Client Snapshot
Key Highlights
Client Background
A leading UK aesthetic skincare supplier, established in the early 1990s, specializing in advanced treatment protocols, proprietary treatment lines, peel programs, and international distribution of technologically advanced homecare products.
As the business expanded across multiple product categories and distribution channels, transaction volumes increased substantially. However, finance processes had not evolved proportionately, resulting in inefficiencies across Accounts Receivable (AR), Accounts Payable (AP), Bank Reconciliations, and VAT compliance.
Business Challenge
With growing operational complexity, control gaps began impacting cash flow management, vendor relationships, and compliance reliability.
1. Accounts Receivable Delays
- Delayed invoice recording and billing cycles
- No structured tracking for pending invoices
- Slow response times to billing queries
2. Accounts Payable Gaps
- Difficulty tracking vendor payments
- Increased exposure to duplicate payments
- Limited visibility over outstanding payables
3. Bank Reconciliation Delays
- Multiple payment platforms increasing complexity
- High transaction volumes with small-value entries
- Limited real-time visibility over daily cash position
4. VAT Compliance Delays
- Incomplete accounting data at filing stage
- Poor coordination between accounting and tax prep
- Elevated risk of non-compliance and penalties
5. Order Gateway Migration Risks
- Slow processing and synchronization issues in legacy system
- Data mapping and financial reporting risks during migration
- Potential operational disruption during system integration
OHI's Approach & Solution
Discovery & Planning
OHI conducted a comprehensive diagnostic review across AR, AP, reconciliations, VAT compliance, and system integration workflows.
Diagnostic Review
- — Reviewed AR/AP workflows and reconciliation processes
- — Analyzed transaction volume patterns and bottlenecks
- — Identified control gaps in invoice processing
- — Assessed VAT compliance readiness and data gaps
Framework Objectives
- — Embed governance and accountability across finance
- — Standardize reconciliation and review processes
- — Improve cash flow visibility and forecasting
- — Strengthen VAT compliance and audit readiness
Execution & Stabilization
I. Accounts Receivable Optimization
- Structured invoice processing calendar
- Periodic AR aging review mechanisms
- Formal query tracking system with timelines
- Regular collection review meetings
II. Accounts Payable Control
- Structured vendor reconciliation calendar
- Centralized invoice & payment tracking
- Maker–checker controls to mitigate errors
- Improved visibility over liabilities
III. Bank Rec. Standardization
- Standardized methodology across platforms
- Structured reconciliation checklists
- Systematic balance validation controls
- Enhanced periodic cash position reporting
IV. Cash Flow & VAT Compliance
- Structured monthly Cash Flow Projection
- Pre-filing VAT reconciliation checkpoints
- Coordination between accounting & tax prep
- Standardized VAT working papers
V. Order Gateway Migration Support
- Coordinated data mapping and validation exercises
- Conducted reconciliation testing of migrated financial data
- Monitored post-migration synchronization integrity
Results and Impact
| KPI | Before OHI | After OHI | Impact |
|---|---|---|---|
| Invoice Processing Time | 10-15 Days | 2-3 Days | 400% Faster |
| Bill Processing Time | 10-15 Days | 2-3 Days | 400% Faster |
| Reporting Accuracy | 50% | 98% | +48% |
| Month-End Close | Inconsistent & Delayed | Structured & Predictable | Significantly Improved |
| Payment & Rec Risk | Elevated | Controlled | Substantial Reduction |
OHI introduced structure, accountability, and governance across the client's finance ecosystem. By strengthening AR and AP discipline, standardizing reconciliations, improving VAT readiness, and supporting system migration, operational inefficiencies and financial risks were significantly reduced.
"OHI has transformed the way our finance team operates. Their technical expertise and disciplined approach have significantly improved our efficiency and confidence in our financial reporting."