Process Mapping and Redesign

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No finance system can fix a broken process.

Whether you’re preparing for a new Sage implementation, looking to unlock more value from your existing tools, or simply fed up with inefficiencies, the starting point is the same: understand how your processes work today—and how they should work tomorrow. At itas, we offer structured, finance-focused Process Mapping and Redesign services. We help you visualise the reality of your day-to-day operations, pinpoint where value is lost, and design smarter, cleaner, and more scalable ways of working.
It’s about more than just drawing swimlanes. It’s about creating alignment, removing waste, and building process structures that actually support the way your organisation wants to run.

Why process comes before system

Most digital transformation projects fail not because of the system—but because the process wasn’t clear in the first place.
Poor handoffs between departments
Over-reliance on spreadsheets or email chains
Controls that live in people’s heads instead of systems
Reports that take hours to compile (and are still wrong)
Manual workarounds and duplicate entry
These issues don’t get solved with a new button or dashboard. They require clear, well-defined processes that people understand and follow.
Our process mapping work helps you make those problems visible—so they can be solved before they’re automated or digitised the wrong way.

Who this is for

Who this is for
We work with finance teams, operations leaders, and transformation stakeholders who need help understanding and improving their current processes—typically in preparation for:
  • Finance system implementation or upgrade (e.g. Sage Intacct or Sage 200)
  • Merging or consolidating finance functions
  • Internal control improvements and audit readiness
  • Process standardisation across multiple entities or departments
  • Transitioning from legacy systems and paper-based processes
  • Post-implementation refinement
We work with finance teams, operations leaders, and transformation stakeholders who need help understanding and improving their current processes—typically in preparation for:
What we deliver
Every organisation is different, but our process mapping and redesign work typically results in:
  • Clear, visualised documentation of current (“as-is”) processes
  • Identified issues, inefficiencies, and risk areas
  • Target state (“to-be”) process maps designed around best practice
  • Defined roles, ownership, and handoffs
  • Process improvement recommendations
  • Implementation or automation considerations
All maps are delivered in easy-to-read, editable formats (e.g. Visio, PDF, Lucidchart), with supporting notes and documentation you can use to train staff, onboard new joiners, or brief system implementers.

What We Deliver

Every engagement is tailored to your organisation, but our architecture work typically covers:
Clear documentation of your current company and reporting structure
Mapping of entities, locations, departments, and business units
Design of chart of accounts structure, dimensionality, and entity relationship
Definition of user roles, permissions, and workflow ownership
Recommendations for data models, master data management, and integration points
A system architecture blueprint ready for implementation or system migration
Our goal is to build a foundation that gives you flexibility, scalability, and financial clarity—not just something that works for “go-live”.
“Working with itas during the early stages of our transformation gave us the clarity we needed to approach vendors with confidence. Their insight into the finance function made a huge difference. We didn’t just buy a system—we made a strategic investment that’s now paying off.”
Finance Director, UK-based Services Firm

Our process mapping methodology

We don’t just draw pretty diagrams—we help you understand your business at a functional level. Here’s how we typically approach it: 
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Enhanced Collaboration with Integrated Communication Tools

Sage Intacct streamlines team collaboration with built-in communication tools. Instead of relying on emails or in-person queries, finance teams can leave comments directly on transactions, ensuring fast and clear decision-making.
1. Discovery and Scoping
We start with a short discovery session to define scope, priorities, and desired outcomes. Are you mapping one process or many? Do you need full redesign or just documentation? We tailor the engagement to your needs.
2. Workshops and Interviews
We hold interactive process walkthroughs with your key users and stakeholders. These can be in-person or virtual. We use these sessions to: 
  • Document how the process actually works, not just how it’s supposed to 
  • Identify pain points, bottlenecks, or non-value activities 
  • Highlight variations between teams, sites, or systems 
  • Understand decision points, data flows, and controls 
This isn’t a "talking shop"—we structure sessions around clear templates and outcomes.
3. Process Mapping: As-Is 
We create detailed process maps showing the current state of the process. This may include:
  • Swimlane diagrams 
  • RACI charts (responsible/accountable/consulted/informed) 
  • Touchpoints between people, systems, and documents 
  • Inputs/outputs and process triggers 
  • Non-standard flows and exceptions 
We ensure these maps reflect reality, not assumptions. 
4. Gap and Opportunity Analysis
We analyse the current-state process to identify: 
  • Manual work that could be automated 
  • Tasks with no owner or unclear accountability 
  • Points of failure or compliance risk 
  • Unnecessary steps or approvals 
  • Reporting gaps or duplicated effort 
We prioritise improvements based on impact, feasibility, and readiness.
5. Process Redesign: To-Be
Based on your business objectives and strategic direction, we design improved future-state processes that:
  • Align with system capabilities (e.g. Sage functionality) 
  • Reflect best practice and finance standards 
  • Simplify and streamline workflows 
  • Strengthen controls and audit trail 
  • Are scalable for growth or group-wide rollout 
We review these maps with stakeholders to ensure buy-in and practicality. 
6. Roadmap and Handover
We deliver a clear, structured set of deliverables you can use internally or with external implementation partners. We also provide a roadmap for implementing the new process—whether in your current system or as part of a future rollout.

Example use cases

Here are some real-world examples of when this approach makes the difference:

Process mapping for Sage Intacct implementation

A finance team migrating from Sage 50 needed to rethink how they handle multi-entity accounts payable and month-end. Our mapping uncovered duplicate approvals, missing controls, and 3+ systems used for basic tracking. We redesigned the workflow to streamline through Sage Intacct—cutting close times by over 30%.

P2P process improvement post-Sage 200 rollout

Despite implementing Sage 200, a manufacturing firm still struggled with delays and mismatches in supplier payments. We mapped the end-to-end purchase process and discovered disconnects between departments. By redesigning the process and updating workflows, they reduced queries by 70% and improved supplier satisfaction.

Merger of two finance teams with inconsistent practices

A group finance team needed to standardise reporting and control processes across two merged businesses. We ran collaborative process mapping workshops to surface differences, align practices, and create unified "group standard" processes—laying the groundwork for a single system rollout.

Why clients work with us

We don’t approach process mapping as a box-ticking exercise. It’s a key part of making your finance function more effective, more scalable, and more respected across the business.
Clients choose itas because we:
  • Bring finance expertise, not just process theory
  • Understand Sage products and design processes with system capability in mind
  • Work well with both finance and non-finance teams 
  • Avoid buzzwords and keep sessions focused 
  • Produce outputs that are actually usable—not just consultancy wallpaper 
  • Stay grounded in your business goals—not abstract frameworks

When should you consider process mapping?

Process mapping is most effective when:
You're preparing for system implementation or upgrade
You’re struggling to meet reporting or close deadlines
Your finance team spends more time reconciling than analysing
There’s frustration between departments over approvals or data 
You’re experiencing audit issues or control weaknesses
You need standardisation after growth, M&A, or leadership change

Let’s map a better way forward

Every broken report, duplicate entry, or approval delay is a sign: your process needs attention. 
At itas, we help you visualise, simplify, and improve your finance operations—so you can build a foundation for better systems, better decisions, and better business outcomes. 
Book a free discovery call to see how process mapping and redesign can support your goals.
itas---multi-award-winning-sage-partner---sage-intacct---sage-200---sage-50

Why choose itas as your Sage Partner

At itas, we believe in working in partnership with you to deliver the perfect solution that you want and need for your business. As a multi-award winning Sage Partner, our approach is to help you maximise technology to transform the way you work.
  • We really know our stuff
  • We take the hassle away with effective project management
  • We help you get up and running quickly with training that delivers results
  • We are good people to work with that genuinely care about your business
  • We are just a phone call away with no automated queues
  • We are big enough to deliver, but small enough to care
  • We will ensure a smooth transition from your old platform to your new
The change to any new platform is a journey, and we will be on that journey with you, every step of the way.