Case Study
Smailes Goldie.
Based in Hull, Smailes Goldie is a leading firm of Accountants, Tax Advisors and Business Advisors. Their clients range from SMEs and large corporations to owner-managed and family businesses, professional partnerships, sole traders, new businesses, charities and the not-for-profit sector.
Sector
Accountancy
Founded
1988
“We are delighted with the time the Spectrum team have spent with us to understand our business, our requirements, and to propose delivery of a bespoke solution that accurately meets our needs.”
Objective
Improve the digital working environment that would support Smailes Goldie’s business strategy to deliver better client service, greater profitability and reduced overheads. In addition, introduce automated finance systems and workflows to help manage the considerable amount of paperwork that any traditional Accountancy practice deals with.
The Company
Based in Hull, Smailes Goldie is a leading firm of Accountants, Tax Advisors and Business Advisors. Their clients range from SMEs and large corporations to owner-managed and family businesses, professional partnerships, sole traders, new businesses, charities and the not-for-profit sector.
Challenges
- Multiple desktop devices were proving costly
- Need to integrate with existing software systems
- Need to speed up manual/paper-based processes
As a forward-thinking practice, Smailes Goldie constantly strive for continuous improvement in respect to the client’s experience.
As part of that, a tightly managed, innovative back-office is of paramount importance.
The Solution
Initially focusing on improving the photocopier fleet, replacing maintenance-heavy desktop brands with premium, centralised Canon photocopiers, Spectrum were able to show instant savings in respect of print cartridge spend and fleet management, along with enhanced facilities for staff members.
Then came the Information Management Solution project. Smailes Goldie wanted a more seamless process for the movement of documents around the business and to and from clients. Our e-copy software was used to allow ease of scanning and archiving into secure Document Management software. Now, any letter/email that goes out to clients is first printed with a barcode and, when returned after client signature, is automatically filed.
This includes engagement letters, correspondence and even final accounts. In a compliance-driven business, the need for a robust, secure and auditable document management was essential. They can now electronically store and shred with confidence, also reducing on-site storage needs. Phase 3 of this project was to automate payroll tasks and introduce Business Intelligence software to give 100% visibility on WIP.
Improved efficiency of print/copy/scan fleet
Vastly reduced paper usage
Tightly managed information security
Integration with existing ERP system
An Insight into tomorrow’s workplace.
“We’ve gained in so many ways. Print-related costs have been substantially reduced, we have far fewer devices, which are more flexible and resilient, and we have the right machines in the right places. All of this allows us to focus on our own business without having to worry about print.”
DirectorYoungs
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