Why schools, academies and trusts love Access Education Budgets: Real stories, Real results

The budget planning that finally makes sense

Budget season used to mean stress, spreadsheets, and second-guessing. Not anymore.

At Delta Academies Trust, one of the UK's largest and most established trusts managing 57 academies, the budgeting software has become their financial backbone through unprecedented challenges. When energy costs skyrocketed, David Pitchfork, Senior Finance Manager, didn't panic. The software's scenario planning capabilities let his team model the impact instantly and support academies through the crisis.

"Access has worked well for us over the years, and we haven't felt the need to switch." 

David explains. Coming from a trust that's evaluated every option, that's not faint praise: it's a ringing endorsement.

The cloud-based platform transformed their workflow too. David recently ran a 30-minute budget call via Teams, screen-sharing budgets in real-time. "It's much simpler now," he reflects. For a trust with 57 academies, that simplicity compounds into hours saved every single week.

When your previous system was holding you back

Sometimes you don't realise how much your finance software was limiting you until you break free.

St Bernard's School in Southend thought they had it sorted... until Business Services Manager Paul Sedgwick realised they didn't. They were using one provider for finance and Access for budgeting, but through a third party. The result? Fragmentation, frustration, and inefficiency.

"We were using one provider for finance, but it was clunky, and even though we had Access Education for budgeting, it was through a third party, making everything feel disjointed," Paul recalls.

"Having worked with many schools that use Access Education software directly, I knew that bringing everything into one system would be a game-changer."

And it was.

With the Financial Focus Bundle, St Bernard's now has budgets and finance working in perfect harmony. "With everything seamlessly connected, financial management becomes faster, reporting is effortless, and the entire system just works, saving time, reducing complexity, and giving schools complete control," Paul explains.

The transformation wasn't just technical, it was practical. Previously, invoices couldn't be attached digitally, leading to shelves full of paper files. "We've got shelves full of files from previous years. Now, we can move everything online, making it easier to access and saving loads of space."

But the real victory? Reporting. "It's very easy to move a budget from the budgeting software into the finance system, profile it, and produce reports that show real-time variances."

Paul's advice to other schools considering the switch? "The synergy between everything makes it all so much quicker. The reporting is simple, the system is easy to use, and everything just works together."

Strategic planning that transforms trusts

Budget planning isn't just about balancing the books: it's about shaping the future.

The Swan Trust discovered this when they implemented Access Education Budgets alongside finance and HR solutions. Chief Financial Officer Shanna Hall watched as the trust's entire operational approach transformed. Shanna explains,

"Access Education has completely changed the way we manage our finances and HR. The efficiency, accuracy, and ease of use have been game-changers for our trust."

The impact went beyond day-to-day management. "It's allowed us to focus more on strategic growth rather than getting caught up in administrative challenges".

Real-time financial data became the foundation for better decision-making. What once took days to compile now appears instantly. "We now have full confidence in our financial planning and payroll processes," Shanna says. That confidence translates into bolder strategic decisions and more effective resource allocation.

Features finance teams actually use (and love)

Here's what separates good budgeting software from exceptional: the features that transform daily work aren't add-ons or nice-to-haves. They're built into the core experience.

Scenario planning that saves trusts

When uncertainty hits (and in education, it always does), Access Education Budgets becomes your strategic crystal ball.

At Thorpe Hall School, an independent school focused on quality education, the software's forecasting capabilities have become essential. The school can create and adjust budgets in real-time, testing multiple scenarios before committing to decisions.

The results? "Significant time savings through automation and streamlined processes," along with "improved accuracy in financial reporting, reducing human error." Most importantly? "More strategic resource allocation, leading to better school outcomes."

 

 

The one-button wonder

At West Midlands Academy Trust, Chief Finance & Operations Officer Clare discovered that sometimes the best features are the simplest.

"Payroll reconciliation is literally one button... it's fantastic." 

Clare beams. What used to be hours of cross-checking and manual reconciliation now happens in seconds. "I can drill into trial balances, export to Excel or PDF, and auditors have read-only access. It's brilliant."

Clare explains. "It's all common sense. It's practical, easy to use, and it just makes sense."

Intuitive design that finance and non-finance staff love

One of the most remarkable aspects of Access Education Budgets? You don't need to be a finance expert to use it effectively.

At Our Lady & All Saints Catholic Multi-Academy Company (OLAAS), a Catholic MAC of 14 schools, CFO Dawn Price appreciates how the software supports her entire school community. "Once you've shown somebody, it's simple to follow the steps. It doesn't require lots of training."

In schools, many colleagues raising purchase orders or managing budgets don't come from an accountancy background. The intuitive design reduces friction and keeps central teams focused on higher-value work.

Moseley School's finance professional Maria experienced this firsthand when she joined mid-cycle. Despite inheriting challenges, she quickly got up to speed.

"It didn't take me long to navigate through and deal with those issues. That's what I liked about Access, it's intuitive."

Maria taught herself the system in just three months. "I had the confidence to explore it myself, and I was amazed. I still am, to be honest, and there's still so much I want to learn."

 

 

The salary calculator everyone raves about

If there's one feature that gets finance teams genuinely excited, it's the salary calculator.

Maria at Moseley School calls it brilliant.

"If the headteacher asks me to cost two teachers and a support staff member, I can do it instantly. It includes all the on-costs and exports to Excel or PDF so they can see exactly how it's worked out."

The tool handles complexity with ease. "It's really easy to use... anyone can get the hang of it, even if they don't have a financial background," David from Delta Academies Trust confirms. Principals can model staffing decisions on the fly, seeing the financial impact immediately. No waiting. No back-and-forth emails. Just instant clarity.

Even maternity pay, traditionally a manual headache, becomes effortless. "It just does it for you," Maria explains. "No more back-and-forth with HR, it's all built in."

Compliance made effortless

Audit season used to mean panic. Now it's just another week.

"Every invoice, quote, and document is attached in Access," Clare from West Midlands Academy Trust explains.

"I don't have to scramble at year-end. Auditors have read-only access and everything is there. It's brilliant."

The built-in compliance tools track specific budget categories automatically, ensuring regulatory adherence without the traditional administrative burden. When Thorpe Hall School evaluated solutions, compliance support was non-negotiable: Access delivered.

Central control with school autonomy

The holy grail of trust management: giving schools freedom while maintaining oversight.

Access Education Budgets perfects this balance. Headteachers and budget holders view real-time data and make day-to-day decisions. The central finance team retains oversight and approval rights. Everyone wins.

At Delta Academies Trust, this balance manifests in another powerful feature: Central Budgets. When the trust needs to update pay scales or manage financial year settings across all 57 academies, it happens centrally. David reports,

"With the introduction of Access Central budgets, I estimate that it has saved us a day's worth of work for our central finance team." 

OLAAS benefits from similar efficiencies. As Dawn Price, their CFO, explains, they can "publish once at trust level and push out to schools, rather than inputting per school." The time savings compound quickly across 14 schools.

For a large trust, that's not just time saved: it's capacity created for strategic work instead of administrative drudgery.

 

 

Consolidated reporting that illuminates the whole picture

When you're managing multiple schools, you need to see both the forest and the trees.

Clare from West Midlands Academy Trust describes the power of consolidated management accounts.

"I can consolidate reports across all schools and the central team in one click. It's incredible. I get a full picture, ready to present to trustees."

At OLAAS, Dawn Price uses these capabilities to drive value-for-money decisions. The consolidated lens helps spot outliers and prompt action. She shared an example: identifying why one single-form-entry school was spending £13,000 on water when another was at £4,000, enabling targeted follow-up and cost savings.

This level of visibility enables trusts to maintain strategic oversight whilst empowering individual schools to manage their own budgets effectively. Schools can view their budgets in real-time through read-only access, creating transparency without compromising central control.

Empowering everyone, not just finance teams

Exceptional budgeting software doesn't just serve the finance office: it empowers the entire school community.

Clare from West Midlands Academy Trust saw this transformation firsthand.

"Teachers now raise requisitions directly in Access, something they'd never done before. It's saved time for my finance team and created capacity to focus on detail and analysis."

This democratisation of financial tools creates transparency and engagement. When staff can see how budgets work and participate in the process, they make better decisions and waste less money.

Management accounts tell the same story. "I can consolidate reports across all schools and the central team in one click," Clare explains. "It's incredible. I get a full picture, ready to present to trustees."

The Access Education Suite advantage: when your whole system talks

Here's where individual excellence becomes collective brilliance.

Access Education Budgets doesn't exist in isolation. It's part of the Access Education Suite: a comprehensive ecosystem where finance, budgets, HR, payroll, purchasing, and school operations seamlessly communicate.

Imagine this: A teacher submits a requisition in Access. It's approved through the budgeting module, which automatically checks available funds. The purchase order flows to Access Education Purchasing. When the invoice arrives, it's matched, approved, and paid, all whilst the budget updates in real-time. HR data feeds salary budgeting. Payroll reconciliation happens with one button. Reports pull data from every system instantly.

No duplicate data entry. No synchronisation headaches. No wondering if your finance system and budgets match. Everything just works.

At St Bernard's School, this integration was transformative. "With everything seamlessly connected, financial management becomes faster, reporting is effortless, and the entire system just works."

The Swan Trust experienced the same revelation. When they brought finance, budgets, HR, and payroll together, administrative challenges that once consumed hours simply vanished. "We now have full confidence in our financial planning and payroll processes," Shanna Hall reports.

This is the power of having one trusted partner, not a patchwork of providers. One platform. One login. One phone number for support. One vision for your school's technology future.

 

The suite grows with you

Whether you're managing a single academy or a 57-school trust like Delta, the Access Education Suite scales effortlessly. One Trust leader notes,

"The ability to bring new schools on board with minimal disruption has been a game-changer for us. Access ensures we have a standardised approach across the trust, making transitions much smoother."

New academies onboard quickly. Data integrates seamlessly. Staff adoption happens faster because the system makes intuitive sense. You're not bolting on new schools: you're welcoming them into a mature, proven ecosystem.

Real partnership, not just software

What sets Access apart isn't just technology: it's relationship.

"Access has always supported us," David from Delta Academies Trust reflects, "whether it's through fundraising, sponsorship, or members of the Access team attending some of the events. It's not just about the product; it's about the partnership."

This partnership mindset shows up in product development too. Access listens to its customers. When Delta wanted bespoke budgeting tools for their unique trust needs, Access's product team collaborated directly with them to develop solutions.

At OLAAS, CFO Dawn Price values this relational approach through their Premier Customer Success service.

"With Access you get a partnership, a single, trusted adviser who knows our trust and the wider sector, plus networking with peers. That's not something you get everywhere."

The dedicated support makes all the difference. "Dave is absolutely excellent. In emergencies he steps in, knows our setup, and brings insights from what other trusts are doing." This one-to-one relationship proves invaluable in a sector where requirements evolve quickly.

The confidence to plan boldly

Financial confidence changes everything.

When you trust your budgets, you make bolder decisions. When your data is accurate, you invest strategically. When your processes are efficient, you focus on outcomes instead of administration.

"We now have full confidence in our financial planning," says Shanna Hall from The Swan Trust. That confidence cascades through the organization—enabling better resource allocation, supporting teacher retention, improving student outcomes.

At Thorpe Hall School, confidence manifests as strategic clarity.

"The software's long-term forecasting capabilities enable the school to plan for the future with confidence, aligning financial strategies with their educational goals."

Access Education Budgets provides what every school desperately needs: the headspace to think strategically instead of reactively.

Why schools stay with Access

After years of working with schools, academies, and trusts, Access Education has learned what matters most: reliability, simplicity, and partnership.

Schools stay with Access because they see measurable impact:

• Less admin. More strategy. Hours saved every week, redirected to work that actually matters.
• Greater visibility. Stronger governance. Real-time data that trustees and governors trust.
• Happier staff. Faster workflows. Systems that work with teachers, not against them.
• One ecosystem that unites everything. Finance, budgets, HR, and payroll in perfect harmony.

When your budgeting software works seamlessly with your entire operational infrastructure, you don't just run a smoother organisation: you build a stronger school.

Your next chapter starts here

The best endorsement for software doesn't come from sales teams or glossy brochures. It comes from the finance leaders who use it every day: those who've watched clunky systems transform into calm, clarity replace confusion, and control become second nature.

Access Education Budgets isn't the loudest voice in the market. But it is the most trusted. It's evolved alongside schools for decades, shaped by feedback from thousands of educators who demanded something better.

If you're ready to transform how your school or trust manages budgets (to save time, gain clarity, and plan with confidence), it's time to experience the Access difference.

Because at the heart of every school is a promise to improve outcomes for students. And that's a mission worth managing exceptionally well.