What’s the Right Finance Stack for a Business of Your Size?
Most business owners don’t set out to build a finance system—they just need to get paid, pay suppliers, and stay on the right side of HMRC.
But as the business grows, that basic setup starts to creak. Suddenly you’ve got more transactions, more people, and more decisions to make—but no real visibility or control.
That’s where the right finance stack comes in. It doesn’t need to be fancy. It just needs to fit the size and shape of your business.
So, What Do We Mean by “Finance Stack”?
Your finance stack is just the combination of tools and processes that keep your business running financially. That includes:
Bookkeeping and accounting software
Expense and invoice management
Payroll and pensions
Forecasting and cash flow tools
Approval workflows
Integrations with your bank, CRM, or eCommerce system
The aim isn’t to add complexity—it’s to remove friction, cut admin, and give you numbers you can actually use.
What Does a “Right-Sized” Setup Look Like?
Here’s a rough guide, based on where your business is today:
Small Business (£0–£250k turnover)
Keep it lean:
Xero or QuickBooks for bookkeeping
Bank feed connected
Mobile receipt scanner (like Dext or AutoEntry)
Main goal: Stay organised, stay compliant, and don’t drown in receipts.
Growing Business (£250k–£1.5m turnover)
Start building structure:
Add approval workflows for spend (e.g. ApprovalMax)
Consider cash flow tools (e.g. Float, Futrli, or Xero’s built-in planner)
Payroll via BrightPay or Xero Payroll
Clear month-end process, even if it’s still just you and your accountant
Main goal: Move from reactive to proactive—know where you stand, spot issues early.
Established Business (£1.5m–£5m+)
Create visibility and control:
Layer in departmental or project-level reporting
Integrate with stock or CRM systems if needed
Use forecasting and scenario planning to guide decision-making
Assign ownership—your finance function shouldn’t live entirely in your head
Main goal: Finance should now support strategy, not just compliance.
Common Mistakes I See
Over-engineering early on—too many tools, not enough process
Relying too heavily on spreadsheets (great for modelling, terrible for controls)
No clear month-end or reporting rhythm
Waiting too long to delegate or automate
Where I Come In
I help business owners figure out what they actually need, set it up properly, and make sure it gets used. Sometimes that’s just tightening up what’s already there. Other times, it’s helping pick and implement new tools without turning it into a full-blown project.
Not sure where your setup sits?
I offer a straightforward review—no jargon, no pressure—to help you spot gaps, simplify your setup, and get more out of your numbers.
