Customer Story: West Midlands Academy Trust

Clare, Chief Finance & Operations Officer at West Midlands Academy Trust, knows the power of a good spreadsheet, but she also knows when it’s time to evolve. “I did love my spreadsheet,” she admits, “but moving to Access from FMS was a game-changer.”

The transition began in April 2020, right in the heart of lockdown. Clare and her finance team rolled out Access remotely, each working from home. Despite the challenges, the implementation was smooth and intuitive. Clare says:

“It worked really, really well. We’ve since replicated that success with Swanshurst joining the trust. The transition was seamless and user, friendly.”

What Clare values most is how Access simplifies the complex. “It’s all common sense,” she explains. “It’s practical, easy to use, and it just makes sense.” From budgeting to reporting, Access has helped her team move away from manual processes and into a world of automation and clarity.

Time saved, accuracy gained

One of Clare’s biggest wins? Time. “There’s just an inordinate amount of time to be saved,” she says. Payroll reconciliation, once a headache, is now “literally one button, and it’s fantastic.” She can drill down into trial balances, export reports to Excel or PDF, and even import journals directly from spreadsheets. “It’s sad how much I love that,” she laughs, “but it’s true.”

Access also transformed her audit process. “Every invoice, quote, and document is attached in Access. I don’t have to scramble at year, end. Auditors have read, only access and everything is there. It’s brilliant.”

Empowering the whole trust

Clare’s story isn’t just about finance, it’s about empowerment. 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.”

Management accounts are another area where Access shines. “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.”

Strategic setup and long term impact

Clare emphasises the importance of planning. “Yes, there’s setup involved, but it’s a massive opportunity for deep cleansing and building the system you need.” Aligning with the DfE’s chart of accounts was vital for her, and Access made it possible.

She also encourages trusts not to wait for the perfect time. “There’s no ideal time in the school year to change systems. Pick what works for you and plan backwards.”

Her advice? Go all in.

“We could’ve phased it, but we went full beans, paperless from day one. It’s worked. We’ve reduced costs, stopped printing, and eliminated duplication.”

Why Access Education Finance & Budgets is the right choice

Clare’s experience is proof: Access isn’t just a finance system, it’s a strategic partner. It saves time, empowers teams, improves accuracy, and supports growth. Whether you're a standalone school or a growing trust, Access helps you hit the ground running and keep moving forward.

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