Issue
Our client is a large, multi-location facilities management company serving healthcare, higher education, commercial, retail, and residential properties. With thousands of employees and millions of square feet under management, the company provides high-volume services across numerous sites.
The company relied on an outdated, on-premise ERP system that could no longer meet its changing business needs. As the organization grew, its core technology became an obstacle to expansion and efficiency. The existing systems required frequent manual oversight and faced upcoming support constraints, posing risks to operations.
A major pain point was the limited integration between the ERP and the client’s proprietary FacMan CRM system. Billing and operational data had to be manually entered across multiple platforms, increasing inefficiencies and error risk. Timely access to business data and reports was difficult, often requiring outside consultants and many hours of staff work. These disconnected workflows extended the month-end close cycle and delayed critical insights, making agile decision-making difficult.
The company needed a modern, scalable ERP solution and a strategic partner to automate processes, enhance visibility, and support ongoing growth.
Solution
CBIZ employed a consultative, phased approach, beginning with a structured ERP evaluation to ensure alignment with the client’s business model, integration needs, and growth objectives. Oracle NetSuite was chosen for its flexible cloud architecture, advanced automation and financial controls, and robust integration capabilities, all of which are essential for connecting proprietary and third-party systems.
The project roadmap prioritized foundational improvements and a smooth transition from legacy systems. The initial rollout included Oracle NetSuite’s Financials First, SuiteBilling, and Projects modules. At the same time, custom integrations connected Oracle NetSuite to CBS’s FacMan CRM, Tipalti (including a custom bi-directional webhook), and TD Bank for treasury management. CBIZ also assisted in selecting and deploying additional technology for expense reports, accounts payable automation, payment automation, and HRIS integration.
Throughout the implementation, CBIZ advised on process optimization – including order-to-cash, procure-to-pay, cash management, and general ledger workflows — and replaced manual, email-based approval routines with automated digital approval chains for high-volume activities. Close collaboration, hands-on project management, and tailored training ensured a successful transition. The core implementation was completed in just 20 weeks, and the groundwork was laid for future phases, including advanced planning modules, fixed asset management, payroll integration, and AI-driven financial tools.
Outcome
The implementation of Oracle NetSuite, led by the CBIZ NetSuite & Technology Transformation team, delivered significant operational improvements for the client, enhancing financial visibility, automation, and scalability.
Accelerated Month-End Close
The client reduced its month-end close cycle to 10 days, dramatically improving the speed and reliability of financial reporting.
Automation and Efficiency
The new system removed much of the manual data entry previously needed for customer billing and expense approvals. Integration with the client’s CRM system, Tipalti, and TD Bank allows automated data flow across financial and operational platforms. Processes that once required over 300 manual approvals each month now proceed through automated workflows within NetSuite, reducing errors and enabling staff to focus on higher-value work.
Enhanced Financial Controls
Automated approvals and standardized workflow strengthened internal financial controls. Real-time metrics and audit trails, from journal entries to vendor bills and expense reports, support stronger compliance, transparency, and oversight.
Real-Time Visibility and Decision Support
Leadership and finance teams now have on-demand access to dashboards and custom reports. These tools provide visibility into daily cash positions, aging reports for accounts receivable and payable, building-level profitability, and departmental performance. These insights support faster, more confident decision-making across the organization.
Rapid, Phased Implementation
Despite the project’s complexity and aggressive timeline, CBIZ completed the core deployment in just 20 weeks. Our team integrated critical systems, configured tailored modules, and ensured a smooth transition.
Scalable Platform for Growth
With Oracle NetSuite as a cloud-based foundation, the client is now positioned for future expansion and operational agility. Future phases will add advanced planning, fixed-asset management, payroll integration, and AI-powered exception management to further enhance consistency, insights, and scalability.
Trusted Partnership
Our client sees CBIZ not just as a technology provider but as a genuine strategic partner — guiding process improvements, system integration, and ongoing innovation to ensure long-term success.
| Company Information | |
|---|---|
| Industry | Professional Services |
| Ownership Structure | Private |
| Geographic Footprint | Northeast |
| Number of Employees | 4000 |
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