How Online Scheduling Helped a UK Accounting Firm Scale Three Brands

We needed a tool where we could change the branding on each booking page, and we wanted multiple calendars with different rule sets— YouCanBookMe came top marks on that.” 

- Ben Sztejka, Managing Director of Your Ecommerce Accountant

Ben Sztejka started his career as a chartered accountant and quickly noticed a problem nobody else was solving: ecommerce businesses were drowning in data. Thousands of transactions a month, complex VAT rules, multiple platforms—and most accounting software simply wasn't built for it. So he built his own. Then he built a firm around it. And then, naturally, he needed a smarter way to manage all the conversations that followed.

Your Ecommerce Accountant is a UK-based firm that works exclusively with online sellers; people selling on Amazon, Etsy, Shopify, and eBay, with a client base typically turning over between £500k and £10 million a year. Ben and his team of 30 don't just do the compliance work; they've evolved into a full advisory service, helping clients understand their margins, stay profitable, and actually sleep at night. They even built their own proprietary software—eCom Ledger—now sold to other accounting firms, too.

When it came to finding the right appointment scheduling software for accountants, Ben needed something that could keep up with the scale and complexity of a firm operating across multiple brands, multiple team members, and a constant stream of inbound leads.

Why YouCanBookMe: Ben's story

The challenge

When Ben launched Your Ecommerce Accountant, an online scheduling tool was part of the setup from day one. His clients aren't local, they're scattered all across the UK, so unlike a traditional high street firm, he couldn't rely on foot traffic or walk-ins. Every new client conversation started with a digital booking.

For a while, Calendly handled it. But as the business grew, the cracks started to show.

It was a bit clunky, a bit heavy on the front end. The load times were quite bad."

When Ben started searching for Calendly alternatives, the bigger issue was scale. Ben wasn't running one firm anymore; he was building a small family of specialist accountancy brands. Alongside Your Ecommerce Accountant, there's Your Accountant (a generalist practice) and Your Influencer Accountant (for content creators). Each brand has its own website, branding, and its own type of prospective client. This is where YouCanBookMe beat Calendly, as the latter doesn’t let you use different branding for different pages.

He also needed multiple calendars with different rule sets, round robin distribution across team members, and a booking experience that felt light and frictionless—not like a multi-step obstacle course before someone could even talk to an accountant.

When we started developing other areas of the business, we needed one place where we could change the branding on each calendar, and have multiple calendars with different rule sets."

The solution

Ben ran the comparison, and YouCanBookMe came out ahead on the things that actually mattered to him: a clean, minimal embed that didn't fight with his websites, the ability to fully customize each booking page's look and feel, and the flexibility to configure different rule sets per calendar.

YouCanBookMe came top marks on that."

For round robin bookings, YouCanBookMe quietly distributes consultations across available team members so no single person ends up fielding every call. It's particularly useful for interviews: when a candidate reaches a second-stage interview, up to four team members can be on the round robin rota, keeping the load balanced without anyone having to manually manage the diary.

We can round robin them equally. So no one's doing all the interviews. It's kind of equally spread."

But perhaps the most interesting feature in Ben's toolkit is the accept/reject bookings. When a YouTube video hits big, and suddenly numerous people want to book a consultation, not all of them are the right fit. The accept/reject booking lets Ben's team hold the slot while they review the booking form responses and decide whether to confirm or politely redirect.

Your books are balanced. Is your calendar?

Your clients come to you to make sense of their numbers. YouCanBookMe handles the scheduling so you can focus on the advice that actually moves the needle.

The outcome

The clearest sign that something is working is when you stop thinking about it. YouCanBookMe is embedded in Ben's firm so completely that it's become infrastructure—part of the plumbing that keeps everything flowing.

Prospects land on a branded booking page that matches the site they came from. They pick a time in two clicks, get a reminder by email or text, and Ben and his team get notified on Microsoft Teams.

We use quite a lot of technology like Zapier to then connect where new bookings get sent, it will notify us on Teams to say you've got a meeting booked."

For YouTube-sourced leads—where volume can spike hard after a video takes off—the request bookings feature acts as a quality filter without adding friction for the people who are genuinely the right fit. The UTM data coming through the booking form tells Ben's team exactly where a lead came from, so they can apply the right rules to the right source.

The business that started with Ben selling on eBay and Amazon and realizing there had to be a better way to handle the books now has a team of 30, three specialist brands, its own proprietary software, and a YouTube channel with around 90,000 subscribers. YouCanBookMe keeps the front door open across all of it.

Deep dive into Ben's booking page

The Your Ecommerce Accountant booking page is clean and immediately on-brand: the firm's logo sits at the top, and the color scheme matches the website it lives on; he’s even turned off YouCanBookMe branding. There's no visual friction between the site and the scheduler—it feels like one seamless experience rather than a third-party tool bolted on.

The booking form is where the qualifying work happens. Before anyone locks in a time, they're asked for their:

• business name,
• estimated turnover,
• the goal of the call,
• and whether they were referred.

It's a compact set of lead qualification questions, but they give Ben's team exactly what they need to know whether a prospect is the right fit before the consultation even begins—no time wasted on either side.

It's a booking page doing double duty: opening the door and quietly checking the guest list at the same time.

✨ Bonus ✨ Learn from the pros—Ben's top business advice

Ben has been building Your Ecommerce Accountant since 2017. He's grown from a one-person operation to a team of 30, built proprietary software now used by other accounting firms, and somehow also became a YouTube creator with around 90,000 subscribers. Here’s his advice:

1. Hire sooner than feels comfortable. Ben's honest admission is that he held on too long, doing too much himself.

I would definitely hire more staff more quickly. Having the right people around you at the right level who can add value is a lot better early on if you can afford it."

The payoff isn't just having more hands. It's having the headspace to work on the business—building processes, creating training modules, establishing the standards that make the whole thing repeatable, rather than being consumed by the work inside it.

2. Always know your bottom line. It sounds obvious, but Ben sees it go wrong constantly with e-commerce clients.

Always know your margins at any point and why you're doing it. You might get to the end of the year, and you're like, ‘Oh great, I invested £500k and I brought back £450k.’"

What your clients see should be as clean as the work you do behind it

Ben's entire practice is built on taking something genuinely complicated—thousands of transactions, multiple platforms, cross-border VAT—and making it simple and legible for the people who need to understand it. That's the job. Strip away the complexity, surface what matters, make it easy to act on.

YouCanBookMe works the same way. Behind the scenes you can set up YouCanBookMe to work exactly how you need it to, with round robin logic, tentative booking rules, UTM tracking, and customization to match all of your brands. But what a prospect actually sees when they land on the page is: here's when Ben's team is free. Pick a time. Done.

For a firm that wins clients through organic search and YouTube—where the first impression is everything and trust is the whole product—that simplicity isn't just nice to have. It's the point.

Ready to give your own practice a booking experience that matches the quality of your work? Create your free YouCanBookMe account today.