your emails and make it easy for customers to take the next steps – links should be easy to spot and landing pages should be relevant to the call to action.
7. Check your customer details are correct; everyone you contact should have given you permission to get in touch.
8. Always offer recipients the chance to unsubscribe; at the same time, advertise your email newsletter on your website and via social media and make signing up easy.
9. Establish regular emailing habits – weekly is often best – but don't bombard customers with emails. Try sending your emails at different times to find out when your customers are most likely to open your email. Most ESPs allow you to automate email sends.
10. Check out your email analytics to see how many people opened your emails and clicked on links. Monitoring the data over time can help you improve your results.

How to use text marketing to keep in touch with your customers

Despite - or maybe because of - the restrictions caused by the COVID-19 pandemic, we are in regular contact with family, friends and neighbours via digital means more than ever before.

People of all ages are using their phones to reach out, offer tips and share funny clips – especially on WhatsApp. In other words, we're all glued to our phones. And research tells us that 98% of texts get read. So, now's a great time to keep in touch with your customers by text message.

Here are five ways to make text marketing work for your business:

1. Keep it short and simple - make sure recipients can easily understand what you are offering and how they can benefit.
2. Include a call to action and a link.
3. Insert names, appointment times or other details into your messages to make them personal and relevant.
4. Make sure all recipients have opted in to receive your messages and always offer a simple opt-out option.
5. Don't be annoying - target your texts, don't bombard people with messages and avoid too many images and video.

How to spread the word if you don't have customer contact details

• Update your website and give visitors the chance to sign up for emails and texts.
• Ask anyone you do contact to pass on your messages to their friends and neighbours.
• Use social media to reach out to individuals and groups in your area.
• Post information about your business in your shop window.
• Tell your local paper or radio station if you are offering any new services such as takeaways or home deliveries.