Setting Up a New Company – Our Experience

Background

In June 2025, a former colleague and I took the leap and founded a new clinical operations consultancy: ClinOps Specialists Limited.

The learning curve has been steep. From paperwork and finances to branding and launch, we quickly discovered just how much work goes into transforming an idea into a functioning business.

To support others considering a similar path, we’ve outlined the 16 key steps we followed, covering the journey from initial planning through to launch.

Contents

Step 1. Choose a Trading Type

Step 2. Choose a Company Name

Step 3. Register the Company

Step 4. Design Company Logo and a Choose Colour Scheme

Step 5. Choose a web Hosting Provider and Register the Domain.

Step 6. Set Up an Operations Toolkit​

Step 7. Open a Business Bank Account​

Step 8. Engage with an Accountant​

Step 9. Register for VAT and PAYE

Step 10. Purchase Insurance​

Step 11. Review GDPR Requirements​

Step 12. Set up Contracts, Templates and Process Descriptions​

Step 13. Establish a Business Development Strategy

Step 14. Build the Website​

Step 15. Create a Company LinkedIn Page​

Step 16. Launch!​

Our final thoughts…………

Step 1. Choose a Trading Type

The first big decision was how to structure our business: sole trader, partnership, or limited company. Each option has different implications for liability, tax, and reporting.

In our case, because there were already two of us involved and because the consultancy was intended as a starting point for a wider business, we decided to register as a limited company rather than set up individually as sole traders. This approach gives us a more professional foundation, limits personal liability, and provides flexibility for future growth.

Step 2. Choose a Company Name

We spent considerable time deciding on our company name. Our aim was to choose something that clearly reflected the services we provide, rather than an abstract or “made up” word. Two key factors guided our decision:

  • The name must not already be in use in the UK
  • The internet domain name must be available (e.g., clinops-specialists.com)

For company name availability, the most reliable resource is the UK Companies House database. All UK-based companies must be registered here, so if your proposed name doesn’t appear in the database, it should be available to use.

Step 3. Register the Company

We were recommended to use Companies Made Simple (www.companiesmadesimple.com). They offer a service to set up UK-based companies. We entered the necessary information on the website, and our company came into existence (was incorporated) within a few days. There were several decisions to be made, mostly about links with HMRC:

  • VAT registration (needed if turnover is >£90k a year)
  •  PAYE registration (needed if employees/directors are to be paid via the PAYE system)

We decided to go for both, to give the company the best possible start. The process of working with Companies Made Simple was straightforward and efficient, they are really helpful/prompt in answering any queries and contactable via telephone!

Step 4. Design Company Logo and a Choose Colour Scheme

We took our time with this task to ensure a clean, consistent look that reflects our guiding principles. Early on, we aligned on a teal colour scheme, then used AI tools to generate and mock up logo concepts, which we refined to match our vision.

The final design was created in Inkscape, software that produces crisp, high-quality, vector-based graphics ideal for digital use. Although it took some time to master, the results were well worth the effort.

Our logo represents the foundations of our business. We especially value its flexibility, that is, individual elements can be used across our website to maintain a cohesive and professional visual identity.

Step 5. Choose a web Hosting Provider and Register the Domain.

It’s important to go beyond checking whether a website exists, many domains are purchased speculatively, either for potential future use or to block competitors.

We initially used GoDaddy to check availability but ultimately chose to register with Ionos, as they consistently had strong reviews.

Our approach was to select a primary domain: www.clinops-specialists.com and then purchase additional variations (.co.uk, .org, .uk) to protect our brand and prevent others from registering them. We purchased Microsoft 365 via Ionos, which gave us access to Microsoft software and professional business email addresses.

While we encountered some technical challenges with the initial email setup, the Ionos support team lived up to their reviews, they are quick, helpful, and effective in resolving issues.

Step 6. Set Up an Operations Toolkit

This task focused on establishing the infrastructure for the company covering data storage (where and how company data will be securely kept), file management (an organised system for sharing and accessing documents), project management tools (to track tasks, deadlines and progress), and communication systems (to keep teams and stakeholders connected). We decided early on to start simple and use what was already available to us through the Microsoft 365 package. This gave us:
  • OneDrive for secure document and data storage
  • Microsoft Teams for internal communication and collaboration
This approach allowed us to get up and running quickly, without the need for additional software costs at the beginning. As the business grows, we can then assess whether more specialised tools are needed.

Step 7. Open a Business Bank Account

We used Companies Made Simple, which partners with a range of banks. We chose one that offered a 12-month free banking period. Opening an account early was important for us to keep everything organised and avoid unnecessary complications later. What you’ll need to provide:
  • Companies House certificate (proof of registration)
  • Proof of identity and address for all directors/shareholders
  • Company details (business address, contact information, and nature of business)
These documents should be ready before starting the application, which can usually be completed online or via an app. Our experience: While the process is designed to be straightforward, our own application turned out to be protracted, convoluted, and at times frustrating. That said, we are giving the bank the benefit of the doubt and will reassess after six months to see how their service measures up.

Step 8. Engage with an Accountant

While not compulsory, we decided to appoint an accountant to help save time, ensure compliance, and help optimise our tax strategy. With corporation tax, PAYE, dividends, and pensions to think about, we wanted the peace of mind that nothing would be overlooked. We also wanted to understand fully our payment terms during our start-up phase. We spoke with three accountancy firms before choosing Angela Gibbs, who has strong experience with startups and immediately gave us confidence in her approach. Once appointed, we formally authorised Angela to act on our behalf with HMRC and Companies House, applications need to be made to grant this access. Our accountant supports us with the following:
  • Submitting company accounts to HMRC
  • Preparing and filing personal tax returns
  • Advising on balancing PAYE versus dividends
  • Guidance on setting up Directors’ pensions

Step 9. Register for VAT and PAYE

Our accountant advised to register for VAT (Value Added Tax) and PAYE (Pay As You Earn) with HMRC. VAT Registration is compulsory once the business turnover exceeds £90,000 (as of 2025), but you can choose to register earlier to reclaim VAT on expenses. Registration can be completed online via the HMRC VAT portal. Once registered, we are required to submit quarterly VAT returns.

PAYE registration can be done online through the HMRC PAYE portal. Registration is required for the company to pay salaries (including to Directors). PAYE registration enables us to deduct Income Tax and National Insurance contributions from employee/Director pay.

 

We discussed VAT and PAYE requirements with our accountant, who guided us through the registration process and will manage the ongoing submissions on our behalf.

Step 10. Purchase Insurance

Legally, the only insurance required in the UK is Employer’s Liability Insurance (when employing staff). However, it is considered best practice for professional service businesses to also have:
  • Professional Liability Insurance: protects against claims of professional negligence
  • Public Liability Insurance: covers accidents or damage involving third parties
We feel that not having these policies could send the wrong message to potential clients. By putting them in place from the outset, we demonstrated our commitment to professionalism and gave clients confidence that we are properly covered, an important foundation for building trust.

Step 11. Review GDPR Requirements

As a UK-based company we are required to comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act (DPA 2018). We created a Privacy Policy and Records Retention Schedule, which we adapted from online templates to fit our business needs. We discovered that the Data Use and Access Act (DUAA) makes some changes to the previous legislation and starts to become effective in August 2025. Luckily, none of the changes appear to impact our plans for data protection.

We reviewed the information available on the Information Commissioner’s Office (ICO) website regarding the need to register our company with the ICO. This will be required as soon as we start trading and can be completed online.

Step 12. Set up Contracts, Templates and Process Descriptions

Having the right legal documents prepared in advance demonstrates professionalism and safeguards your work. At a minimum, you should have:
  • Consultancy Agreements – outlining scope of work, responsibilities, and payment terms
  • Confidential Disclosure Agreements (CDAs/NDAs) – protecting sensitive client and company information
  • Standard Terms & Conditions (T&Cs) – covering general expectations, liabilities, and service conditions
We wanted this documentation to be finalised and ready before beginning any client engagements, ensuring clarity from the outset and protecting both the company and our clients.

Step 13. Establish a Business Development Strategy

We mapped out an initial Business Development Plan which includes the following:
  • Business goals and objectives
  • Ideal Client Profile
  • Company visibility and launch process
  • Outreach approach
  • Key marketing/sales tools
  • Tracking/Metrics
LinkedIn was prioritised as our primary platform for visibility and outreach, supported by networking through former colleagues, Life Science communities and industry contacts. Our process will be clear, focussed, consistent, transparent and authentic in line with our company values.

Step 14. Build the Website

We purchased website hosting through Ionos and used WordPress together with a plug-in called Elementor to build the site. It took us a few weeks to really get the hang of it, but having a Director with an IT/database development background was a big help. For those less comfortable with web design software, there are several options:
  • Use ready-made templates to simplify the process
  • Hire a contractor to build the site for you
Content creation was a joint effort between the Directors and we asked colleagues and friends to review the draft site to catch errors and typos before launch. We included links to a Privacy Policy and Records Retention Schedule created as part of the GDPR requirements above. Once we pressed the “go live” button, our site details were automatically sent to search engines. Within a few days, Google and others had indexed it, making our business discoverable online.

Step 15. Create a Company LinkedIn Page

To optimise our visibility to potential clients, our networking capacity and our credibility, a company LinkedIn page is essential.

Creating a LinkedIn Company Page is a straightforward process to establish our business’s professional presence. Go to the LinkedIn “Create a Company Page” section, enter your company details, including services offered, logo and branding, website link and company description.

Once the company page was live, we updated our personal LinkedIn profiles by changing our present employment status to ClinOps Specialist Ltd. This automatically created a visible link between us and the company page.

Step 16. Launch!

LinkedIn is a powerful platform for reaching industry contacts, so we chose to make our formal launch announcement there.

We published a launch post on our Company Page to establish our presence and introduce ClinOps Specialists Ltd. We then shared a corresponding post on our personal LinkedIn profiles, so the news was visible to our personal networks. And encouraged colleagues and connections to engage with the posts to help increase visibility.

We want to maximise our reach by launching through both the company page and personal profiles.

Our final thoughts…………

Starting a Limited company takes careful planning, but each step builds on the last. By laying strong foundations, legal, financial, and operational we are hopefully setting ourselves up for sustainable growth.

Whilst this has been a steep learning curve, we have enjoyed the challenge and look forward to engaging with our future clients. This post reflects the path we took to launch ClinOps Specialists, and we hope it’s a useful roadmap for others considering a similar journey.