Building an accounting department from scratch
Starting a business or reorganizing a company often requires creating a finance and accounting department from the ground up. We help design structures, select the right staff, and implement effective operating principles. Our approach combines expertise in accounting, finance, and management.
- Recruitment / recruitment support – we help define job profiles, participate in interviews, and assist in assessing candidates’ qualifications.
- Department structure design – we create an organizational chart: who is responsible for what, reporting lines, and substitutions.
- Implementation of job descriptions, finance calendar, work standards – we define closure schedules, reviews, and controls to avoid chaos.
- Implementation of control procedures and document workflow – we design document workflows, define approval paths, and assign permissions.
- Development of management and owner reporting sets – we provide clear and recurring reports to support decision-making.
Implementation of finance and accounting systems
An ERP system is the foundation of modern accounting. We support the selection, implementation, and optimization of systems tailored to the specifics of the company – both in local and cloud-based versions.
- Selection of ERP / accounting systems – we analyze the company’s needs and advise on system selection (Comarch ERP Optima, Enova365, Symfonia, SAP, Navision, and others).
- Preparation of chart of accounts, posting schemes, auxiliary dictionaries – we ensure consistency and clarity in the accounting structure.
- Supervision of data migration – we plan and control the process of transferring data from previous systems.
- System testing and go-live acceptance – we verify system functionality before going live.
- Creation of report and analysis templates – we configure statements supporting both management and statutory reporting.
Creation of accounting documentation
Internal documentation is not only a statutory obligation but also key to consistency, efficiency, and the security of the accounting function. We create documentation in accordance with regulations and best practices.
- Accounting policy – preparation of a document compliant with the Accounting Act or International Financial Reporting Standards.
- Chart of accounts – preparation of a flexible and clear chart adapted to the company’s specifics.
- Instructions – including document flow, asset valuation, provisions, accruals.
- Month/year-end closing instructions – checklists and procedures ensuring completeness and timeliness.
- Tax procedures documentation – e.g. due diligence procedures, MDR, TP documentation.
Optimization and reorganization of the existing accounting department
Even a functioning accounting team may require improvements. We help organize existing processes, introduce automation, and increase team efficiency.
- Review and assessment of the current state – organizational and technological audit of the accounting function.
- Improvement of work structure and communication – introduction of roles, responsibilities, and information flow procedures.
- Verification of team qualifications and competencies – training needs assessment, professional development plans.
- Introduction of automation – e.g. bank statement imports, invoice approval workflows, automated cost postings.
Outsourcing and hybrid model
We help companies decide whether to run accounting in-house or use outsourcing. We also support hybrid models — where some tasks are handled internally and others are outsourced. Regardless of the model, clear responsibility definitions and process control are essential.
- Support in transitioning from outsourcing to internal accounting (and vice versa) – planning and executing the transition while maintaining continuity.
- Task and responsibility allocation – e.g. who prepares documents, posts transactions, approves payments, etc.
- Cost and efficiency verification of the model – cost analysis, quality assessment, market benchmarks.
Collaboration with management and other departments
Accounting does not operate in isolation – its effectiveness depends on collaboration with management and other areas of the company. We support building bridges between departments and financial education so that accounting becomes a business partner, not just a regulatory necessity.
- Educating owners / management about the role of accounting – presentations, workshops, and materials explaining the accounting department’s role and needs.
- Integration with controlling, HR, and operations – integration of tools and processes between departments for smoother data flow.
- Tailoring solutions to the business model – we design accounting as operational and strategic support, not just a compliance function.
Black Fire Consulting Piotr Podłowski
Helping companies understand their finances
NIP: 5222490941
REGON: 365754087
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