Growth Stories
When finance ops are automated, owned and responsive, leaders get reliable numbers and fast answers.
We are the winner of Advisory Innovator of the Year
Growth Story 1: SaaS Healthcare
From “bookkeeping takes effort” to clean, automated finance ops
Engagement:
Accounting & finance ops support, automation buildout
Core outcome:
Reliable numbers, faster workflows, proactive support
Overview
This company was running a cloud accounting setup, but the day-to-day workflow still carried friction - manual steps, limited automation, and time spent chasing the basics (payables, vendor follow-ups, and clean monthly records).
The Challenge
As the business scaled, the finance function began to slow it down.
Accounting set up on Desktop environment and no automations
Payables relied on manual online banking steps
Vendor payments and recordkeeping consumed disproportionate time and attention
Leadership needed a partner who could take ownership, not just process transactions
The result: unnecessary finance admin, avoidable interruptions, and limited confidence in month-to-month workflows.
What Vizhen Changed
We rebuilt the finance workflow around a paperless, automated operating rhythm - designed to scale without adding headcount.
Modern, Automated Accounting Workflow
Migrated to QuickBooks Online with stronger automation and cleaner month-end discipline
Implemented a fully paperless receipt and bill flow with tighter system integration
Standardized processes to reduce manual touchpoints and exceptions
Payables Automation and Vendor Confidence
Implemented Plooto for end-to-end payables automation
Enabled vendor notifications and clean, automatic posting back to QBO
Established an audit-friendly, review-ready process leadership could trust
Results
20 hours per month saved for the accounting team by automating the payables workflow
5 hours per month saved for the management team, previously spent on manual payments, reconciliations& follow-ups
Significantly fewer finance-related interruptions to leadership
Faster turnaround on vendor payments with clearer communication
Clean, dependable books that are always review-ready
Strategic Outcome
Faster answers and proactive support as business priorities shifted
A finance workflow that scales with a growing SaaS team
Leadership regained time, confidence, and visibility, without expanding the finance function
Tool Stack
Paperless receipts
&
Bills workflow
Growth Story 2: SaaS/Tech Startup
From manual payroll & payables to a streamlined, automated finance engine
Engagement:
Accounting workflow & payables, payroll automation, reporting
Core outcome:
Real-time visibility, fewer manual processes, smoother compliance
Overview
This SaaS company had a cloud accounting system in place, but critical workflows - particularly payroll and payables - were still heavily manual.
As the team grew, these processes introduced:
Operational risk
Delays and rework
An increasing admin burden on finance and leadership
The business didn’t need new software, it needed a cohesive operating model that could scale.
The Challenges
Payables relied on manual online banking and manual reconciliation
Payroll was managed through spreadsheets and manual journal entries
CRA remittances and filings were time-consuming and error-prone
Reporting required significant manual effort with limited leverage or insight
Finance was functioning, but not compounding.
What Vizhen Changed
We implemented an operating model designed for speed, accuracy, and ownership:
Payables that run themselves
Implemented Plooto with structured approval workflows
Standardized vendor payments with a clean, consistent audit trail
Ensured all payments posted automatically and accurately back into the accounting system
Payroll built for compliance and simplicity
Implemented Wagepoint with automated payroll remittances and filings
Enabled employee self-service - pay stubs, access
Reduced manual payroll administration and compliance risk
Reporting that supports decisions
Established a repeatable reporting rhythm tied to month-end close
Reduced manual reporting effort
Focused on making numbers usable, not just accurate
Impact
~40 hours per month saved for the accounting team by eliminating manual payment processing, reconciliations, and follow-ups.
Predictable payroll cycles with fewer last-minute scrambles.
Leadership gained clarity and confidence to act faster.
Results
Payroll and compliance became predictable
Vendor payments became trackable, approved, and audit-ready
Cleaner close and clearer reporting for faster leadership decisions
Finance operations shifted from “a chore” to a system that runs quietly in the background
Tool Stack
Core accounting platform
Automated payables with approvals and audit trail
Payroll, remittances, and compliance
Paperless workflow
&
Integrated reporting cadence
Why This Matters
Payables relied on manual online banking and manual reconciliation
Payroll was managed through spreadsheets and manual journal entries
CRA remittances and filings were time-consuming and error-prone
Reporting required significant manual effort with limited leverage or insight
Finance was functioning, but not compounding.
What our Customer are Saying
"The team at Vizhen Books came in to assist us when we were in a crisis after the sudden passing of our CFO. They were professional and did everything that they could to lift the burden off of the rest of our team. A year later, they are still working with us and have become an intergral part of our team."
"We have been working with Vizhen Books for over a year now and we know we can count on them. Very proactive individuals that deliver on time. They have helped us get better organized and have made bookkeeping effortless and that helped us keep our focus on the business. We also rely on them for tips and advice from time to time – they have been a great partner."
"Vizhen has done a very careful and thorough job of looking after our company's fairly demanding book keeping needs. There is no issue too small or too big that they are afraid to sink their teeth into with us and help us solve and improve. We recommend their services highly. Thank you, Vizhen."
Frequently Asked Questions
Can you give me a quote before Discovery?
Yes. Use Get a Custom Quote and we’ll generate a tailored scope + starting estimate based on your complexity (transaction volume, payroll, entities, tools, and whether you’re behind).
If you’re a fit, we’ll confirm details in the Fit Check so there are no surprises.
What does a “custom quote” depend on?
Your estimate is driven by:
- Monthly transaction volume and number of accounts to reconcile
- Payroll size and pay frequency
- Sales tax scope (GST/HST/PST/QST) and filing cadence
- Tool stack complexity (payments, bill pay, expense tools, subscriptions)
- Multi-entity / multi-currency requirements
- Close speed expectations and reporting depth
- Cleanup needs (how far behind you are)
What happens after I request a custom quote?
You’ll receive a scoped estimate and recommended starting path (Core, Growth, or Strategic Partner).
From there, most clients:
- Book a 15-min Fit Check to confirm fit and route the fastest next step, or
- If cleanup is required, move directly into a cleanup consult / sprint plan.
What’s the difference between Core, Growth, and Strategic Partner?
1. Core - Your day-to-day accounting department, managed with Controller-level oversight.
2. Growth - Controller-owned month-end close discipline + controls + system hygiene so numbers are decision-grade.
3. Strategic Partner - Runway/forecasting + board-ready reporting and decision support grounded in clean, reliable data.
What services do you offer?
Depending on scope and package, we can support:
- Monthly bookkeeping + month-end close
- Payroll coordination and reconciliations
- Sales tax filings and remittances
- AP / bill pay workflows and approvals
- AR workflows (invoicing and collections rhythm)
- Systems and workflow cleanup (automation, tools, process design)
- Forecasting, runway, and KPI reporting
- Board/investor reporting support
Do you handle “outsourced bookkeeping” or act as an accounting department?
We operate like an accounting department: clear ownership, predictable monthly cadence, and modern tooling, built to produce decision-ready numbers, not just compliance output.
What’s included in monthly bookkeeping?
Typically:
- Bank/credit card reconciliations
- Categorization rules and bookkeeping maintenance
- Monthly financial statements (P&L + Balance Sheet)
- Close checklist execution and review (depth varies by package)
Advanced work (forecasting, multi-entity, complex revenue recognition, large cleanups) is scoped separately or delivered under the appropriate package.
Want numbers you can trust fast?
Start with a 15-minute Fit Call or a Custom Quote and we will route you to the quickest next step
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