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Simplifying Tax Season for VE Medical
Client:
VE Medical
Focus:
Workflow Automation | Tax Reporting | Microsoft Ecosystem
Role:
Product Consultant
The Problem
VE Medical is a boutique accounting firm specializing in the unique needs of locum doctors across the UK. Every year, the firm prepared many complex accounts and tax return files, compiling financial data from numerous sources and manually entering figures into a patchwork of spreadsheets, internal templates, and communication documents.
Due to their service being high-touch with fixed billing, the sheer volume of repetitive manual data entry was becoming unsustainable. The risk of human error was growing, and the firm was spending long, mentally exhausting hours stitching together tax files - cutting into capacity and precision.
VE Medical needed a smarter system - one that would retain their bespoke service quality while streamlining the admin burden.
The Solution
I was brought in to design a solution that would improve speed, reduce the risk of human error, and free up the accounting team to focus on client care - not copy-pasting cells.
After mapping the entire accounts and tax return workflow and interviewing the team, I discovered that all data, calculations, and communication were deeply embedded in the Microsoft ecosystem - from Excel workbooks to Word-based client letters. That meant the solution had to live entirely within this environment, with no third-party tools or external apps.
I introduced a lightweight but highly effective automation system, powered by a custom suite of Excel macros and formulas. The idea was simple: the user would upload or enter data once, and from there, the system would:
Automatically populate multiple downstream spreadsheets used for accounts and tax calculations
Generate pre-filled client letters in Word for each doctor
Ensure version control, backups, and audit trails were maintained - all within Microsoft OneDrive
Every component of the system was designed to be modular, intuitive, and low maintenance.
The Impact
The result? A fully automated rollout that became the new standard for tax season at VE Medical.
The new system was fully embraced, transforming populating and completing accounts, tax returns, and client reports into a seamless, one-click 100% automated process - ready instantly for client approval. What was once tedious and repetitive work has now become an efficient automated workflow, empowering the firm to complete more accounts and tax return files with greater speed and confidence.
With the automation in place, VE Medical was able to significantly reduce preparation time, minimize the risk of manual errors, and free up valuable hours to focus on other client work. The entire process - previously a bottleneck - became smooth, reliable, and scalable.