A national workplace safety consultancy with employees across four Australian states replaced their $250,000 internal finance team with Scale Suite's outsourced finance function for $30,000 annually (88% saving). The engagement delivered complete multi-state payroll tax compliance, weekly bank reconciliations, daily operational support, and monthly management reporting. The CEO reclaimed 10-15 hours per week previously spent on administrative tasks and refocused on client relationships and business development.
Industry: Professional Services – Work Health and Safety Consulting
Location: Australia-wide (NSW, VIC, QLD, WA)
Team Size: 20 employees
This workplace safety consultancy had grown over more than a decade into a national operation serving major property groups, government bodies, and infrastructure projects. When the internal finance team departed, the CEO inherited a $250,000 annual cost base and a significant operational gap.
He was set to process multi-state payroll at 10pm after full days on client sites, chase invoices between meetings, and reconcile bank accounts that had fallen months behind. Operations staff had nowhere to turn for daily finance queries, creating frustration and delays across the business.
Core problems included:
We implemented a complete outsourced finance function with daily embedded support, not periodic compliance work.
Staff receive same-day responses on expense approvals, supplier payments, and leave queries through our shared communication platform. Finance operates as part of the business rather than a separate administrative function, eliminating the frustration that had built up under the previous arrangement.
Complete payroll processing across NSW, Victoria, Queensland, and Western Australia, including calculating and lodging payroll tax in each jurisdiction. Big 4-trained oversight ensures accurate calculations across different thresholds (NSW $1.2M, VIC $1M, QLD $1.3M, WA $1M) and group employer provisions.
During transition, we resolved complex backdated leave entitlements and provided clear visibility on staff leave days and balances across the team, giving both management and employees confidence in the accuracy of leave records.
All bank accounts are reconciled weekly, providing current financial data for decision-making. Monthly reporting includes profit and loss by project and state, utilisation metrics, and cash flow forecasts.
We helped establish a credit card programme with proper controls, providing a culture of cost accountability across the team. Expenses are tracked, categorised, and reconciled systematically.
As a registered BAS agent, we prepare and lodge quarterly Business Activity Statements two weeks before deadline, with full reconciliation of GST, PAYG withholding, and instalments. We also work closely with the company's tax accountants to ensure a smooth end of year process and finalisation of annual accounts.
Professional services firms with distributed operations face unique finance challenges. Multi-state payroll compliance requires specialist knowledge difficult to maintain in a small internal team. An embedded outsourced model delivers senior-level financial management and daily operational support at a fraction of the cost of building an internal team.
This engagement suits: Multi-state professional services firms scaling past 10-15 staff who need specialist payroll tax compliance and daily operational finance support without the cost and management burden of an internal team.
Scale Suite is a Sydney-based provider of outsourced finance teams and fractional CFO services for Australian SMEs. We deliver weekly bookkeeping, payroll, BAS/IAS lodgement, cashflow reporting, management accounts, and strategic fractional CFO oversight - all as a fully embedded team that works inside your business.
CA-qualified, Xero Certified, and registered BAS Agents, we replace fragmented bookkeepers and once-a-year accountants with one responsive finance function at a fraction of the cost of full-time hires. We serve growing businesses across Sydney, Melbourne, Brisbane, and Perth, with packages starting from $1,500 per month and no lock-in contracts.
Learn more about our embedded finance model at scalesuite.com.au/services/finance
Scale Suite is a Sydney-based provider of outsourced finance and HR services for Australian SMEs. We deliver bookkeeping, financial reporting, payroll processing, fractional CFO support, recruitment, employee onboarding, people and culture support, and fractional HR oversight, all as a fully embedded team that works inside your business.
Employment Hero Gold Partner, CA-qualified, and Xero Certified, we replace fragmented finance and HR processes with one responsive, senior-level function at a fraction of the cost of full-time hires. We serve growing businesses across Sydney, Melbourne, Brisbane, and Perth, with packages starting from $1,500 per month and no lock-in contracts.
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