Case Study: case-study-from-recording-reporting-to-analysis-decision-making

Client Snapshot

• Industry: Independent School (Pre-K–8)
• Enrollment: ~500 students 
• Staff: ~150 faculty and staff
• Location: Northeast
• Engagement: Outsourced Business Office Services — controllership, accounts payable, financial reporting, and audit support

The Challenge
The school’s business office had reached a point where operational needs were outpacing its existing structure. Processes had grown manual and outdated, institutional knowledge was concentrated in a small number of people, and the month-end close consumed significant staff bandwidth. Leadership recognized the business office was functioning primarily as a recording and reporting function — when the goal was for it to serve as a strategic partner to the finance committee and board.

Our Approach
Rather than waiting for a forcing event, school leadership engaged Smith + Howard’s Independent Schools Group to selectively redesign how the business office operated. The engagement was structured around where outside expertise would add the most value while preserving internal control where continuity mattered most. Smith + Howard assumed responsibility for full controllership and monthly close, accounts payable processing, cash and investment reconciliation, audit schedule preparation, development and fundraising reconciliation, and fixed asset management — while the school retained ownership of financial strategy, budgeting, and board-level reporting.

Results Delivered
The school’s business office transitioned from a transactional function to a strategic advisory role. Headcount was right sized naturally over time without disruption. Internal controls were strengthened with clear task ownership, and the finance team gained capacity for forecasting and mission-driven planning. Leadership reported improved visibility into financial data, more predictable timelines, and a meaningful reduction in day-to-day operational stress.

The Takeaway
Outsourcing specific business office functions didn’t mean losing control — it meant gaining the bandwidth and expertise to lead more strategically. The right outsourcing model reinforces governance and continuity while freeing school leadership to focus on what matters most.

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