Customer Story

Before implementing the Access Education Financial Management Suite, the local authority relied on a legacy system that required users to go through several login steps just to access financial data. Staff had to authenticate through a remote server, then a local machine, then into the finance system, and finally into Microsoft Office. This complicated process slowed everything down and made simple tasks more frustrating than they needed to be.

Each of the 50-plus schools maintained their own separate financial records. This meant individual VAT uploads, manual payroll journals, and school-specific cash advances. The duplication not only consumed time but introduced frequent errors, all of which had to be resolved at the authority level. With each school using its own chart of accounts, it was difficult to ensure consistency across financial reporting.

Forecasting was another major issue. Without access to real-time data, schools struggled to plan for future needs. The finance team often found itself reacting to shortfalls rather than preventing them. Declining pupil numbers and shifts in funding were hard to plan for without a dynamic forecasting system. The Solution: Implementing Access Education’s Finance & Budgeting system

Recognising the inefficiencies of their legacy system, the local authority sought a modern, scalable, and cloud-based financial solution. Access Education stood out for its ability to adapt its finance system to fit a confederated local authority model.

Looking to modernise their financial operations, the team chose Access Education’s cloud-based finance and budgeting system. It stood out for its flexibility, ease of use, and ability to support a confederated model across multiple schools.

Why they chose Access Education:

• Cloud access removed the need for multiple logins
• A single system provided consolidated financial management
• Compliance was built into workflows and reporting
• Real-time insights improved forecasting and planning
• The platform supported multi-school management from one login

"I don’t print mountains of paper anymore - I can work from anywhere. Everything is at my fingertips.” 

With the new system in place, the finance team saw immediate improvements. VAT uploads that used to take hours now take less than 20 minutes. Journal entries and payroll updates that previously involved multiple staff over several days can now be completed with a few clicks.

One of the biggest gains was standardisation. Instead of operating with dozens of different financial structures, all schools now follow a single chart of accounts. Reporting is consistent, audits are easier to prepare for, and compliance is baked into the day-to-day workflow.

In the past, audits were only conducted every few years due to the complexity of data gathering. Now, with real-time reporting and automated audit trails, audits can happen whenever needed without additional prep.

Better forecasting and planning

Schools now have up-to-date visibility into their budgets. Headteachers can adjust their forecasts in response to real-world changes rather than waiting until year-end. This has been especially helpful in managing fluctuations in pupil numbers and funding streams.

Multi-school financial management, made easy

One major improvement has been the ability to manage multiple schools from a single system. School business managers can now oversee all their sites from one place without needing multiple logins or workarounds.

“Working across multiple schools has never been easier. I can switch between schools instantly and manage everything in one place,” said a business manager involved in the rollout. “It has saved me a huge amount of time and made my work much more efficient.”

Supporting remote work

Remote access has also become a practical option. Previously, finance staff had to be onsite at each school to access certain records. Now, everything is available from any location with a secure login. This flexibility has helped attract and retain experienced staff who need adaptable working conditions.

One school business manager joked, “I can work from home, or even the Bahamas if my manager would let me.”

A smooth transition

Despite the scale of the rollout, the implementation was quick and efficient. Schools were migrated from the old system in minutes, without disrupting daily operations. Training requirements were minimal thanks to the intuitive design, and staff were able to get up and running quickly.

“We transitioned a school from the old system to Access in a matter of minutes. No disruption. No delays. Just up and running,” said one member of the finance team.

The team continues to onboard more schools as the authority’s network grows, confident that the system can scale with them.

The finance team describes the move to Access Education as a win for the authority, the schools, and the staff who support them.

• The authority has reduced manual admin and saved time
• Schools benefit from consistent, transparent financial processes
• Business managers can focus on strategic work rather than admin

“We invested in the system, and in return, we saved time and helped schools save money. It really has been a win across the board,” said one team member.

With better visibility, less paperwork, and greater flexibility, the team is now focused on planning for the future rather than fixing problems from the past.

Final recommendation

“It has transformed how we manage school finances. The pain is gone. If another authority is considering it, I’d say go for it.”

Following the success of the rollout, the team is continuing to expand the system to more schools.

Want to learn more?

If you found this customer story helpful, see how Access Education can support financial transformation in your school or local authority. Download our brochure or schedule your live demo.