Our Small-Business Stack: Xero, Gusto, Connecteam

We frequently get this question from other small business owners in and around Great Falls: “What software do you use?” Here’s our honest, non-sponsored rundown of the three tools that keep our books clean, payroll smooth, and our team connected.

Why these three?

We looked for cloud tools that are easy to learn, mobile-friendly for use in the truck, and budget-friendly. We also wanted integrations to reduce double entry. For us, Xero handles bookkeeping, Gusto runs payroll and filings, and Connecteam keeps field communication tidy with room to grow into scheduling, forms, and training.

Xero for bookkeeping

For a Montana trade business, staying on top of cash flow and keeping paperwork light matters. When we were researching the right bookkeeping software, none of the other platforms seemed to fit how we think, how we wanted to grow, and how we wanted to be able to customize our software tools. Xero clicked with us from the first demo video and has been working great for about a year now. They have a great online help center that’s been able to answer almost all of our questions, and they have responded quickly to direct questions.

Xero fits how we actually work day-to-day: clean bank feeds with classification rules that reconcile quickly, mobile approvals and invoicing from the driveway, and simple automations that keep routine work on schedule. We also keep our item pricing current as supplier costs change so quotes and invoices reflect real prices, not last season’s.

Ways we use Xero

• Reconcile quickly with bank feeds and rules.
• Approve bills and send invoices in the mobile app from anywhere.
• Convert quotes to invoices in a click so details don’t have to be retyped.
• Send online invoices that accept ACH or card, and automate reminders to reduce follow-ups.
• Store customer history and warranty docs with contacts and file attachments on each transaction.
• Track work by type (Service, Install, Overhead) with tracking categories without extra spreadsheets.
• Update item prices regularly so quotes and invoices reflect current supplier costs.
• Automate predictable charges with repeating bills and recurring invoices.
• Control access with user permissions and let our accountant review in real time without passing files around.
• Check cash, bills, and invoices at a glance with dashboard cards and saved report layouts.
• Sync payroll journal entries from Gusto so payroll and accounting stay aligned.
• Run monthly financial reports to see how we’re doing and spot trends early.

Learn more on Xero’s website.

Gusto for payroll

Payroll should be boring in the best way. We had been paying our accounting firm to handle payroll and all the associated tax paperwork, but once we had someone full-time in the office that didn’t make sense anymore. After some research, with an eye on integrations with Xero, we chose Gusto. The customer service from Gusto has been amazing. They were very available and hands-on with the setup, have been very responsive to questions, and have a good online help center. 

With Gusto we can run payroll quickly and easily, as many times as needed without extra fees, which is handy for off-cycle bonuses or expense reimbursements. Federal and state payroll tax filings are automated, and year-end W‑2 and 1099 prep is handled for us. That takes pressure off during December when weather and holidays collide.

Ways we use Gusto

• Run regular payroll for hourly employees; set automatic runs for salary.
• Automate federal and state payroll tax filings and year-end W‑2/1099 prep.
• Pay everyone by direct deposit, with a paper check fallback if needed.
• Track and approve time-off requests.
• Add mileage and expense reimbursements under our accountable plan to the next payroll.
• Configure paid time-off policies and customize company holidays.
• Onboard new hires with e-signed W‑4/I‑9 and securely collected bank details.
• Store signed policies and safety acknowledgments in the employee file.
• Sync payroll journal entries to Xero so books and payroll stay aligned.
• Pull payroll and tax reports for workers’ comp audits and lenders.
• Manage overtime rules and pay-rate changes with effective dates.
• Give employees self-service access to pay stubs and year-end forms.

Learn more on Gusto’s website.

Connecteam for communication now, expansion later

For a field team that spends more time in service trucks than at desks, Connecteam keeps communication clear without adding noise. It’s our most recent addition and we have another local business owner to thank for telling us it existed. We’re just getting started with it, but it’s already solved a few pain points. We’re using it as a single hub so techs can find what they need between calls and the office can share updates once and know everyone has seen it. It also gives us room to grow as we standardize more of our processes. One of the things we love most? It has a free tier for small teams, which made it easy to pilot without up-front costs.

What we use today

• Chat: Message the team for job updates and weather delays; confirm delivery with read receipts.
• Knowledge Base: Find procedures, policies, and safety docs quickly, organized for phone-first reading.
• Digital Forms: Submit checklists and reports so the office gets details without paper.

What we will add next

• Directory: Look up roles and contact info fast so new hires reach the right person.
• Documents: Store policies securely and collect images of driver’s licenses and employee certifications (EPA Universal, low pressure boiler, gas fitter); limit access to admin/office and set expiration reminders.
• Courses: Deliver short, mobile-friendly lessons with quick checks for understanding.
• Schedule: Publish a live schedule that’s easy to adjust.
• Time Off: Manage requests and approvals with visible balances.
• Time Clock: Capture start and finish times for better accuracy and visibility.

Future integrations

• Gusto: Integrate time and PTO data so payroll and records stay in sync with fewer manual checks.

Learn more on Connecteam’s website.

How they fit together

• Books + Payroll: Xero and Gusto sync, so payroll costs land in the books automatically.
• Field + Office: Connecteam replaces group texts with one source of information for updates and resources.

Tips if you are choosing your stack

• Start simple. One bookkeeping app (the most important), one payroll app, one team app. Add features only after the basics feel easy.
• Choose tools that have strong help docs and responsive support.
• Standardize naming in your chart of accounts and tracking categories from day one (work with your accountant, and give them access to your bookkeeping app).
• Build 15 minutes into your morning routine for reconciliation and schedule review.
• Document your “Friday close” checklist so month-end is just another Friday.

What this looks like in a real week

Monday starts with reconciling the weekend work in Xero and checking outstanding invoices. We run payroll in Gusto by Wednesday after confirming timesheets. Connecteam helps everyone stay connected and coordinate throughout the day. Everything can be updated from a computer in the shop or a phone in the truck, which matters when you cover rural calls with a 100+ mile radius service area.