A few years ago, our team had the opportunity to support a growing charity that had recently expanded into a larger organisation made up of several local branches. As the charity grew, so did the complexity of its financial management — and the trustees recognised the need for a more structured and transparent system.
That’s where we stepped in.
Implementing MyFundAccounting for Better Financial Oversight
We began by implementing MyFundAccounting, a specialist accounting system designed for charities and non-profit organisations. This helped the trustees manage multiple branches within one central platform, improving visibility, consistency, and compliance across the charity’s finances.
As part of the project, our team also undertook the initial data entry to ensure clean and accurate records from the outset. This gave the charity a strong foundation for financial reporting and decision-making.
Uncovering an Overspending Issue
During our review of the Income and Expenditure report, one area immediately stood out — the charity’s utility costs were unusually high compared to the size of its branch buildings. Recognising that something wasn’t right, we investigated further.
It turned out that one branch had a very concerned treasurer who had avoided switching energy suppliers for several years, fearing that changes might result in higher bills. They had also stopped submitting regular meter readings, which led to inflated estimated charges.
To make matters worse, the charity was being billed the full rate of VAT and the Climate Change Levy (CCL) — charges that charities are often eligible to reduce or reclaim.
Taking Action on Behalf of the Trustees
With the charity trustees’ approval, we liaised directly with the utility providers to correct the situation. Our actions included:
- Submitting accurate meter readings
- Applying for the correct VAT and CCL reliefs
- Reviewing historical billing for overcharges
- Negotiating appropriate supplier contracts
The outcome was exceptional:
- 💷 £14,500 refunded from the utility company
- ⚡ 58% reduction in ongoing utility costs
- ✅ All branches now on the correct VAT and CCL rates
Delivering Real Value to the Charity Sector
This project remains one of our proudest examples of how proactive charity financial management can deliver tangible benefits. Beyond improving efficiency, the savings allowed the charity to reinvest funds directly into its community work.
At Cambria Tech, we continue to help charities and not-for-profit organisations gain greater control over their finances through expert accounting system implementation, data management, and financial consultancy. Whether you need support with MyFundAccounting, compliance, or cost analysis, we’re here to help you make every pound go further.
