Modern convenience: How a Baker Tilly Advantage client success manager helped a family business build a transition plan for the future

Client background

Our client, who owns a family-owned gas station and convenience store, recently transitioned ownership to the next generation. The client is currently a tax client and enrolled on the Baker Tilly Advantage service platform.

The business challenge

With Baker Tilly Advantage, each client is assigned a client success manager (CSM) who routinely checks in on the client and their business. The CSM role is unique in that they are able to look at a client more holistically, instead of through a traditional singular service lens.

During a touch base, the CSM uncovered deeper challenges in the client's back-office accounting systems that they wanted to address, which would not typically come up during a conversation with their tax advisor.

To better understand the scope of these challenges, the CSM introduced the client to Baker Tilly's outsourced accounting team, who then conducted a two-hour discovery session and assessment with the client. This assessment aimed to uncover any operational pain points and explore how Baker Tilly's outsourced accounting solutions could support more informed decision-making and long-term growth.

During this process, our team discovered that the client’s accounting processes relied on an aging desktop-based accounting software. This software lacked integration capabilities, demanded extensive manual input and limited real-time visibility into financial data. These constraints made it difficult for our client to track inventory accurately, reconcile gift card balances and manage vendor relationships efficiently.

The client counted inventory once per year, which lead to inaccurate margins, overstocking and missed opportunities to optimize reordering due to the lack of system integration. Manual processes also introduced risk and inefficiencies in areas like fuel vendor reconciliation and balance sheet accuracy.

These operational challenges have made it hard for the client to prepare to secure a loan to purchase the building they operate in. Clean, reliable financials are essential for the loan application — but the outdated systems and inconsistent accounting practices make it difficult to present a clear financial picture to lenders.

The Baker Tilly Advantage approach

Baker Tilly’s outsourced accounting team stepped in and outlined a phased, low-risk approach to modernization. The team introduced the client to QuickBooks Online, a cloud-based accounting platform that offers integration, automation and real-time visibility. The client was receptive to the idea and the team provided a demo and access to a test environment to help them explore the system at their own pace.

The assessment ultimately delivered solutions for:

• Inventory modernization: Implementing a perpetual inventory system integrated with the point-of-service (POS) to improve accuracy and streamline reordering.
• Software transition: Converting from their outdated system to QuickBooks Online, with support from Baker Tilly throughout the process.
• Operational efficiency: Addressing manual processes related to vendor management and gift card tracking.
• Scalability planning: Creating a foundation for better business decisions and future growth.