Overview
Client: A UK-Based Accounting Firm (Specializing in Pharmaceutical Sector)
Industry: Accounting & Compliance Services
Client Size: Medium-sized firm serving multiple pharmacy clients across the UK
Engagement: Ongoing Outsourced Partnership for VAT, Management Accounts & Accounts Production
Client Background:
The client is a UK accounting firm predominantly serving pharmaceutical businesses, including several ICU pharmacies. With deep sector expertise, the firm provides accounting and compliance support tailored to meet the strict reporting and refund requirements of pharmacy operations.
As the firm’s client base grew, so did the demand for faster reporting and tighter compliance turnaround — leading to the need for a reliable outsourcing partner to help sustain high performance and accuracy standards.
Challenges Faced:
Before partnering with Sapphire Info Solutions, the client faced multiple operational bottlenecks:
- Tight VAT Return Deadlines: The firm aimed for a 3-day VAT filing turnaround to help clients receive faster refunds but struggled with internal capacity limits.
- Delayed Management Accounts: Monthly accounts were often delayed, affecting business insights and client decision-making.
- Process Inconsistencies: The absence of standardized workflows led to inefficiencies and quality variations in reporting.
These factors collectively impacted delivery timelines and reduced client satisfaction within their pharmacy portfolio.
Our Approach:
Sapphire Info Solutions’ Client Relationship Department conducted a detailed consultation to understand the firm’s workflow, challenges, and objectives. Based on this assessment, a customized outsourcing model was implemented to enhance efficiency and accuracy.
Key steps included:
- Dedicated Accounting Team: A specialist team was assigned exclusively to manage VAT returns and monthly management accounts.
- Workflow Optimization: Streamlined data collection and reporting templates were introduced to ensure consistency.
- Enhanced Coordination: Regular feedback sessions and progress meetings strengthened communication and accountability.
- Scope Expansion: Impressed by the quality and reliability, the client later extended the engagement to include Accounts Production.
Results Delivered
Tangible Outcomes:
- 3-Day VAT Turnaround: Consistent on-time submission for all pharmacy clients.
- Faster Refund Processing: Enabled quicker refunds for pharmacy businesses, particularly ICU pharmacies.
- Timely Management Accounts: Achieved monthly reporting schedules with improved accuracy.
- Expanded Partnership: Engagement extended to year-end and accounts production services.
Intangible Benefits:
- Enhanced internal focus on strategic advisory and client engagement.
- Strengthened trust through predictable delivery and clear communication.
- Improved efficiency, morale, and client satisfaction.
Client Feedback
“Sapphire’s structured approach and consistent delivery have helped us maintain exceptional service quality across our pharmacy clients. Their reliability allows our team to focus more on advisory and growth rather than chasing deadlines.”
Data Security & Compliance
All work is carried out within Sapphire Info Solutions’ secure, ISO-certified environment, ensuring data confidentiality and compliance at every stage:
- ISO 27001:2013 Certified – Information Security Management System
- ISO 9001:2015 Certified – Quality Management System
- Fully GDPR-Compliant – Strict data protection and privacy measures
- Secure IT Infrastructure – AWS-hosted environment with VPNs, firewalls, and restricted access
Key Takeaways & Best Practices
- A dedicated outsourcing team significantly reduces turnaround times for recurring compliance tasks.
- Collaborative process reviews build stronger, more transparent partnerships.
- Expanding service scope within one provider improves overall efficiency and consistency.
Conclusion
This engagement demonstrates how Sapphire Info Solutions helps UK accounting firms transform their operations through structured outsourcing, automation, and reliable delivery. By partnering with Sapphire, the client achieved faster VAT processing, consistent management accounts, and scalable growth — enabling them to deliver greater value to their pharmacy clients with complete confidence.
