OUR MISSION
Our mission is to deliver exceptional back-office services to our UK clients, ensuring the highest standards of quality, cost-effectiveness, and efficiency. Through this, we aim to foster long-term strategic partnerships that allow our clients to focus on their core business while we handle their essential operational needs.
ABOUT US
- Do you struggle to find experienced and motivated Accounts staff?
- Have you found that the contract demands of millennials outweigh the benefits?
- By the time you add on the costs of National Insurance and Pension Contributions, does the cost of recruitment become prohibitive?
We are an outsourcing company comprising a team of India-based experienced professionals with extensive knowledge in UK Insolvency, Accounting and Conveyancing. Our dedicated staff are proficient in managing caseload and delivering high-quality back-office support services.
What do we mean by dedicated? — The candidate(s) would work only for you, i.e. member(s) of your team working remotely.
We also provide a free trial assessment to help you determine if the candidate is the right fit for your team.
Our focus is on providing tailored solutions that help UK firms reduce operational costs while maintaining the highest standards of efficiency and compliance. By building strategic partnerships with our clients, we aim to support their growth while taking care of their back-office requirements.
Our office is situated in the heart of Vadodara city in Gujarat, within a secured corporate campus featuring a UK-standard smart office. It is equipped with cutting-edge IT infrastructure and essential resources, including fire safety and private power backup, ensuring round-the-clock availability. UK clients who have visited our office in India have been very impressed by the office premises and facilities.
Sandeep Borse - Founder & Director
With extensive experience in the offshore service industry, the founder and director of Coactive Outsourcing Pvt Ltd, Sandeep Borse has over 15 years of expertise in delivering effective outsourcing solutions.
He holds a management degree and has specialized experience in handling both corporate and individual insolvency cases, managing the entire process from start to finish.
In June 2024, Sandeep was awarded Distinction with Second Place in the Certificate of Proficiency in Insolvency (CPI) Exam in England & Wales, reflecting his deep technical expertise in UK insolvency.
His role also involves extensive engagement with the UK market, including various onsite visits, which have given him valuable insights into UK culture and business practices. This helps us provide more effective, culturally aligned solutions to our UK-based clients.
Janet Mayo - Director
We also have a UK based team, headed by Janet Mayo (ICAEW qualified Accountant and Insolvency Practitioner). Janet was so satisfied as a Coactive customer that she has joined us to assist in sales and after service to our clients as a director of our UK based entity, Coactive Outsourcing UK Ltd.
If outsourcing is something you'd like to explore further, feel free to reach out to Janet Mayo — she would be happy to discuss your requirements and arrange a meeting (either virtual or in person).
Mobile: (+44) 7825 411932 | Email: Janet@coactiveoutsourcing.com
WHY OUTSOURCING WITH US?
By providing top-tier back-office solutions at a fraction of the UK costs, you not only save on overheads, but also ensure that the services are delivered to match your standards. This will allow you to reinvest those savings into strategic initiatives that directly impact your bottom line.
With back-office operations taken care of, you can reallocate your internal resources towards high-value activities such as client relationships, business development, and innovation. This allows you to focus on what truly matters strengthening your position in the market and focus on long-term goals while our team supports your day-to-day operations efficiently.
Unlike some other outsourcing businesses, we provide your business with dedicated member(s) of staff. Someone who only works for you and therefore gets to know you and your clients.
In a highly competitive environment, this model helps businesses remain agile, maintain cost efficiency, and invest more in innovation and expansion strategies.
Coactive upholds a strong ethos of hiring staff with excellent academic qualifications and professional experience tailored to each role. We prioritize quality and do not compromise by hiring underqualified employees.
By outsourcing your work to us, you also save significant expenses by eliminating the need to pay an upfront % fee to recruit and hire staff in the UK.
As your business grows, our services can adapt to your evolving needs without the need for you to invest in expanding onshore infrastructure or staff. This flexibility makes strategic partnership sustainable and future-proof.
INSOLVENCY SERVICES
Our team has extensive experience handling a wide range of corporate insolvency cases, providing comprehensive support throughout the entire process from cradle to grave. This includes Creditors' Voluntary Liquidations (CVLs), Members' Voluntary Liquidations (MVLs), Winding Up by Court (WUC), Administrations, and Company Voluntary Arrangements (CVAs)
We work closely with Insolvency Practitioners and/or their senior staff to manage a portfolio of cases efficiently, ensuring compliance with insolvency regulations while optimizing the firm's workflow. Our team is committed to providing detailed, reliable, and cost-effective back-office support that meets the highest industry standards.
The team is also experienced in dealing with individual insolvency cases, including Bankruptcies and Individual Voluntary Arrangements (IVAs)
With extensive experience and technical expertise in insolvency matters, Sandeep leads the firm's regular case reviews to ensure both case progression and that compliance are meticulously maintained. These reviews are conducted virtually, allowing for continuous monitoring and timely updates on case developments.
Sandeep’s role also involves performing Internal Compliance Reviews (ICRs), ensuring that the firm’s case adhere to the highest standards of regulatory and procedural compliance. His comprehensive reviews provide an added layer of assurance, helping to mitigate risks and maintain the integrity of all cases under management.
Through these detailed compliance checks and progress assessments, we ensure that every case is handled efficiently, with full regulatory adherence, giving our clients peace of mind that all procedures are thoroughly followed.
ACCOUNTANCY SERVICES
Our accountancy staff offer a comprehensive range of services tailored to meet your needs. Our team ensures that all processes are handled with accuracy and efficiency, providing clients with peace of mind and allowing you to focus on your core operations.
Our core accountancy services cover a wide range of areas, for Sole Traders, Partnerships, and Limited Companies, including:
| Bookkeeping | VAT | Management Accounts | Payroll | Year-End Finalizations | Self-Assessment Taxation |
Your team member would be highly qualified, usually holding degrees in accountancy and with a wealth of professional experience. With team members ranging from trainees to those with 10+ years of experience in UK accounting, they are well-versed with the leading accounting software such as:
| Xero | QuickBooks | SAGE | FreeAgent | IRIS | TaxCalc |
This combination of qualifications and experience ensures that we can place the right person to effectively meet your specific needs across all relevant roles and provide the highest standard of service.
CONVEYANCING SERVICES
We provide comprehensive back-office support for residential property conveyancing transactions. Our experienced team handles every aspect of your conveyancing process, from initial instruction through to completion, ensuring efficiency, accuracy, and full compliance with all legal and regulatory requirements.
Assisting solicitors with residential property transactions, including freehold, leasehold, equity, new build, and remortgage cases with expert guidance and support throughout the process.
Managing a high-volume caseload of residential conveyancing transactions from start to finish, ensuring timely and accurate completion for all cases under management. Reducing ‘time to completion’ for our clients is at the centre of everything we do.
Maintaining regular and professional communication with clients, estate agents, lenders, solicitors, and other third parties to progress conveyancing matters efficiently and provide updates.
Organising searches, reviewing results, and assisting with enquiries and replies in the pre-exchange process to ensure all due diligence is completed thoroughly.
Conducting title checks, review and preparation of contracts, and investigating legal ownership and leasehold/freehold terms with meticulous attention to detail.
Preparing and collating legal documents such as transfer deeds and completion statements in accordance with legal requirements and best practice standards.
Updating case files using the firm's legal case management system and ensuring compliance with SRA, AML, and GDPR obligations throughout all transactions.
Assisting with post-completion procedures, including HM Land Registry applications and the submission of SDLT returns, all under appropriate supervision.
Common Roles & Responsibilities of Our Candidates
- Taking client's authority to act as solicitor
- Chasing estate agents for sales memo
- Drafting contract documents and sending to buyer solicitors
- Liaising with clients for replies to enquiries raised by buyer solicitors
- Chasing lenders for redemption statements and ensuring outstanding mortgage gets repaid
- Taking clients’ authority to act as their solicitors
- To review contract documents sent by seller solicitors and ensure there is no defect in the title.
- To raise appropriate enquiries for the outstanding documents or additional information.
- To review replies received from the seller solicitors.
- To ensure all the enquiries are effectively signed off.
- To coordinate with different search providers and request all the recommended searches for example local, enviro, drainage, flood and coal.
- To review the searches received and inform clients about the critical elements.
- To raise appropriate enquiries to the other side solicitors based on the searches.
- To review the offers received in terms of lenders’ conditions.
- To inform lenders if anything is incorrect so that lenders release the funds on completion and avoid last moment hustle.
- To ensure lenders’ requirements are fulfilled.
- Sale File: Dealing with the lenders' charge on client property, requesting redemption statement, redemption payment, and chasing lenders for removal of charge, dealing with outstanding balance on file and closing the file.
- Purchase File: Filing SDLT return, SDLT payment, Registration, chasing other side for completion document for registration and dealing with outstanding balance and closing the file.
- Remortgage File: Requesting redemption statement, redemption payment, filing registration, dealing with outstanding balance and closing file.
The above includes other elements such as OS1 search, CoR, EDRS (submitting all the required documents to Land Registry along with AP1), answering any requisition raised by the Land Registry, etc.
OPERATIONAL MODEL
Our onboarding process is designed to provide team members that fit seamlessly into your existing processes and structures to provide scalable outsourcing solutions that align with your business requirements. The process works as follows:
We begin by discussing your needs in detail to determine the level of work you wish to outsource and the type of staff you require. This helps us understand your specific needs. We will then determine suitable candidates. They will have an initial meeting with our UK team to ensure that they are comfortable working in UK English, and we can ask any initial screening questions that are specific to your needs.
If we are successful in placing the team member(s) of your choice, there will be a nominal UK fixed fee payable in two parts. Half at the point the team member joins you and half 3 months later. If, for any reason, the team member selected doesn't work out for you in the first 3 months, the fee will be rolled forward allowing us to find you an alternative.
Based on the assessment, we agree on the number of staff members you need and the corresponding pricing. Remote staff will be ‘employed’ by Coactive Outsourcing Pvt Ltd, our India-based company and a ‘subcontractor’ to your firm in the UK. You can choose to start with a single employee exclusively dedicated to your firm or scale up to a larger dedicated team — ranging from a few members to 25 or more — depending on your business needs. The outsourced staff will report to your onsite manager/supervisor/partner, who will oversee the work and ensure it meets your expectations. Just the same as a UK team member who is based at home.
We discuss the necessary operational and IT setup to ensure a smooth integration of our services with your firm’s systems. This step ensures that communication, data sharing, and collaboration are seamless between your team and the remote staff. The access granted to our remote staff will ideally be governed by your IT policies, similar to what is provided to your onshore staff. System access will be fully controlled through secure methods, and individual applications and file storage will be managed via remote or cloud servers used by your firm (e.g., Microsoft RDS, AWS, Citrix, SharePoint etc.). Ideally, but not necessarily, you would have an electronic document management system like Virtual Cabinet or DocuSoft in place. Electronic Document Management System helps streamline workflows and improve overall efficiency, making it easier to manage the work. However, we can still adapt to your preferred methods and systems, ensuring that the process runs smoothly regardless of the tools you use.
A formal Service Level Agreement (SLA) will be established between Coactive Outsourcing Pvt Ltd and your company to clearly define the scope of services, terms and standards. This ensures transparency and accountability throughout our partnership.
Our pricing model is all-inclusive, covering salaries, overheads, and all other associated costs. There are no hidden fees, ensuring that you can accurately plan and budget for the outsourcing services.
Remote staff will work according to UK timings (9:00 AM to 5:00 PM GMT) with a 30-minute break, Monday to Friday. If part-time staff are required, we can adjust working hours to suit your needs. Staff members are entitled to 28 days of annual leave in a year, which includes sick leave and 8 Indian public holidays. Leave will be pro-rated for part-time staff based on their hours. The annual leave will be granted on prior approval by you.
GDPR AND SYSTEMS SECURITY
At Coactive, we take data protection and system security very seriously. We ensure that our systems and processes align with your IT policies and comply with GDPR requirements, providing a secure environment for your data. Here's how we safeguard your sensitive information:
The access granted to our remote staff will ideally be governed by your IT policies, similar to what is provided to your onshore staff. System access will be fully controlled through secure methods, such as Windows login, password protected applications and file sharing.
Remote staff will not have the ability to save personal files or use local drives. External storage devices and USB ports will be completely restricted to prevent any unauthorized data transfer.
We trust that your IT team has in place strong security measures, such as VPN networks, up-to-date antivirus software, and anti-malware protection. In addition to these measures, Coactive further strengthens security by using Avast Business Ultimate Security on all devices utilized by our remote staff. This multi-layered approach ensures enhanced protection for both your data and our systems.
Our office is equipped with high-speed 1 GBPS internet and a static IP, which can be configured for a VPN Point-to-Point Tunneling Protocol for an advanced, secure connection to your remote server. This setup helps mitigate any latency issues that may arise due to geographic distance. We also maintain a secondary ISP as a backup to ensure uninterrupted service. If needed, we can work with your IT team to set up a configured router to enable specific firewall settings.
Remote staff are prohibited from downloading files from the internet or browser unless necessary for business purposes. This ensures that data is accessed and managed securely.
All communication will be conducted exclusively on dedicated official computers owned by Coactive, fully controlled to align with your onshore IT policies in addition to our existing Avast Business Ultimate Security to further safeguard our systems. We also ensure that any unauthorized communication via personal devices is strictly prevented. Coactive utilizes industry-standard business workstations, such as HP Zbooks with Windows Pro (professional version), featuring powerful i5 or higher processors and dual-monitor setups, to enhance both security and efficiency. Our staff will only use authorized communication channels, including official email accounts, virtual telephone lines routed to India (if needed), and platforms like Microsoft Teams or Zoom, ensuring secure and professional interactions at all times.
Most of our remote staff have undergone training and webinars on topics including data protection, cybersecurity, identifying suspicious emails, AML and more. This ensures that the team members are well-versed in best practices for handling sensitive data.
In addition to the 24/7 building safety, our Indian office premises have stringent access controls in place that includes office entry secured by a digital, password-protected door lock, ensuring that only authorized staff can enter. This added layer of security guarantees that physical access to sensitive data is highly restricted, maintaining the integrity and confidentiality of the information.
We maintain rigorous Confidentiality Agreements between Coactive and our staff to safeguard the privacy and protection of all client data. Additionally, we have a formal agreement in place to ensure full compliance with GDPR, which is included as part of our Service Level Agreement (SLA). This commitment guarantees that your data is handled with the utmost care and in line with all legal and regulatory requirements.
If necessary, Coactive can arrange for separate local Professional Indemnity Insurance coverage to provide an extra layer of assurance. This ensures that we meet your specific requirements and adhere to any compliance standards you may have, offering you peace of mind throughout our partnership.
If you have any additional measures or suggestions regarding data protection or system security, we are open to discussing and implementing further protocols to meet your firm's specific needs.
Ready for your solution?
Coactive Outsourcing Pvt Ltd
Registered: H26 Surbhi Park Society, Near Kaladarshan Char Rasta, Waghodia Road, Vadodara, Gujarat India 390025
Office: 515 K10 Grand, Behind Atlantis, Sarabhai Campus, Genda Circle, Vadodara, Gujarat, India 390007
Sandeep Borse (Director)
(+91) 9904955319
info@coactiveoutsourcing.com
Coactive Outsourcing UK Ltd
41 Greek Street, Stockport, SK3 8AX, England
Janet Mayo (Director)
(+44) 7825 411932
Janet@coactiveoutsourcing.com