Case Study 3

Client Success Story: Seamless Outsourcing Transformation

Overview

• Client: Based in Coleraine, UK
• Industry: Accounting
• Client Size: Mid-sized firm
• Engagement: Full-Time Equivalent (FTE) Model Partnership

Client Background

The client is a well-established, mid-sized accounting firm based in Coleraine, UK, offering a comprehensive range of services including bookkeeping, final accounts preparation, and tax compliance. Initially, the client engaged with Sapphire Info Solutions on a Pay-As-You-Go model, outsourcing selective final accounts tasks during peak periods. However, as their client base grew and internal staffing pressures increased, they transitioned to a more structured FTE engagement to ensure continuity, efficiency, and scalability.

Challenges Faced

Before engaging with Sapphire on the FTE model, this accounting firm encountered several operational roadblocks:

• Limited internal capacity to manage high volumes of final accounts processing.
• Extended turnaround times, leading to client delivery delays.
• Resource dependency during peak seasons, creating inconsistency in service delivery.
• Difficulty in maintaining workflow continuity due to part-time or ad-hoc outsourcing support.

Our Approach

Results Delivered

Tangible Outcomes

• 120+ productive hours/month of FTE output, streamlining job completion timelines.
• Eliminated the need to hire additional in-house staff, reducing recruitment and training costs.
• Higher job accuracy and fewer revisions, resulting in improved client satisfaction for thier own clients.

Intangible Benefits

• Turnaround time improved by over 30%, with most final accounts jobs completed ahead of schedule.
• Better workflow predictability, enabling accounting firm to focus more on client relationship building and advisory services.
• Enhanced team morale, as the internal staff could now focus on higher-value work.

Client Feedback

“Partnering with Sapphire on the FTE model was one of our best strategic decisions. Their team not only understands the nuances of UK final accounts but also delivers with precision and reliability. We no longer worry about capacity issues during peak periods – they’ve truly become an extension of our team.”

Data Security & Compliance

Sapphire Info Solutions is ISO 27001:2013 & ISO 9001:2015 certified, underscoring its commitment to data security, quality management, and compliance with GDPR.

Key security protocols include:

• Private AWS cloud hosting, no third-party server management.
• Sophos Firewall & Antivirus, for scanning all inbound/outbound traffic.
• VPN-only access for external users with zero RDP exposure.
• Multi-layer backup protocols (daily, weekly, incremental).
• Restricted access control, CCTV surveillance, and 24/7 system monitoring.
• Regular staff training on data privacy and information security awareness.

With Sapphire’s stringent policies in place, this Accounting firm had complete peace of mind regarding client data confidentiality and availability.

Key Takeaways & Best Practices

• Transitioning from ad-hoc to FTE outsourcing provides consistency, speed, and scalability.
• Dedicated resources foster accountability, better output quality, and deeper process understanding.
• Data security is non-negotiable—having a GDPR-compliant, ISO-certified partner significantly mitigates operational risk.
• Proactive planning and structured workflow lead to long-term operational gains.

Conclusion

Sapphire Info Solutions empowered accounting firms to elevate their delivery standards, scale operations effortlessly, and reduce overheads, all while maintaining data integrity and security. This success story demonstrates how the right outsourcing partnership can drive both efficiency and peace of mind in the accounting industry.