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From spreadsheets to strategy: How two school finance leaders transformed their workflows

In the world of school finance, change can be daunting, but for school finance leaders Clare Skinner and Maria Sylva, it’s been nothing short of transformative.

Clare, Chief Finance & Operations Officer at West Midlands Academy Trust, and Maria, Finance Manager at Moseley School and Sixth Form, joined a recent webinar to share how embracing smarter systems has reshaped their day-to-day work, and unlocked new capacity across their teams.

5 minutes

by Rich Newsome

Thought Leadership Expert

Posted 15/10/2025

Clare Skinner: Building a trust from day one

When Clare helped launch West Midlands Academy Trust in January, she knew the finance systems had to be robust, scalable, and intuitive. With three schools, nearly 4,000 pupils, and a £30 million budget, there was no room for inefficiency.

“We onboarded with Access on day one,” Clare explained. “It was a seamless transition from FMS. The system just made sense, it was practical, user-friendly, and allowed us to consolidate reporting across the trust.”

Clare’s team moved away from spreadsheets and manual processes, embracing automation and integration. The result? Time saved, accuracy improved, and a smoother audit process.

“I can’t tell you how much I love being able to import a journal from a spreadsheet. It’s sad, but true! And the ability to attach every invoice, quote, or email directly into the system has revolutionised our audit prep. No more digging through paperwork.”

 

Maria Sylva: From stress to strategy

Maria joined Moseley School and Sixth Form in September, inheriting Access as part of her new role. For someone used to juggling five school budgets manually, the shift was dramatic.

“It was a game changer,” she said. “I used to work weekends and evenings just to get budget monitoring reports ready. Now, it’s all there, automated, accurate, and easy to use.”

Maria highlighted how Access has streamlined strategic planning, salary reconciliation, and KPI tracking. “I used to use three different spreadsheets just to get the data I needed. Now, I click a button and it’s all there, three-year strategic plans, monitoring, KPIs. It’s brilliant.”

She’s even started exploring the system’s knowledge base to suggest future improvements.

“Once I’m fully confident, I’d love to put ideas forward. It’s that intuitive.”

Advice for schools considering change

Both Clare and Maria offered practical, grounded advice for schools thinking about upgrading their finance systems:

Use the transition as a reset: “It’s a brilliant opportunity to clean house,” Clare said. “Get rid of legacy cost centres, align with DfE reporting, and build the system to work for you.”

Don’t wait for the ‘perfect’ time: “There’s no ideal moment in the school year to change systems,” Clare added. “Pick a time that works for you and plan backwards.”

Go all in: “We didn’t just onboard Access, we embraced it fully,” she said. “We went paperless, implemented workflows, and got everyone involved from day one.”

Trust the process: Maria encouraged schools not to be intimidated. “Once you’ve got the basics, you’re raring to go. You won’t regret it.”

Lean on support: Both leaders praised Access’s onboarding and training. “It’s modular, flexible, and tailored to your needs,” said Maria. “You’re never left to figure it out alone.”

The bigger picture: Insights from James Kirby and Ilias Admani

James Kirby, Education Finance Expert at The Access Group, brought a broader perspective to the conversation. With over a decade of experience onboarding schools, he emphasised the importance of usability and integration. James said:

“Not everyone in a school is financially minded. Access is designed to be intuitive for everyone, from HR directors to budget holders. It’s agile enough to adapt to any school’s structure.”

Ilias Admani, Digital Sales Executive, echoed the importance of simplicity. He said:

“The biggest hurdle is often the fear of change. But once schools see how easy Access is to use, and how much time it saves, they’re empowered to do more.”

Access Finance and Budgets: Supporting schools every step of the way

Whether you're a single school or a growing trust, Access Education Finance and Budgets are built to simplify your financial management and give you time back.

  • Integrated budgeting and finance tools that eliminate duplication and manual errors.
  • Real-time reporting and forecasting to support strategic decision-making.
  • Workflow automation that empowers budget holders and reduces admin.
  • Audit-ready documentation with every invoice, quote, and journal securely stored.
  • Dedicated onboarding and support to guide you from setup to success.

Ready to transform your school’s finances?

If you're still relying on spreadsheets or legacy systems, now is the time to explore a smarter way forward. Access Education Finance and Budgets are designed to help schools:

  1. Save time
  2. Improve accuracy
  3. Empower teams
  4. Future-proof operations

Book a personalised consultation today and discover how Access can support your school’s journey.

Explore financial management for schools & trusts

By Rich Newsome

Thought Leadership Expert

Meet Rich Newsome, a thought leadership expert with a passion for education that stems from his background as a teacher. Committed to shedding light on the most significant issues in education, Rich goes above and beyond to provide schools with the guidance and support they need without the burden of extensive research.

Drawing from his firsthand experience, he brings the voices of the education sector to life, allowing those within schools to share their experiences, exchange ideas, and explore best practices.

As our in-house Content Manager, Rich is dedicated to creating a platform where the collective wisdom of educators can flourish, fostering a community that thrives on shared knowledge and innovation in the ever-evolving landscape of education.