Support 50+ clients with one scalable setup

Edgar de Wit

Accounting firms and advisory partners often reach a point where demand grows faster than internal capacity. Client portfolios expand, expectations rise, and reporting requirements become more detailed. Growth remains attractive, while operational friction increases.

Many partners want to offer a sector-specific finance experience that goes beyond standard profit and loss statements or balance sheets. Clients and stakeholders expect insight into drivers, funding streams, and performance trends. Delivering this level of insight across dozens of clients requires more than expertise alone.

Where scalability starts to strain

As client numbers increase, individual setups become harder to maintain. Each client has its own chart of accounts, reporting logic, and Excel-based adjustments. Updates to reports or structures require manual changes across multiple environments.

Over time, this creates pressure on internal processes and limits the ability to grow without adding staff. The challenge is structural. Partner knowledge exists, yet translating that knowledge into repeatable workflows proves difficult when every client setup is treated as unique.

Recognition from practice: OZCAR

OZCAR, a Dutch accounting and advisory firm, works almost exclusively in the cultural sector, supporting music venues, museums, and arts organisations. Their clients require detailed insight into income and expense streams, both for internal steering and for reporting to subsidy providers.

Sector expertise is essential, while scalability remains a constant consideration. Reporting structures need to align with external guidelines and still allow room for client-specific terminology and nuances.

Translating expertise into a shared model

OZCAR addressed this by designing a structured chart of accounts model with two clear layers: a generic core aligned with subsidy provider requirements and flexibility for client-specific descriptions and extensions.

In XLReporting, these reporting structures are managed centrally. Partners maintain one chart of accounts per client type. Based on predefined settings, the appropriate structure is applied automatically when a client is onboarded or updated.

All clients work with the same underlying logic, while retaining room for individual differences. Updates are made once and rolled out across the client base. Client administrations refresh daily through automated procedures, keeping reporting aligned without manual intervention.

From maintenance to client value

This setup changes how time is spent. Less effort goes into maintaining files, rebuilding reports, or checking versions. More attention is available for client support, advisory work, and portfolio growth.

Consistency across clients also improves internal collaboration, as teams work with familiar structures and reporting logic. This principle is closely related to our approach to a predictable and repeatable reporting processes.

The annual report as a core deliverable

For partners like OZCAR, the annual report is a central outcome. It is produced directly from XLReporting, fully aligned with subsidy provider guidelines. Partners, accountants, and clients review and finalise the report digitally within one environment.

After approval, the complete report is exported as a single PDF. The annual report becomes part of the same workflow as monthly reporting and budgeting, rather than a separate project at year-end.

One setup, many clients

Niche-focused partners can deliver a complete finance solution, from reporting and budgeting to compliant annual reports, using a shared setup that scales with their client base. Structure and central control make growth predictable and manageable.

If your firm is ready to grow without adding disproportionate operational work, a scalable partner setup provides a solid foundation. Book a Discovery Call and explore how shared workflows support partner growth at scale.