Approved Providers Network assists small and medium business owners across the country in managing their online presence through accurate data syndication. As the business grew, so did the need for clearer financial processes and faster insights. With part of the accounting team located overseas, they needed tighter coordination to ensure financials were delivered quickly, accurately, and consistently
The Situation
Approved Providers Network relied on a Philippines-based team for daily bookkeeping and transactional support. While the team was reliable, time zone differences made it difficult to manage progress and deadlines—especially during the month-end close. Leadership wanted a more structured, predictable approach to gain quicker access to financials and reduce the confusion caused by email and lack messaged-based task tracking.
Key Actions Taken
Optima worked with both the U.S. and offshore accounting teams to build a repeatable, standardized close process and improve visibility.
- Built a step-by-step month-end checklist with clear task ownership
- Assigned deadlines by business day to drive accountability
- Trained offshore staff on updated timing expectations
- Established recurring check-ins and a firm internal deadline
The Results
- Month-end close shortened from the 15th to the 8th business day
- Leadership gets financials earlier and has more time to review and pivot
- Clear task ownership improved team accountability
- Communication is more structured and efficient
- Fewer emails, better handoffs, more consistent reporting
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