Finance automation

Our client operates a multi-site retail business with an annual turnover of £3.2 million. As the business expanded – both in-store and online – the directors found that their finance function was struggling to keep pace.

Manual processes, lack of real-time visibility, and inconsistent reporting were making it increasingly difficult to manage cash flow, control margins, and make informed decisions. When the internal bookkeeper left, the directors approached us to review and overhaul their finance systems.

STREAMLINING A CLUNKY FINANCE PROCESS

We began with a detailed review of the client’s finance processes, working closely with the operations and finance teams to understand their challenges.

From this, we developed and implemented a tailored solution that addressed key retail-specific pain points:

Transition to a Cloud Accounting System
We moved the business from a desktop-based accounting package to a cloud-based solution, enabling multi-location access, integration with e-commerce platforms, and real-time data visibility for the management team.

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Automated Supplier Invoice Processing
High volumes of purchase invoices from multiple suppliers were previously entered manually, leading to errors and delays. We introduced automated invoice capture and approval workflows, significantly improving processing speed and accuracy.

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Integrated POS and Inventory Management
Disconnected systems were creating stock discrepancies and delayed reporting. We helped integrate the POS system with the accounting software to enable real-time inventory tracking and margin analysis, essential for managing retail performance.

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Automated Bank Feeds and Reconciliations
We set up daily automated bank feeds to streamline cash management, giving directors a clearer picture of daily cash flow and reducing manual reconciliation time.

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Mobile App for Expenses and Receipts
Staff could now submit receipts and business expenses via a mobile app, which linked directly to the accounting system, removing the burden of chasing paperwork.

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Custom Retail-Focused Management Reporting
We built tailored dashboards and monthly management accounts focusing on KPIs such as gross margin by product category, store profitability, and stock turnover—giving directors actionable insight into performance.

THE OUTCOME

By streamlining and modernising the accounts function, we helped create a more agile and informed finance environment.

The directors now benefit from accurate, timely reporting and improved financial controls, enabling them to better manage cash flow, respond to stock trends, and make strategic decisions with confidence.