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BUSINESS IMPROVEMENT CASE STUDY · FOUNDER-BUILT PRODUCT
VATSorted.
From admin friction to software.
How a repetitive document-gathering problem in a hospitality business became a practical tool for UK VAT-registered businesses, accountants and bookkeepers.
Process improvementWorkflow automationProduct developmentUK VAT document preparation
01 / THE PROBLEM
Too much time spent finding paperwork.
The original challenge emerged while operating Taste of Belgium.
Supplier invoices and other VAT records arrived across emails, downloads and different folders. Gathering, checking and sorting paperwork before a VAT-quarter review was repetitive administrative work that took attention away from running the business.
The question was straightforward: could the collection and organisation of those documents be made more consistent, while keeping people in control of the final review?
ORIGINAL OPERATIONAL CHALLENGEScattered records.
Repeated manual sorting.
A deadline-driven handover.
Repeated manual sorting.
A deadline-driven handover.
A problem identified from running a business—not a hypothetical consulting exercise.
02 / THE RESPONSE
Build a repeatable process.
The solution developed into VATSorted, a locally run software application that helps businesses prepare documents for their accountant or bookkeeper before VAT review.
Organise
Group files by VAT quarter and distinguish invoices from statements, pro formas and other items.
Review
Separate uncertain documents for human checking rather than silently assuming every classification is correct.
Export
Produce a structured ZIP pack for accountant review or bookkeeping preparation.
03 / THE OUTCOME
More than a recommendation.
A working product.
What began as an internal operational need became a reusable software workflow and a commercial product offered to UK businesses and accountancy practices.
Visitors can examine the live product website, review the described workflow and explore the demonstration material and early-access options.
No unverified savings figures are claimed here. The demonstrated outcome is the creation of a functioning, repeatable document-preparation solution rather than a quantified improvement in a particular client's finances.
LIVE PRODUCT
VAT-quarter document preparation for UK businesses, accountants and bookkeepers.
- Manual upload and optional email scanning
- Quarter-based document sorting
- Exception and review folders
- Structured ZIP export
A LOOK INSIDE THE PRODUCT
A working interface.
Not just an idea.
VATSorted gives users a visible review stage before exporting their documents. The example below shows how a scan separates invoices, statements and uncertain files so they can be checked rather than overlooked.
WHAT THIS DEMONSTRATES
From diagnosis
to delivery.
For Smith Business Performance Advisory, this founder-led project illustrates a practical approach: understand a cumbersome process, identify the repeatable steps, design an improved workflow and implement an appropriate digital solution.
Not every business needs bespoke software. The principle is to use the simplest workable intervention, whether that involves better processes, existing tools or targeted automation.
PROJECT CONTEXTBuilt from first-hand business experience, not presented as a commissioned client engagement.
VATSorted is a separate software product. Its inclusion demonstrates the founder's work; it does not imply that every SMITH advisory engagement includes software development.
SCOPE & LIMITATIONS
Preparation—not VAT filing.
VATSorted helps gather, sort and prepare documents for review. It does not submit VAT returns, determine VAT treatment, replace a qualified accountant or guarantee that every document is classified correctly. Human review remains part of the workflow.
VATSorted and Taste of Belgium are referenced as founder experience and project evidence; this case study is not a third-party client testimonial.
YOUR OPERATIONS
Where does admin
slow your business down?
Explore process improvement, financial visibility and practical automation with Smith Business Performance Advisory.
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