Client Case Study: Clair Abrey – Sterling Virtual Assistant Services

Image of Clair Abrey owner of Sterling Virtual Assistant in Norwich

Client Case Study: Clair Abrey – Sterling Virtual Assistant Services

At the tail end of 2024, Clair Abrey, the founder of Sterling Virtual Assistant Services, reached out to us with a sense of frustration that many small business owners may relate to. She was feeling let down by her previous accountant, who provided very little in the way of support or clarity when it came to her business finances. Each year, Clair would receive her accounts with no explanation or context, just a tax bill, often landing in her inbox around January, giving her little time to prepare or plan.

Understandably, this last-minute scramble left Clair feeling overwhelmed and under-supported. She wanted something more proactive, someone who wouldn’t just show up once a year with a bill, but who would take the time to explain the numbers, plan ahead, and provide regular insight into how her business was performing.

That’s where we came in.

Clair was looking for two main things:

1. Early completion of her tax return, so there were no surprises, and she had plenty of time to plan.
2. Ongoing, structured support, including quarterly reviews to understand how her business was performing and where improvements could be made.

We were more than happy to help.

Seamless Onboarding and Support

Once Clair decided to make the switch, we took care of everything. We contacted her previous accountant and began the release process. To their credit, her former accountant responded fairly quickly and sent over the necessary information without too much delay. This allowed us to onboard Clair swiftly and get straight to work setting her up with the systems and processes we use to support our clients year-round.

From the outset, our focus was on giving Clair confidence and clarity. We held an initial review to fully understand her business, her goals, and any immediate concerns. Then we set up a schedule of quarterly review meetings, focused, collaborative sessions where we’d look at performance, track key numbers, and highlight opportunities or risks.

This proactive approach meant that, instead of being surprised by her tax bill in January, Clair had full visibility over her position months in advance. She could make decisions with confidence, adjust spending if needed, and even plan for business growth, all with the reassurance that someone had her back.

A Business Owner Re-energised

Since joining us, Clair has told us on more than one occasion how much better she feels. Knowing where her numbers are, understanding what they mean, and having regular conversations about how her business is doing has made a huge difference.

She’s not just surviving tax season anymore, she’s confidently running her business with her eyes wide open.

Looking Ahead

Working with Clair has been a pleasure. We believe that every business owner deserves to feel empowered when it comes to their finances. It’s not just about the numbers, it’s about what they mean and how they can help guide your decisions.

If you, like Clair, are looking for more from your accountant, someone who offers proactive support, early tax planning, and regular check-ins, we’d love to have a chat.

Dan Lane Engineering Ltd – Streamlining Finances for Success

Background

Dan Lane Engineering Ltd is a growing business specialising in precision engineering. Dan Lane, the owner, was struggling with his previous accountant, finding it difficult to get timely responses and the support he needed. Frustrated with the lack of communication, Dan sought a more proactive and reliable financial partner. Through a recommendation from one of our referral partners, he reached out to us for assistance.

Challenges

Dan and his wife, Ana, were manually entering receipts and maintaining business records using accounting software, Xero. This process was time-consuming, and ana felt she needed more support with this. At the end of the financial year, their previous accountant only provided draft annual accounts for signature without any explanations, leaving them unsure about their financial standing. They needed a more efficient system and better financial insights to help them make informed business decisions.

Our Solution

We introduced Dan and Ana to Dext, a receipt-scanning app that integrates with Xero. This eliminated the need for manual data entry, saving time and reducing errors. This made the quarterly VAT processing more simplified and stress free for Ana. We also took the time to explain their accounts in more detail, helping them understand profitability and business performance.

To further streamline their financial management, we established a clear and structured process:

• Ana creates invoices directly in Xero.
• They both take photos of receipts using Dext and leave them ready for processing to Xero.
• Their account manager categorises and review transactions daily ensuring everything is correctly recorded and addressing any queries promptly.
• Their accountant is on hand to deal with any technical questions whenever they need support.

This approach means their accounts are always up to date, and any questions answered allowing them to monitor financial performance on a daily or weekly basis.

Ongoing Support & Growth

Beyond accounting, we introduced quarterly reviews to help Dan and Ana assess their business performance. These sessions provide:
• A financial overview of the previous quarter’s performance.
• Identification of areas for improvement and potential challenges.
• Insights into tax liabilities and tax-saving opportunities.

Results

Dan and Ana now have a clear and real-time view of their business finances. They spend less time on administrative tasks and more time focusing on everyday business activities. With proactive support and regular financial reviews, they feel more confident with their business finances.

Conclusion

By implementing smart accounting solutions and providing hands-on support, we’ve helped Dan Lane Engineering Ltd move from frustration to financial clarity. If you’re facing similar challenges, we’d love to help you streamline your finances and grow your business with confidence!

Get in touch

To learn more about how we can help and support your business, get in touch and let us help you navigate your business’s financial landscape clearly and confidently.

Endeavour Transformations

Endeavour Transformations Boosts Business with Quarterly Finance Meetings

Client overview

Dan Chater has been a loyal client of ours for several years. He started as a sole trader and made the leap to a limited company in 2019. Dan’s business, Endeavour Transformations, based near the charming market town of Bungay on the Norfolk/Suffolk border, has been thriving, supported by our comprehensive accounting services.

Our services

We handle all of Dan’s accounting needs, from bookkeeping and VAT to payroll, CIS, and personal and business tax. We aim to ensure every financial detail is covered so Dan can focus on growing his business.

Introducing quarterly finance meetings

To give Dan a clearer picture of his business’s financial health, we introduced our quarterly finance meeting service. These meetings are part of our accounting package but can also be offered as a standalone service for other clients. They’ve been a game-changer for Dan, helping him keep a close eye on his numbers and make informed decisions.

How quarterly meetings help Dan

Dan uses our quarterly finance package to keep on top of his business’s profitability. Every quarter, we have a Zoom call to go over his financials in detail. During these meetings, we cover:

Monitoring expenditure: Keeping tabs on expenses to make sure everything is running smoothly.
Cash flow planning: Strategising to maintain a healthy cash flow and avoid liquidity issues.
Tax provisions: Making sure there are adequate provisions for corporation tax to avoid any surprises.
Asset purchases: Planning future investments and understanding their financial impact.
Long-term financial planning: Setting and strategising long-term financial goals.

These sessions also give Dan a chance to share any concerns and bounce around new business ideas. He finds these meetings incredibly valuable. As Dan says, “It’s difficult enough these days running a business as it is, so having these quarterly meetings really helps me understand my numbers, which really helps.”

Client satisfaction and growth

Dan’s business, which includes residential building and landscaping, surveying and property services, and outdoor living portfolios, has seen impressive growth. We’re proud that our partnership, built on honesty and clarity, has played a key role in this success. We pride ourselves on working ‘with’ Dan, not just ‘for’ him, ensuring every project aligns with his vision and business goals.

Empowering businesses with financial clarity

Our quarterly finance meeting service has been a valuable asset for Dan Chater and many other clients. By offering this service, either as part of a full accounting package or on its own, we help business owners obtain a clear understanding of their financial health and make strategic decisions with confidence. Our mission is to support our clients fully, providing peace of mind and contributing to their business success.

Get in touch

To learn more about how our quarterly finance meetings can benefit your business, get in touch and let us help you navigate your business’s financial landscape clearly and confidently.

Crabb & Fox Mobile Bar Case Study

Crabb and Fox Case Study

How we helped a local mobile bar hire company achieve entrepreneurial growth

Crabb and Fox Mobile Bar, led by Stuart Crabb, sent us a simple email that sparked a conversation shaping their future. Right off the bat, we knew it was important to grasp Stuart’s business goals inside out. So, we delved in to make sure we understood where the business was and where it wanted to go. This set the stage for a collaborative partnership to help this ambitious bar business.

Tech-savvy solutions

At the heart of our work with Crabb and Fox Mobile Bar was exploring time-saving technology. We didn’t just signpost them to tools like QuickBooks and Dext; we showed them exactly how to make these tools work wonders for their business. With these tech-savvy solutions in hand, they waved goodbye to the days of drowning in paperwork. Instead, they welcomed a smoother, more transparent and accurate way of managing their finances. This, in turn, helps them make more informed decisions for the business.

Personalised support

Entrepreneurship isn’t a walk in the park, and we understood that firsthand. That’s why we went the extra mile to tailor a support package specifically for Stuart and his talented team. It wasn’t just about providing generic advice; we offered continuous guidance and bespoke resources to help them every step of the way. Our ultimate goal was to give them the confidence and tools they needed to handle the unpredictable nature of running a business.

Seamless onboarding

At the start, with our carefully crafted new client checklist in hand, our onboarding process left no detail overlooked, helping us to gather all the information required for their incorporation. We made sure everything from legal documents to financial records was squared away for a smooth transition into their new corporate identity. Besides the usual onboarding bits, we also ran Anti-Money Laundering (AML) checks to make sure everything was by the book. We crossed all the ‘t’s and dotted all the ‘i’s, taking every step to protect their business interests and keep things above board during the incorporation process. This careful approach gave Stuart and his team the confidence they needed as they started this new chapter in their business journey.

Company formation triumph

Fast-forwarding through plenty of planning and more than a handful of hard work, Crabb and Fox Mobile Bar is now officially a registered company. We helped Stuart get all the paperwork sorted, making it simple for Crabb and Fox Mobile Bar to embrace their new corporate identity. We also took care of the nitty-gritty details that often come with these transitions. From registering for Value Added Tax (VAT) to setting up a company payroll system, we made sure every aspect of their business operations was in good shape. We now manage their daily bookkeeping and handle their quarterly VAT processing, making sure all their financials are timely and accurate. Plus, we take care of all the payroll requirements each month, making sure everyone gets paid correctly and on time.

By handling these often tedious tasks and everything ticking along nicely behind the scenes, we allowed Stuart and his team to focus on what they do best – serving their customers and growing their business.

Empowering entrepreneurial growth

The story of Crabb and Fox Mobile Bar really captures the magic that happens when entrepreneurial spirit gets the right support. By using technology, offering personalised advice, and making processes smoother, Crabb and Fox quickly went from a simple one-person operation to a fully registered company. This shift not only shows their ability to adapt and dream big but also underlines how crucial strategic partnerships and efficient processes are for not just growth, but also for lasting success. It’s more than just checking off tasks; it’s about creating a space where businesses can really grow and prosper. With solid support and the right resources, Crabb and Fox Mobile Bar are all set for success.

If you’re ready to embark on your own journey and need guidance and support to turn your dreams into reality, don’t hesitate to reach out. Give us a call today on 01603 917870

We’re here to help you every step of the way.

Ember Solutions (EA) Ltd Case Study

Ember Solutions Ltd Case Study

Jonathan Sommerfield, a carpenter facing the crossroads of redundancy, decided it was time to change course and start a new chapter. Armed with ambition and a spark of entrepreneurial spirit, he embarked on a journey to establish Ember Solutions (EA) Ltd. After speaking to a friend, Swan Saunders was recommended to him to help bring his new venture to life.

Crafting dreams into reality

Sitting in our cosy office tucked away in Little Melton, Norwich, Jonathan and the Swan Saunders team got to work. We dived deep into Jonathan’s dreams and goals, carefully ironing out the details of launching a brand-new company. From legalities to directorial responsibilities, no stone was left unturned as we paved the way for Ember Solutions (EA) Ltd.

Equipped for success

At this important stage, we provided Jonathan with the necessary tools, like QuickBooks and Dext, and offered full training and ongoing support to ensure he could make the most of these resources. With our help, Jonathan quickly adapted to these new systems, maximising his potential to improve efficiency and productivity within Ember Solutions (EA) Ltd. Incorporating technology not only made day-to-day operations smoother but also set a solid groundwork for long-term growth and success.

Reaping the rewards

We also helped take the strain of setting up the company taxes and applying for the new payroll so Jon can pay himself a director’s wage in the most tax-efficient way. This was following discussions on how Jon would be paid from the business and how this would be split into a director’s salary and company dividends. We talked through various ways to draw money from the company to help him reduce his business and personal tax liabilities.

Tailored support, every step of the way

Jonathan didn’t sign up for a one-size-fits-all support plan. Instead, we tailored our help to suit his specific needs. From day one, we were by his side offering guidance and solutions to overcome challenges and make the most of opportunities by discussing business development and marketing ideas. With our support, Jonathan gained the confidence to take on the task of starting and building a business.

Smooth onboarding experience

Launching a company can be a daunting task, but with Swan Saunders providing support, the right training and access to essential tools like QuickBooks and Dext, Jonathan was well-prepared to tackle the challenges and opportunities that lay ahead. This smooth start laid a solid foundation for Ember Solutions (EA) Ltd, setting the stage for future success.

From vision to reality

Ember Solutions (EA) Ltd is now officially registered at Companies House. With legal requirements met Jonathan can focus on business growth, knowing the right foundations have been laid. With the help of technology, guidance, and effective processes, Jonathan moved from uncertainty about his job to succeeding as an entrepreneur. This case highlights that, with the right tools and support, anyone can turn their business dreams into reality, thriving in entrepreneurship.

Looking ahead

Looking ahead, there are endless possibilities on the horizon for Jonathan and Ember Solutions. With Swan Saunders as a reliable partner, Jonathan can tackle each new venture with confidence, compliance and our support every step of the way.

If you’d like to start your own entrepreneurial journey and are looking for mentoring and business support to turn your dreams into a reality, then get in touch via email or call us today on 01603 917870.

How we helped a local tattoo studio

How our accountancy helped local tattoo studio

How Swan Saunders is helping local tattoo studio thrive through business support and mentoring

With a growing business, Amy Grant, owner of Deerheart Collective tattoo studio was looking for additional business support to help take her ambitious artistic venture to the next level.

Happy with her existing bookkeeper, Amy was introduced to Swan Saunders to help her upgrade her systems to propel her business forward. Thanks to monthly mentoring meetings and an annual business planning session with the Swan Saunders team, Amy is building plans for an exciting future.

Deerheart Collective: In demand and growing

Based in the centre of Lowestoft, Deerheart Collective is a local tattoo studio. Run by Amy Grant, a locally trained and very experienced tattoo artist, the business consists of four local tattoo artists working from an open-plan studio, together with a separate room for a local barber who caters for all ages.

As a highly talented team of in-demand artists, the waiting list for customers was close to a year. As a result, decided to recently relocate the business to bigger premises on London Road South just near the town’s famous Bascule Bridge.

Taking the business to the next level

Amy was using the services of a local bookkeeper together with using a local accountancy firm once a year to finalise her accounts. Although she was happy with her current bookkeeper, she felt she needed additional business support to help take the business into the future.

Bringing Swan Saunders on board

Amy was introduced to us by a mutual friend, and when we first met it was clear she needed help with many aspects of the business, including system and process improvements, marketing and the overall structure of the business. Over a coffee, we sat and listened to her concerns and came up with some simple solutions that would improve how the studio operated.

Process Improvements mean less time on paperwork

Amy’s first step was upgrading her accounting and record-keeping system to make her processes run smoothly. We, therefore, decided to switch from traditional desktop software to an online cloud system.

With our help, we migrated the current business data to the new system, and now Amy can track her business finances on the go and update her business expenses using mobile phone apps. As a result, Amy now spends less time on paperwork and more time on other important aspects of running her business.

Mentoring and business support to elevate Dearheart Collective

With very little business experience, Amy turned to us for ongoing mentoring and business advisory support to help her make better business decisions going forward and elevate her business.

Each month Amy has a list of topics she’d like to discuss at our monthly hour-long mentoring sessions. Together we bounce ideas around, and we help her find answers to various challenges she’s facing. We listen, ask questions and find solutions. By the end of each session, we’ll set deadlines for Amy to complete any relevant tasks.

In addition to our monthly sessions, we have also run an annual business planning session with Amy. Focusing on what she wants to achieve in the next financial year with the current business and any new ventures, we provide advice on how Amy can achieve her goals for the year. From this session, Amy has also set herself 90-day action plan tasks for us to review in our quarterly accountability meetings.

The Future for Deerheart Collective

As a result of process improvements and business support, we’ve witnessed first-hand the improvement Amy is making. Not only is her business continuing to grow, but her confidence as a businesswoman is developing beyond her expectations.

With business growth in mind and more confidence in her decision-making, Amy has also set up an additional company called Deerheart Print company which provides fabric design and bespoke hand-drawn images. We are working together on launching some exciting new projects in the near future, so watch this space.

If you’re looking for your own permanent piece of body art, get in touch with Deerheart Collective at deerheartcollective.com or call Amy on 01502 218430.

Are you looking for support to build your growing business?

Or, if, like Amy, you’re looking for mentoring and business support to take your business to the next level, get in touch today. 01603 917870