Integrated Business Systems for a Multi-Company International Operation
This client was an entrepreneurial professional couple managing several businesses across different countries. They wanted to bring their operations together under one coordinated system while still keeping each company clearly separate in its day-to-day management, branding, and administration. The goal was to create a structure that gave them control, visibility, and flexibility across the whole group without adding complexity.
We started by implementing Xero accounting software and importing their existing accounting data so each business could begin operating on a modern cloud-based platform. Every company was kept separate for proper management and reporting, but the system was configured so both directors could move easily between businesses using a single login. We then integrated Xero with other tools, including online banking, and introduced mobile receipt capture so expenses and records could be uploaded quickly while on the move.
Alongside the accounting systems, we implemented Microsoft 365 across the group using multiple domains — one for each company — while also creating a central holding structure to simplify management. To support this, we developed a WordPress multisite platform that allowed all company websites to be managed under one roof. Some of these were compact three-page corporate websites, while others were more detailed service-based sites, including a fuller consultancy website designed to present a broader range of offerings more professionally.
We also integrated calendars within Outlook so the directors could coordinate schedules more effectively across the different companies, and implemented Microsoft Teams to support internal communication and collaboration. This created a much more joined-up working environment, reducing the friction that often comes with running multiple businesses at once.
Communications were a major part of the project. We built a VoIP telephone server that brought all company phone lines into one central system, giving the client the functionality of a much larger business PBX without the usual cost. We configured the SIP trunks needed for each company, implemented automated call routing with IVRs, and added mobile apps so calls could be handled from anywhere. Each incoming call was clearly identified by company, allowing the directors to answer appropriately and maintain a professional image across every business.
Email systems were also streamlined. Shared mailboxes were used for company functions so that both directors could access all relevant communications from within the same Outlook environment, without unnecessary extra licence costs. Instead of maintaining separate disconnected inboxes, they were able to manage all company email in one place with far greater efficiency and visibility.
For one of their specialist businesses, we also set up an online image sales platform for their photography operation, allowing images to be marketed and sold directly online. At the same time, we implemented automated email collection through their websites so they could grow contact lists naturally and send newsletters easily whenever needed. Their social media channels for each business were also set up separately to preserve branding, then linked together through Meta Business Suite so everything could be managed more easily from one central dashboard.
The end result was a highly integrated but clearly structured business environment. Each company maintained its own identity and operations, while the owners gained the ability to oversee everything from a single connected system. Administration became simpler, communications more professional, and the links between their various software platforms reduced repetitive manual work.
Perhaps most importantly, the new setup gave both directors freedom. After the project was completed, they were able to travel extensively and work on projects in different parts of the world without it being obvious to clients that they were away from a traditional office base. The systems allowed them to remain fully connected to all of their businesses, stay responsive to clients, and manage operations smoothly from wherever they happened to be.
Overall, this project was about building a practical digital framework for international entrepreneurship — one that allowed multiple businesses to operate separately where needed, while still benefiting from shared systems, shared oversight, and a much more efficient way of working.
