Bracey’s Accountants offers a comprehensive range of financial services, including business accounting, taxation, VAT, cloud accounting, audit services, and personal tax advisory. With a strong focus on compliance, tax efficiency, risk minimisation, and wealth maximisation, they have built a reputation for supporting businesses and individuals alike.

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With approximately 50 staff operating across 13 office locations, maintaining oversight of financial performance and operational efficiency is an ongoing challenge. As the firm continued to grow, consolidating key financial and operational data became increasingly difficult, particularly with Excel spreadsheets not being updated in real time and a heavy reliance on manual data entry. These inefficiencies led to bottlenecks that slowed decision-making and increased administrative workload.

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This project was particularly engaging for us at Bevl Software, as it required a multi-faceted approach, integrating various technologies while processing large volumes of data efficiently. The goal was not just to create a new system but to transform the way Bracey’s managed their internal operations—moving from static, spreadsheet-based workflows to an automated, scalable solution.

Over the past five years, Bracey’s Accountants has experienced an increase in client acquisition and a quick growth in staff numbers. While this growth symbolises business success, it has also introduced new operational challenges.

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Key Challenges Identified:

1. Overloaded manual workflows – Upper management were facing increasing challenges with the time and effort required to retrieve and consolidate key business information.

2. Lack of real-time visibility – With data spread across multiple spreadsheets and disconnected systems, getting an accurate picture of the company’s financials and operational status was cumbersome.

3. Decentralised workforce – Since the pandemic, Bracey’s workforce has become more distributed, with employees working across different offices and remotely. This shift meant that real-time collaboration and data sharing needed to be more seamless.

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Recognising that continued growth could exacerbate these inefficiencies, Bracey’s leadership sought to redefine their internal workflows by automating key processes, improving data accessibility, and enhancing decision-making.

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To ensure that the final solution was practical, scalable, and user-friendly, we conducted a series of in-depth discovery sessions with Bracey’s leadership, department heads, and key personnel.

These sessions helped us break down the firm’s pain points into specific, actionable requirements:

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From these discussions, we identified key requirements:

• A centralised system to manage financial data, reducing reliance on scattered spreadsheets.

• Automated reporting tools to provide real-time insights for management.

• Streamlined workflows to minimise manual data entry and repetitive administrative tasks.

• Secure, role-based access to sensitive financial and client information.

• A scalable solution that could grow alongside the company.

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By prioritising Bracey’s operational needs and long-term objectives, we laid the groundwork for a system that would streamline their workflows and unlock greater efficiency.

The implementation of the new system has significantly improved Bracey’s operational efficiency. By replacing manual processes with automation, staff can now focus on high-value tasks rather than data entry and administrative work.

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Key benefits include:

• A large reduction in time spent on manual reporting, with automated dashboards providing real-time insights.

• Increased accuracy by eliminating human error in financial data management.

• A more connected workforce, with cloud-based access enabling employees to retrieve and update information from any location.

• A streamlined workflow that reduces duplication of work and enhances collaboration across departments.

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The new system has not only addressed Bracey’s immediate challenges but has also laid a strong foundation for future growth, ensuring they can scale efficiently without process bottlenecks.

With the core system in place, Bracey’s are now looking to expand its capabilities further through a variety of different concepts.

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Potential next steps include:

• Integration with external platforms, such as calendar APIs and lead-capture services, to further automate engagement processes.

• Advanced analytics and forecasting tools to provide deeper insights into business performance.

• Custom client portals, allowing their customers to access documents and information securely.

• Continuous optimisation, based on real-world usage and staff feedback, to ensure the system evolves alongside the firm’s needs.

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Bracey’s commitment to innovation and efficiency means that this project is just the beginning. As their business continues to grow, they now have the digital infrastructure to support their ambitions.

For Bracey’s Accountants, custom software was the ideal solution to address their need for streamlined workflows and office consolidation. Off-the-shelf solutions often come with unnecessary features or lack the flexibility required for a firm with multiple locations and unique operational needs. By developing a tailored system, Bracey’s was able to automate key processes, centralise data, and enhance collaboration without compromising on the specific requirements of their business.

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A custom-built solution ensured that workflows were optimised for their existing practices, reducing administrative overhead and allowing staff to focus on client service rather than manual data entry or inefficient processes. Additionally, the software provided scalability, meaning that as Bracey’s grows, the system can adapt and evolve with their business. This level of control, efficiency, and future-proofing made custom software the perfect fit for their transformation.