Visualsoft

For almost three decades, Visualsoft has helped ambitious retailers grow online. Originally established as an ecommerce platform provider, the business has evolved into one of the UK's leading ecommerce and digital growth specialists, delivering Shopify development, digital marketing, SEO, paid media, CRO, and consultancy services to brands.

Today, Visualsoft manages more than 400 clients across a diverse range of industries. As the business evolved from a software platform provider into a modern ecommerce agency, the demands on its finance systems changed significantly too.

The business needed greater visibility into recurring revenue, client performance, and profitability. At the same time, it was investing heavily in new technology to support its transformation, including a specialist agency management platform designed to provide deeper operational insight.

To maximise the value of these investments, Visualsoft needed a finance platform capable of integrating seamlessly with its wider technology stack while delivering the reporting, automation, and flexibility required to support the next phase of growth.

The Challenge: Supporting a New Business Model with Better Financial Insight

As Visualsoft's business model evolved, so did the complexity of its financial reporting requirements.

The finance team needed a clearer understanding of recurring revenue movements, client profitability, and business performance across multiple service lines. While their previous finance system had supported the business well for many years, the organisation had outgrown its reporting capabilities and needed a platform that could provide greater flexibility and automation.

Much of the team's reporting relied on manual processes, particularly when analysing recurring revenue. Understanding which clients had increased spend, reduced services, paused retainers, or left altogether required significant manual effort and data gathering from multiple systems.

The team also wanted to improve intercompany reporting, streamline bank reconciliations, and create a stronger foundation for future profitability reporting.

“We needed to invest in better technology and systems to set us up for the new Visualsoft.”

– Lucy, CFO, Visualsoft

As part of a wider digital transformation programme, Sage Intacct emerged as the ideal platform to support both the finance team and the broader business.

The Solution: A Modern Finance Platform Built for Agency Growth

Having worked alongside The HBP Group for many years, Visualsoft partnered with the team once again to implement Sage Intacct.

The project was designed not only to modernise financial management but also to integrate seamlessly with Visualsoft's new agency management platform, creating a connected ecosystem that would deliver deeper business insight and reduce manual administration.

A key part of the implementation was The HBP Group's hands-on approach to training and adoption. Rather than relying solely on remote sessions, Visualsoft benefited from regular on-site workshops and support from their dedicated implementation consultant. This gave the finance team the opportunity to work through real-world scenarios, ask questions as they arose, and build confidence in the new system from day one.

“Having someone in the office made a huge difference. We could work through things together, ask questions as they came up, and get immediate answers.”

– Kimberley, Management Accountant, Visualsoft

The implementation focused on:

Revenue Visibility and Reporting

Sage Intacct was configured to provide significantly greater granularity across revenue streams, enabling the team to understand changes in recurring income and customer activity more quickly and accurately.

Enhanced Reporting and Dashboards

The finance team gained access to highly flexible reporting tools and interactive dashboards, allowing them to create reports independently without relying on specialist development or external support.

Streamlined Intercompany Accounting

Managing multiple entities became significantly easier, with consolidated reporting reducing complexity and saving valuable time during month-end processes.

Automated Banking Processes

The new banking module dramatically reduced manual reconciliation work, helping the finance team process transactions faster and more accurately.

A Platform for Future Profitability Analysis

Perhaps most importantly, Sage Intacct laid the foundations for deeper profitability reporting, enabling the business to begin analysing performance at a level that simply wasn't possible before.

“The reporting is a lot more interactive. Sage Intacct feels much more modern and makes my job a lot easier.”

– Kimberley, Management Accountant, Visualsoft

The Impact: A Week Saved Every Month and New Levels of Insight

Just months after go-live, Visualsoft is already seeing substantial benefits across its finance operations.

A Full Week Saved Every Month Across the Finance Team

One of the most significant outcomes has been the sheer amount of time returned to the team.

By automating reporting processes, improving banking workflows, simplifying intercompany accounting, and streamlining revenue analysis, Visualsoft estimates that Sage Intacct is saving the finance team more than a week of time every month.

Over the course of a year, that equates to more than 60 working days of additional capacity—time that can now be spent delivering insight, supporting strategic decisions, and driving business improvement rather than maintaining spreadsheets and reconciling data.

“Between the team, we're saving upwards of a week every month.”

– Kimberley, Management Accountant, Visualsoft

Five Days Saved on Revenue Analysis and Recognition

One of the most transformative improvements came through revenue reporting.

Previously, understanding movements in recurring revenue required significant manual effort. Today, custom-built Sage Intacct reports automatically identify client changes, upsells, downsells, pauses, and churn.

What once took four to five days every month can now be completed in a fraction of the time.

This has dramatically improved visibility into revenue performance while freeing the team to focus on analysis rather than administration.

Bank Reconciliations Reduced by More Than 50%

The introduction of Sage Intacct's banking module has significantly accelerated daily finance processes.

Tasks that previously took between two and three hours per day now take less than one hour, cutting reconciliation time by more than half and creating additional capacity across the finance function.

For the finance assistant responsible for day-to-day banking activities, this has transformed a time-consuming process into a quick and efficient task, freeing up valuable time for other priorities.

A Smooth Transition Backed by Expert Support

Implementing a new finance system is as much about people as it is technology. Through a combination of on-site consultancy, tailored training, and ongoing support, The HBP Group helped Visualsoft's team embrace the new platform quickly and confidently.

What initially felt like a significant change soon became an opportunity. Teams were able to see the benefits early, understand how Sage Intacct would improve their day-to-day work, and adopt new processes with confidence.

“Once people had spent time with Hayley and seen what the system could do, everyone felt a lot better about it. The team has taken to it really well.”

– Lucy, CFO, Visualsoft

Reporting That Wasn't Previously Possible

While time savings have been substantial, some of the biggest benefits go beyond efficiency.

The finance team can now generate reports and insights that simply weren't achievable previously. From recurring revenue movements to future profitability analysis, Sage Intacct has created opportunities for more informed decision-making and deeper business intelligence.

As Visualsoft continues to evolve its agency model, these insights will play an increasingly important role in understanding client profitability, service performance, and future growth opportunities.

A Foundation for the Future

With Sage Intacct in place, Visualsoft now has a finance platform capable of supporting its ongoing transformation into a modern ecommerce agency.

The business has already identified opportunities to expand reporting capabilities further, improve profitability analysis, and enhance decision-making through future business intelligence initiatives.

Conclusion: A Finance Function Ready for the Next Chapter

By implementing Sage Intacct with The HBP Group, Visualsoft has transformed its finance operations from a largely transactional function into a strategic enabler of business growth.

With a week saved every month, five days removed from revenue reporting processes, bank reconciliations completed in less than half the time, and new levels of business insight now available, the finance team is better equipped than ever to support the company's future ambitions.

Perhaps most importantly, the business now has a finance platform that matches its future direction—one that provides the visibility, flexibility, and scalability needed to support continued growth, deeper profitability analysis, and smarter decision-making across the organisation.

“It's not just about saving time. We're now able to do things that simply weren't possible before.”

– Lucy, CFO, Visualsoft