Trussell is a national charity working towards a future where no one in the UK goes hungry. With over 1,300 food bank centres across the country, the organisation not only provides emergency food and practical support to people in crisis, but also advocates for long-term change to address the root causes of poverty.
As the charity grew in scale and complexity, it became clear that its legacy finance systems were no longer fit for purpose. Read on to learn the steps they took to modernise their processes.
Recognising the need for change
By early 2021, the charity then known as the Trussell Trust was using an on-premise finance platform hosted on internal servers. It often struggled during peak times and couldn’t keep up with the demands of a growing, increasingly mobile workforce. Key tasks, like raising purchase orders or submitting expenses remotely, weren’t possible within the existing setup. The finance team faced manual processes that were time-consuming and inefficient, with management accounts taking up to three weeks to prepare – by which point the data was often outdated.
The challenges of the pandemic and the shift to remote work only reinforced the need for a more modern, cloud-based approach that could support better flexibility, automation, and access to real-time information.
Listening to staff and setting priorities
Before selecting a new system, Trussell conducted internal surveys to understand what staff needed most. Simpler expense processing, easier handling of receipts, and access to real-time financial data were high on the list. Staff wanted a system that could help them do their work more efficiently, whether in the office or on the move.
With clear priorities in place, the organisation explored several platforms that could support their evolving needs. The focus was on finding a solution that could scale with the charity, support better decision-making, and reduce the burden of manual processes.
Structured and collaborative implementation
Once a new system was selected, the organisation worked to implement it ahead of the financial year-end – a tight deadline that required strong project management and close collaboration across departments. Staff were given targeted training, and ‘champions’ were appointed in each team to support rollout and adoption.
Throughout the process, communication and preparation proved essential. By investing time in reviewing internal processes and approval workflows ahead of implementation, the charity was able to make the transition more efficient and ensure the new system supported their day-to-day work from the outset.
Lasting impact and ongoing adaptation
Through Trussell’s careful and inclusive decision making the charity experienced significant improvements in its finance operations. Processes like expense management and purchase order handling were streamlined, and access to real-time dashboards helped teams act on up-to-date financial information.
One practical change – processing travel costs through expenses rather than raising individual purchase orders – saved considerable time each month, especially as the organisation supports employees regularly on the move.
It’s one thing successfully using the system across the wider organisation, but the charity discovered it was key to have ongoing training to make the most of it. Monthly inductions for new starters and fortnightly drop-in sessions helped ensure that staff can confidently navigate the system and use it effectively in their roles.
Supporting a mission-driven future
As Trussell continues to support communities across the UK during the ongoing cost-of-living crisis, having a finance system that can keep up with rapid change is critical. The move to a more modern platform has enabled the charity to better manage its resources and adapt to new challenges as they arise.
For other organisations considering a similar change, the charity’s advice is simple: assign a dedicated project lead, and take the time upfront to map out your needs, processes, and goals. Doing the groundwork before implementation begins can make all the difference in delivering a successful outcome.
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