Total Books, your virtual finance team
If hiring an entire finance department is out of your budget but you still need financial support, our virtual finance office is here to fill the gap. We’ll help your business keep its finances in check by managing cloud bookkeeping, payroll services, cash flow, reporting, tax compliance, and more.
At Total Books, we’re making it easier for your business to get professional financial support. There’s no need to hire out office space or onboard an entire finance department. Instead, we work from our offices, providing affordable and fully flexible solutions. Whether you need a specific service or the full works, we can tailor our services to meet your business needs.
Get started today with a free financial health check worth £500! Give us a call on 029 2002 6505 or book a consultation.
What is a virtual finance office?
A virtual finance office (VFO) is quite literally as it sounds – an outsourced finance department that provides real-time financial services to businesses. This can include bookkeeping, accounting and payroll services.
They are a great solution for businesses needing professional financial support or simply don’t want to pay for an entire in-house team. With a VFO, you have all the finance roles bundled into one affordable option.
Don’t let the ‘virtual’ part put you off. While our VFO team works mostly online from our southwest offices, they are still very much a part of your essential operations. Having a virtual finance office gives you flexibility over when and how your finances are managed.
What’s the difference between a Virtual CFO and a Virtual Finance Office?
While a Virtual CFO (Chief Financial Officer) offers strategic insight and board-level financial guidance, a Virtual Finance Office combines multiple outsourced roles into one cohesive function. Our service goes beyond the Virtual CFO by including bookkeeping, payroll, tax, and compliance — all under a single coordinated team.
For clients who already have an in-house bookkeeper, we also offer part-time Virtual CFO or Virtual Finance Director (VFD) services to complement their setup with data-led strategy, growth planning, and tax-efficiency insight.
Finance Outsourcing That Grows With You
As your business evolves, so do the complexities of financial decision-making. Hiring and retaining a full finance team is costly — yet without the right support, even profitable businesses risk underperformance.
That’s why more SMEs are turning to outsourced finance functions like ours, which provide:
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Expert tax and accounting support without full-time salaries
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Scalability — start with essentials, grow into forecasting and strategic planning
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Consistent, real-time insights that feed board-level decision-making
How can a virtual finance office work for my business?
Typically, as your business grows, your financial tasks will grow with it. You might think about hiring a finance team to make managing that workload easier and grow your business even further.
However, this kind of support comes with quite high costs, like recruiting and training, not to mention salaries. Plus, a full finance function requires around six or more roles – bookkeeper, accounts assistant, accounts payable and receivable, finance controller, and finance director. That’s a lot of people to manage!
Working with a virtual finance office like Total Books takes the stress away. We work from our own offices and take up very little of your precious time.
How much can I save with a virtual finance office?
We’re keen to help you grow your business without impacting your finances. Wondering how much you could save each year with our services? Take a look below.
The exact costs will vary depending on your actual requirements.
| Company No. | Your turnover | No. of staff | Your cost | VFO staff members | VFO cost to you | Total Savings |
|---|---|---|---|---|---|---|
| Company 1 | 750 K | 1 | 60 K | 3 | 20 K | 40 K |
| Company 2 | 1.5 M | 3 | 130 K | 5 | 25 K | 105 K |
| Company 3 | 2.5 M | 4 | 170 K | 5 | 35 K | 125 K |
| Company 4 | 3.5 m | 5 | 200 K | 5 | 45 K | 155 K |
Our virtual finance office service
At Total Books, we’re here to put your mind at ease. Whether you’re looking to enlist an entire finance department or fill a few gaps within your existing team, we have the tools and knowledge to help. Our virtual finance office takes care of your business finances from our offices in Cardiff and Bristol.
We’re making it easier and more affordable for small and medium-sized businesses to get a fully-fledged finance team. Take a look at how we can support your business.
Management accounts
Before you make important business decisions, you need to get everyone on the same page, including managers and key stakeholders. The chartered certified accountants in our VFO team help you do this with effective monthly and quarterly management accounting. We analyse performance and create mandatory reports, including profit and loss statements, balance sheets, and cash flows, to give you better insights into your company’s financial situation.
Benefit from regular financial dashboards, breaking down your key performance indicators, industry benchmarks, and what taxes you owe. Or use our 360° advisory sessions to plan ahead for profitability and sustainability.
See how we’ve saved our clients hundreds of thousands in the last year with timely finance reports and regular accounting from our in-house chartered accountants.
Credit control – sales ledger
We help you keep the cash flowing by taking care of your accounts receivable. Our credit control services are there to ensure you get paid on time and that any issues are resolved quickly and efficiently. This includes issuing reminders and chasing invoices, handling customer payment methods, collecting overdue payments, and creating reports.
Accounts payable – purchase ledger
Total Books also covers accounts payable using Apron Payment software to set up BACS batch payments and automate the capture of purchase invoices. We correctly record transactions for VAT returns and bank reconciliations, ensuring you maximise VAT savings and pay your suppliers on time.
Financial projections
Want to know what direction your business is heading? We’ll help you plan ahead and make better financial decisions by gathering data and creating financial projections that help you understand the future of your business. We analyse trends using Syft data analytics software to determine what’s working well in your company and areas that need improvement. We’ll then set up regular meetings to set goals and actively improve these areas of concern to skyrocket your business.
Cash flow monitoring
Whether you have an investment opportunity coming up or need to reshuffle your finances, we’ll help you predict your future cash requirements. We generate regular cash flow forecasts that provide a snapshot of your finances, where they are coming from and where they are going. Get a snapshot of your cash movements and plan ahead to avoid negative cashflow scenarios, all at the touch of a button.
We use rolling 12-month forecasts and “what-if” scenario modelling to simulate outcomes based on:
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Price increases
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Staff hiring
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Supplier delays
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New marketing investment
This allows us to warn clients before cash gaps emerge, or help them unlock financing using data-backed forecasts.
Strategic business advisory
Let us help you improve your business. Our services are centred around your goals and KPIs, and we ensure you’re in the best financial situation to work towards them, whether that’s through streamlining costs or improving your current processes. We identify potential risks, help you avoid them, and identify growth opportunities. With leading software like Fathom, Total Books tailors reports and dashboards to your specific business requirements.
We also support KPI development tied to your business goals, helping directors monitor performance in areas such as:
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Gross margin by product line
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Customer lifetime value
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Staff productivity ratios
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Cost per acquisition (for service-led firms)
Monthly Flash Reports Reviewed by a Virtual CFO
We deliver monthly management accounts within 7 working days of your period-end, giving you near-real-time visibility. Each flash report is reviewed by a qualified Virtual CFO to highlight key trends, margin movement, and tax risks — not just numbers, but insights.
You’ll receive a concise, board-ready pack covering:
Profit and loss summary with commentary
Monthly and year-to-date KPI
Variance against budget or forecast
Tax estimates and red flag risks
Cash position and debtor overview
These reports support better, faster decisions — ideal for directors, investors, or management teams who don’t have time to wait weeks for answers.
Our strategic forecasting combines Syft analytics with market benchmarks to help clients plan for investment, hiring, and seasonal risks. These insights form the core of our Virtual CFO service, ideal for high-growth businesses.
Smart Tools That Power Our Virtual Finance Service
We use a suite of cloud-based tools to deliver fast, reliable, and accurate financial support:
Xero: Real-time accounting and automation
Apron: Streamlined purchase ledger and batch payments
Syft Analytics: Forecasting, trend spotting, and dashboard reporting
Fathom: KPI reporting and board-level analysis
Dext / Hubdoc: Digital expense capture and audit-proof recordkeeping
These apps are integrated securely with your bank feed, online sales platforms, or CRM, and comply with Open Banking and HMRC Making Tax Digital (MTD) rules.
Financial software integration and VFO case study
Maya Mushrooms – Producers and Online Retailers of Food Products
We took over the client’s finance function, providing a full Virtual Finance Office (VFO) service. This included setting up Xero cloud software and integrating payment systems for their online retail business. We also managed period-end VAT fillings, payroll and business taxes.
The client operates a warehouse, producing and retailing specialist food products. With multiple online income streams and ongoing needs for Virtual Finance Director (VFD) advice, we handle everything from record-keeping and reporting to tax and business planning. We are more than happy to work with them every step of the way.
“I have entrusted Total Books with all our finance and accountancy needs for many years, and they have consistently delivered exceptional service.
From comprehensive tax advice and efficient payroll management to meticulous monthly bookkeeping and annual accounts preparation, they have saved our company countless hours of stress and effort. Their work is always thorough and completed to the highest standard.
What truly sets Total Books apart, however, is their personal touch. They approach every task with the care and dedication of a trusted partner, going above and beyond to support us. Their honesty, integrity, and reliability are invaluable qualities that are increasingly rare today.
I wholeheartedly recommend Total Books to any SME looking for dependable, top-tier accountancy services. My sincere thanks to Buhir, Adil, and the entire team for their unwavering commitment to excellence.”
Paul
Director, Maya Mushrooms Ltd
Choose Total Books as your outsourced finance function
At Total Books, we’re a forward-thinking team of accountants and tax experts here to take over your financial demands and make your life easier. We’ll make up the entirety of your finance function so you can get on with running your own business.
Here’s how you can benefit from using Total Books as your virtual finance department:
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- Tap into our extensive financial expertise – we are AAT-licensed, Xero-certified, ICPA members and ACCA chartered accountants that have many specialities.
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- No need to pay for office space, training or salaries – we work however you need us to from our own offices in Cardiff and Bristol.
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- Easily view and manage your finances – we use modern accounting software to speed up processes and keep your data secure.
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- Get the financial support you need at every stage – our services scale with your business as it grows.
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- Reach us at the touch of a button – we’re always here to support you whether HMRC comes knocking or you have an urgent financial matter.
Contact us today for a free financial review worth £500!
Frequently asked questions about our virtual finance office service
What types of businesses would benefit from a virtual finance office?
What is the difference between an accountant and a VFO?
Outsource your CFO at a 65% less cost
Avail an experienced FINANCE DIRECTOR without hiring for full-time
Our Virtual Finance Office is built for SMEs that need expert support without inflating overheads. Let’s have a quick, no-obligation call to explore how we can optimise your reporting, reduce tax inefficiencies, and prepare your business for growth.
