Building While Flying: How Ultimarii Created Enterprise-Grade Financial Operations from Day One
Executive Summary
In this case study, we partnered with Ultimarii Ltd to build a comprehensive financial and administrative foundation, from day one of operations, enabling them to scale rapidly, focus on product development and sales, and successfully go to market within just six months. Our solutions ensured financial discipline and structured reporting, which is crucial for securing government grants and investor confidence.
The Challenge
Ultimarii Ltd, a fast-growing startup specializing in enterprise-grade AI tools for research, insights, and drafting across energy, infrastructure, utilities, and legal sectors, approached us immediately after closing their pre-seed funding round.
With a first-year Annual Recurring Revenue (ARR) goal of $500,000, they needed to build their financial and administrative infrastructure from scratch while keeping operations lean and growth-focused.
Unlike many startups that seek financial solutions only after problems arise, Ultimarii took a proactive approach, understanding that a strong financial foundation would be a competitive advantage in their rapid scaling journey.
They required immediate implementation of:
- Complete financial infrastructure (accounting, payroll, payment processing, invoicing)
- Investment tracking and reporting capabilities
- Employee benefits programs
- Expense management systems
- Insurance coverage
- Internal policies and compliance frameworks
- Grant application support with proper financial documentation
Without these critical financial and operational systems, they risked investor uncertainty, delayed payments, and operational inefficiencies during their early growth phase.
Our Solution-in-Action
We implemented a tailored suite of financial and administrative solutions, ensuring efficient, automated processes aligned with Ultimarii's growth trajectory.
Financial Foundation
- Set up QuickBooks Online for financial reporting
- Implemented financial reporting solutions for accurate profit and loss tracking
Expense & Payment Management
- Deployed Float Financial for expense tracking, bill payments, and automation as part of our accounting solutions for startups to streamline vendor payments and reconciliation
Automated Payroll & Compliance
- Established payroll solution for automated payroll runs with QuickBooks Workforce
- Ensured compliance with tax regulations and government reporting standards
Risk Management & Benefits Programs
- Partnered with HUB Insurance to meet business insurance and liability requirements
- Implemented competitive employee benefits packages to attract and retain talent
Administrative & Internal Policies
- Developed internal policies and an employee handbook for operational clarity
- Created grant-ready financial documentation, supporting government applications
Our approach prioritized automation and efficiency to support Ultimarii's lean strategy while providing the robust financial and operational foundation needed for rapid scaling and investor confidence. As a tech-forward AI company, Ultimarii particularly appreciated our digital-first approach, with cloud-based solutions and automated workflows that mirrored their own innovative culture and minimized manual processes.
Implementation Timeline
Our rapid implementation strategy ensured business readiness in a short time frame:
- Week 1: QuickBooks setup and automation
- Weeks 2-4: Expense management and bill payment automation payroll system deployment
- Month 3: Payroll system deployment
- Month 4-6: Insurance, benefits, and compliance frameworks finalized
- Months 4-6: Internal policies, grant documentation, and financial optimization
- Month 7: First invoice sent, right after product launch!
The implementation required a deep understanding of Ultimarii's distinctive business model and industry to properly tailor the financial reporting structure. We invested time to thoroughly understand how their business functions and their growth strategy to ensure our solutions perfectly aligned with their needs.
Results & Impact
Measurable Improvements
- Reduced administrative workload to near zero, allowing complete focus on product development and sales
- Eliminated late payment fees
- Supported on-time market entry within six months of founding
- Established reliable financial reporting within 10 business days of month-end
Beyond the Numbers
- Professional, investor-grade financial reporting, strengthening investor confidence
- Created financial documentation supporting successful government grant applications
- Provided founders with complete peace of mind regarding back-office operations
Time to Value
The impact was immediate, from day one, Ultimarii operated with professional financial systems and processes that typically take established companies years to optimize.
Ongoing Partnership
Today, we continue to support Ultimarii as they expand their AI-powered solutions across industries. With a solid financial foundation in place, we now focus on:
- Scaling financial systems to accommodate rapid growth
- Maintaining lean operations while ensuring compliance
- Enhancing cash flow management for sustainable expansion
In the Partner's Words
"EIM helps us stay organized and makes sure that we are always on top of things. I feel very confident with them being our partners and do not worry about operational processes anymore." - Josh Malate
When asked about the most impactful benefits, the Ultimarii team highlighted:
- Freedom from back-office concerns
- Consistent, reliable financial reporting
- Grant-ready financial documentation
- Efficient, automated invoicing processes
Their satisfaction has translated into multiple referrals to other companies in their network—the strongest testament to the value of our partnership.
Key Lessons
Our collaboration with Ultimarii Ltd reinforced these principles:
- Proactive financial planning prevents costly corrections
- Automating finance and payroll boosts operational efficiency
- Tailored, industry-specific solutions drive superior results
Is Your Startup Ready for Enterprise-Grade Financial Operations?
If you're scaling a high-growth startup and need expert financial infrastructure, we can help.
With our expertise in accounting solutions for startups, bookkeeping solutions, and payroll solutions, we provide end-to-end support that lets founders focus on their business.
Contact us today for a free consultation, and let's build a financial foundation that scales with your business.
