FAQ's

To start with we need to agree on the way of working, either through access to cloud or by our Portal, we advise you to pick up 2-3 jobs for trial purposes. Ideally one client can be a simpler one and one that you struggle to make profit with. This will help you to check the value you derive out of our services. We shall share our checklist to you which contains details of records to be given to us for completion of work.

One of our team leaders will verify that we have all the details we will need in order to complete the job and if anything else is missing we shall send you the pendency in a mail. We shall also complete a Worksheet having details of the work process to be followed for completing the job along with budget and timeline.

We shall process and complete the job as per agreed terms in the worksheet. In case there are any issues which need to be answered by you or you need to check with your client, we shall raise those in queries with you before sending the final draft to you for approval. Once you send replies to those queries, final draft shall be uploaded. The final draft shall be forwarded with notes on the assumptions made while finalising the job for your reference.

It has been our experience that biggest impediment to successfully outsource is non-cooperation by staff due to various misgivings which can often be fear of redundancy. Sometimes staff has not experienced the outsourcing before and concerned about the quality and timeliness of the work. This results in disengagement of the key staff setting up failure of the initiative from the word go.

We believe that staff should be pitched the whole process as an ideal solution for the firm to scale quickly, increase the firm’s capacity to do more compliance work and enable the staff to serve clients more efficiently.

Ideally you should appoint a senior person in your team as outsourcing manager dealing with all internal and external queries. Our Team leader/ director shall work with your manager to get the whole process sorted and deliver the results. Once staff can see it working and the positive impact of it, they are often more willing to embrace it.

It will not affect as we have our own UK professional indemnity and sign a fit and proper form as required by ICAEW.

You never assure your client that their work shall be handled exclusively by such and such member of your staff. In fact your client’s trust you and they are mainly interested in timely delivery of quality work. You normally have sub-contracting clause in your engagement letters and can cover outsourcing with it.

The main criteria for successful outsourcing are planning and process mapping

• Planning – Initially you need to spend time to plan the work to be outsourced identifying those of your clients which take more preparation time. It does not make much sense to prepare a job to be outsourced which takes less time. Spend time in planning what can be outsourced and also work that will be outsourced. This should help you to budget your spend and consequent savings from outsourcing from the start.
• Process Mapping – Make sure that the process is established very early on to create consistency in the delivery. Remember that the staff in India will learn the processes and the work in the first few jobs as they deliver the work. In order to make it a success, customer should be willing to invest some time to train the staff to help understand the intricacies of the ways of their working

We work with all major accounting and payroll software systems. Out technology expertise and staff training facilities allow us to adopt new technologies and deliver with the new software within very short time frames. Some of the major software packages we use include: Sage, IRIS, CCH, VT Software, Xero, QuickBooks, TaxCalc, FreeAgent and Moneysoft. However, we have the capability to support the existing accounting software used by our clients.

Our lead manager or director shall be the first point of contact and conveyed to you from the start. Let them know your concerns and explain the issues you are encountering. We shall do our utmost to resolve the issue to your satisfaction.

There is a learning curve involved in anything new and same applies to outsourcing as well. First few jobs will relatively take longer than what you are used to in fact might expect. This is primarily because our staff will learn your process and ways of working. Once this is clear after few jobs, time required from your end will continuously come down and it will only be need to review the work

We are ISO 27001:2013 information security certification with regard to providing outsourced accounting services. We follow some of the most rigorous IT security policies to ensure data safety as illustrated below: The detailed IT security protocols and policy form part of our agreements to ensure GDPR compliance on the matter.

• Sapphire has controls to avoid individuals assuming access rights they have not been assigned to gain access to Customer Data they are not authorised to access.
• Antivirus protection against malwares and spywares.
• To make sure our client’s data remain in a safe & secured environment, Sapphire has deployed job portal server on Amazon Web Services/cloud. This makes sure that our job portal service and clients data remains safe and in live wire condition in all situations.
• Restricted access to Servers and shared resources. This ensures that only authorised persons can access the relevant data.
• Sapphire has installed Sophos Cyberoam Firewall for data protection along with Cisco Routers and Switches which scans each file before downloading and uploading.
• To avoid any nightmare, Sapphire’s IT team system makes sure that all the workstations are having latest windows OS patches, security updates and other application updates, as a part of our proactive Endpoint Vulnerability Management policy.
• Data stored on a computer protected by strong passwords that are changed regularly.
• Sapphire encourage all staff to use a password manager to create and store their passwords.
• Sapphire has the right and capability to monitor electronic information created and/or communicated by persons using company computer systems and networks, including e- mail messages and usage of the Internet. It is the Sapphire policy or intent to continuously monitor all computer usage by employees or other users of the company computer systems and network.
• The application and database systems can limit the number of applications and databases available to users based on their job requirements.
• Access controls exist at various layers of the system, including the network. Access control is implemented by logon ID and password. At the application and database level, other access control methods can be implemented to further restrict access.

Absolutely! Sapphire Info Solutions is dedicated to assisting businesses of all sizes, including small start-up accounting firms. We understand the unique challenges faced by startups, and our services are tailored to meet your specific needs. Our team will work closely with you to provide cost-effective and efficient accounting solutions to help your firm grow and succeed.

Our data security guarantee is our commitment to safeguarding your sensitive information. We employ state-of-the-art security measures, including firewalls, regular security audits, and compliance with industry standards to protect your data. In the unlikely event of a security breach, we have a comprehensive incident response plan in place to minimize any potential impact.

There are several compelling reasons to choose Sapphire Info Solutions over our competitors. Firstly, we have a proven track record of providing high-quality accounting services to businesses in the UK. Our team consists of experienced professionals who are well-versed in the intricacies of UK accounting and tax regulations. Additionally, our commitment to data security, cost-effectiveness, seamless integration with your existing systems and providing tailor-made services specific to your business sets us apart. We are preferred outsourcing vendors for the largest chain of accounting franchisee in the UK. We focus on building long-term partnerships with our clients, ensuring your success is our top priority.

Outsourcing accounting and bookkeeping services to Sapphire Info Solutions offers numerous benefits. Firstly, it allows you to focus on your core business activities while leaving the financial aspects to experts. You can reduce costs associated with hiring and training of in-house staff. We provide accurate and timely financial reporting, helping you make informed business decisions. Additionally, outsourcing ensures compliance with tax regulations and reduces the risk of errors. Overall, it streamlines your financial processes and contributes to the growth and success of your business.