Our client
Shape Arts is a disability-led arts organisation that works to improve access to culture for disabled people by providing opportunities for disabled creatives. Additionally, the organisation trains cultural institutions to be more open to disabled people through running participatory arts and development programmes. It runs various projects throughout the year, such as Shape Open, an annual exhibition from disabled and non-disabled artists.
The problem
The finance software that Shape Arts was using was clunky, difficult to use, and not fit for purpose; upgrading it would have been expensive. The volume of transactions had fallen significantly due to the end of a large multi-year project, and Shape Arts needed to implement a more streamlined system that included the ability to store digital documents.
The solution
PEM’s Virtual Finance Office (VFO) has focused on modernising and streamlining its finance operations. Although the existing processes were solid, several manual tasks were time-consuming. By transitioning from legacy software to a cloud-based platform, we created a more efficient, user friendly environment that allowed both parties to work more effectively in real time.
To enhance automation and control, we introduced a data capture tool for invoice capture and implemented an approval workflow involving budget managers. This ensured a clear audit trail and improved processing accuracy. We also identified opportunities to strengthen payment processes and successfully moved Shape Arts onto a payment platform, automating payments for approval and significantly reducing internal administrative burden and the risk of human error.
As we progressed through monthly management accounts, we built a strong understanding of Shape Arts’ projects, goals and financial reporting needs.
Measurable outcomes
Shape Arts has implemented smarter ways of working through a cloud-based platform, with features such as digital document scanning. The process improvement, and greater levels of automation, have improved audit readiness, enabling Shape Arts to provide clear evidence and demonstrate robust systems. Shape Arts now has better controls, reducing senior management time spent on both processing and review tasks.
Openness and ongoing collaboration between the client’s finance lead, Sally Yarwood, and PEM – through regular calls, weekly communication and detailed explanations – allowed support to be tailored and has led to optimised month end and project tracking processes.
The new systems save time, and reports are produced on time. With her senior-level expertise, Sally reviews reports, identifies issues, and handles more advanced reporting requirements.
Sally says, “It has been a great experience … and I have learnt a lot. I’m a chartered accountant with many years of senior financial director experience, and the PEM team has contributed to Shape Arts’ growth by streamlining our finance function and improving the efficiency of our processes”.
Please note that this content is not intended to give specific technical advice. It is designed to highlight our clients’ experience, rather than provide an exhaustive explanation of the topics. Professional advice should always be sought before action is either taken or refrained from as a result of information contained herein.
