We recently worked with a client whose finance processes had evolved over many years without a formal digital system in place. While the approach had worked for a long time, it was starting to create challenges as the business continued to grow. What started as a practical way of managing invoices and approvals gradually become more time-consuming, particularly as transaction volumes increased and teams became more flexible in how they work. As the business grew, it was easy for the finance process to develop organically. However, this organic development led to outdated processes.

Where we came in (what was happening before automation?):

Invoices were being printed, filed and physically passed around the business for approval. Every document required manual handling before it could be processed, creating unnecessary delays and administrative burden.

Some of the key challenges included:

• Too much time spent on manual processing: invoices were entered by hand, often more than once.
• A heavy reliance on paper: documents were printed, stored and retrieved manually.
• Approval delays: paperwork regularly sat waiting for someone to review and sign it off.
• Hybrid working challenges: approvals slowed down when key people were away from the office.
• Limited visibility: it was difficult to track who had approved transactions and when.
• Out-of-date information: financial data wasn’t always easy to access when it was needed.

None of these issues were unusual on their own, but together they were making day-to-day finance administration harder to manage and taking valuable time away from running the business.

What we did (finding a better way of working):

The first step was understanding where time was being lost and identifying the processes that created the most manual effort. By implementing Xero alongside Dext, we streamlined the way financial information was captured and processed.

Instead of printing invoices and manually entering data, documents are now sent directly into the system by email. Information is automatically extracted and posted into the accounting software, removing much of the repetitive administration.

As a result, routine tasks that once took hours can now be completed automatically in the background. Month-end processing is quicker, data is more consistent, and there’s far less risk of human error.

Most importantly, the client had more time to focus on running their business rather than managing paperwork.

Why we did it (better controls without creating more admin):

Approvals were another area where small inefficiencies were adding up.

Previously, documents needed to be physically reviewed and signed off, which often created delays and provided limited visibility over who had approved what.

Introducing ApprovalMax allowed us to create a structured digital approval process. Invoices now follow predefined approval routes based on factors such as value, supplier or type of expenditure, with approvals completed in real time.

This allows for stronger financial control, a clearer audit trail and a much smoother approval process.

What it gave us (turning numbers into useful information):

One of the biggest frustrations for the client was that financial data existed, but it wasn’t always presented in a way that helped support business decisions.

With Fathom integrated into the system, financial information is now available through clear management reports, KPI tracking and visual dashboards.

Rather than spending time gathering information from different sources, the leadership team can quickly see how the business is performing and identify areas that need attention.

Our takeaway (why finance systems matter as businesses grow):

One thing this project highlighted is that finance systems should make life easier, not harder.

Many manual processes work perfectly well when a business is smaller. The challenge comes when growth increases the volume of transactions and the complexity of operations.

Without the right systems in place, administration can quickly become a bottleneck.

Taking the time to build efficient, scalable processes creates stronger controls, better visibility and a more effective way of working for the future.

More time to focus on what matters

The real benefit of automation is not just better technology; it is what it enables. For this client, the biggest change was having more time to focus on growing the business rather than managing day-to-day administration.

At Shaw Gibbs, we’re giving business owners and leadership teams the freedom to focus on moving their business forward, rather than getting stuck in the day-to-day administration.

If you are a business owner with a rapidly expanding businesses or if you would like to find out more about streamlining your processes, get in touch with us now.