From 0 to 25: How We Built a Scalable, Process-Driven Team for Financial Ops

Back in mid-2022, I got lucky.

After some early communications with a U.S company, I ended up leading a directive specialising in outsourcing, audit and financial processes. What started as a small idea grew into a fully operating team - 25 active professionals at its peak.

So, how did we get there?

1. Start small, stay flexible

In the beginning, we worked with colleagues in a task and project-based format. In the early stages we shared not just our team’s portfolio, but also individual CVs and bios. This helped build trust and transparency from day one.

2. Invest before you scale

We were open to investing our own time upfront. Including running multiple discovery sessions to find the right pilot project.
We didn’t wait for perfect requirements.
Instead, we dug deep into the client’s processes ourselves, learning their workflow to make sure our outcomes matched their expectations.
That effort paid off and it allowed us to build the confidence required to scale up.

3. Building human connection early

One of my favourite early moments?
A virtual photo event: "The View from My Window."
Our team and our U.S. colleagues shared snapshots from our everyday lives - hobbies, cities, nature. Snowy Carpathians on one side, San Francisco’s sunlit hills on the other. Apart from being fun – it also allowed us to rapidly build real connections with our American counterparts.

4. Create a secure, productive work environment

Our colleagues in the U.S. launched a secure digital workspace via Citrix. It felt like logging into a digital island.  Focused, safe, and distraction-free.
On our side, we launched a monday.com workplace to track tasks, manage time, and keep operations tight. This tool helped us structure our:

• Task intake

• Smart distribution

• Real-time notifications

• Time management

• Workflow analytics

5. Process beats chaos

Scaling fast? It only works with solid processes.
We followed a structured model:

• Go through the process with our senior specialists

• Build detailed tutorials

• Train mid-level specialists in live sessions

• Run 5-6 test tasks

• Evaluate readiness before plugging into live projects

During projects, we held regular quality checks.  Senior specialists reviewed completed tasks and gave detailed feedback. That loop kept our standards high.

6. Communication is infrastructure

We built specialized channels in Microsoft Teams, allowing for fast and focused communication. This internal network made it possible for us to stay flexible, share knowledge, and constantly improve what we delivered.

7. Mix skills, mix formats

Success came from combining different backgrounds - part audit, part accounting.
We also blended full and part-time contributors. That mix made us both agile and scalable.

If you’re building a remote delivery team - especially in finance or audit - my advice is: don’t just hire people, build processes. And don’t just manage tasks, build connection.

That’s what makes the difference.

Author: Roman Kozyr, Manager