Medely: Why Controllers Introduce Their New Companies To Airbase by Paylocity

Eoin Hession had implemented Airbase by Paylocity before and seen the benefits. At Medely, he wanted a spend management solution he could rely on.

Case Study

July 06, 2023

Before arriving as Controller at Medely, Eoin Hession had implemented the full Airbase by Paylocity platform at his previous company. He wanted to bring the same visibility, control, efficiency, and ease of use to Medely. In this case study, Eoin details all of the ways Airbase by Paylocity continues to provide value the second time around.

Medely is an on-demand platform for healthcare professionals, like registered nurses and medical technicians, to find per diem work.

Key Takeaways

Replaced Ramp with Airbase by Paylocity.
Implemented Airbase alongside NetSuite.
Cut time-to-close in half from 12 to 6 days.

The problem	The solution	The results
The existing spend management platform did not have a deep integration into NetSuite and support for subsidiaries.	Replace incumbent software with a comprehensive platform enabling a better AP automation process, access to NetSuite tools, and multi-subsidiary support.	Complete spend visibility and control. Deep integrations into the ERP to handle greater complexity via a system everyone enjoys using.
Accounts payable inefficiencies slowed down the close.	Airbase by Paylocity automates all low-value tasks and eradicates receipt and invoice processing with intelligent automation.	Cut time of monthly close in half. AP employees enjoy automated functions, such as amortizations so they can focus on higher-value work.
Purchasing and payment approval processes needed to support greater complexity.	Airbase by Paylocity advanced approvals and Guided Procurement offer no-code set up of rules for multi-stakeholder routing and complex approvals.	The right spend is approved by the right combinations of people in a timely manner. A full audit trail is created.

The Problem

Eoin didn’t have the visibility, control, and efficiencies he had become accustomed to at his previous company, where he had implemented Airbase by Paylocity.

Medely was using Ramp for cards, AP automation, and expense reimbursements. It fell short on integrations, controls, complex approvals, and accounting automation.

The Solution: Implement Airbase by Paylocity

At Medely, Eoin recognized the opportunity to implement Airbase by Paylocity alongside the company’s migration to NetSuite. His prior experience with Airbase by Paylocity made it easier to see how the two implementations could work seamlessly in tandem. The Airbase by Paylocity onboarding team provided the support and enthusiasm Eoin needed to execute this double implementation.

“I did fast track the implementation of Airbase, and the Airbase project team was fantastic.”

Eoin Hession, Controller

Airbase by Paylocity — tried, tested, and trusted.

Eoin was confident the company’s employees would find the Airbase by Paylocity user experience easy and intuitive.

The platform also gives Medely spend owners and team leaders easy, on-demand access to total spend data without having to ask accounting for ad-hoc reporting.

“Airbase is an impeccably streamlined, user-friendly spend management system designed for all employees. It significantly optimizes the entire purchase-to-pay process delivering immense value to its users — saving them time and effort. They really enjoy using the system.”

Eoin Hession, Controller

The Switch from Ramp

Medely was using Ramp for its bill payments, cards, and reimbursements, which meant the company only needed to replace one system. Erin says, "I knew I wanted to uplevel our spend management platform and I saw synergies to do so as part of the migration to NetSuite. After careful planning and communication, we simply switched over to Airbase on January 1. We stopped using the old payments system and started using Airbase for bills, employee reimbursements, physical cards, virtual cards, and we used that month of January to then migrate the data from a credit card perspective over to Airbase. So that worked really well and we had no issues."

Eoin’s bottom line? “Airbase is clearly a superior spend management platform.”

NetSuite integration: Best in the game

Eoin implemented NetSuite in parallel to Airbase by Paylocity, and the resulting partnership between the two is where he sees real value.

A focus for Medely was the ability to account for spending at the subsidiary level — a capability he knew he would enjoy with the new Airbase-NetSuite integration.

“Airbase offers the best NetSuite integration from any spend management platform on the market today. That integration was on the top of my list as a controller looking for a spend management solution. It’s really critical that we can control, review, and approve our expenses, and ensure that they’re being integrated and transitioned appropriately to NetSuite.”

Eoin Hession, Controller

“One of the really great features of Airbase is the ability to switch to a virtual card payment with the click of a button when our AP team is processing bills. That means we can take advantage of the cashback feature from Airbase. We pay as much as we can by a virtual card or physical credit card again to gain advantage of the cashback rate from Airbase.”

Eoin Hession, Controller

“For companies that have multiple subsidiaries — Airbase is best in class. Our accounts payable team can very quickly and efficiently switch between legal entities and record the correct expenses.”

Eoin Hession, Controller

Benefits for the AP team: Amortizations, quick closes, and more efficiency

Before Airbase by Paylocity, the accounting team at Medely was running through a 12-day close. Now, that close is down to six days. But it’s not just a quicker close that Eoin cites as a standout benefit of Airbase by Paylocity — it’s a change in how AP is executed.

Eoin explained that Airbase by Paylocity offers better visibility earlier when it comes to AP.

Airbase by Paylocity doesn’t let Eoin or his team down for complex bookings and amortizations. Eoin adds that his AP team increasingly rely on automated tagging and categorizations that benefit from the automation capabilities in Airbase by Paylocity.

“Airbase has changed our thought process around how we run the accounting close. It heavily influenced the team to review transactions on a weekly basis instead of a monthly basis.”

Eoin Hession, Controller

“Reviewing the more complex transactions earlier in the month frees up more time at month end to focus on analysis rather than booking a bunch of journal entries. That efficiency gain here is fantastic.”

Eoin Hession, Controller

“The automated amortization schedules for pre-payments mean our AP team can set up pre-payments so that they’ll amortize appropriately in NetSuite, with no error. That’s been a significant time saver.”

Eoin Hession, Controller

Approvals: Complex made simple

For leadership that own spend, there is huge responsibility and a need for visibility and control. Airbase by Paylocityautomated approval workflows provide that, as Eoin has experienced. Thanks to proper approval workflows and automation, spend owners enjoy a better bird’s eye view of spend.

“The advanced or complex approval matrix is fantastic. At a cost center level, appropriate expenditures are now receiving approval at the correct hierarchical level and in a timely manner, inherently propelling operational efficiencies.”

Eoin Hession, Controller

“Our leaders, particularly cost center owners, have much more visibility. They have a full lens on all of their spend, and their finger on the pulse as they think about budgets and planning.”

Eoin Hession, Controller

Avoiding fraud with Airbase by Paylocity

This level of protection is helping finance and AP leaders breathe a sigh of relief, knowing that their spend and financial data is protected. Airbase by Paylocity is unique by maintaining a dedicated in-house team whose focus is to monitor payments for risk or potential attempts at fraud.

“The fraud protection that Airbase offers is another great value add. If anyone changes the vendor, or if vendor bank details change, we get a notification to review and approve those changes. That additional layer of control for a controller ensures we’re paying the right bills to the right third parties.”

Eoin Hession, Controller

“It’s actually prevented real fraud that could have really hurt the company.”

Eoin Hession, Controller

Guided Procurement: A new frontier

Airbase by Paylocity recently launched a new module, Guided Procurement. Even for long-term customers like Eoin, it’s a new frontier in spend management that bridges the gap to procure-to-pay processes. Eoin spoke about how the advancement will help to really seal off the procurement processes at Medely, looping in every detail and person needed.

The Outcome: A better night’s sleep for those that manage spend

“From a procurement perspective, Guided Procurement by Airbase is fantastic. It’s extremely flexible, no-code, and gives the company a lot of control over the procurement process in general. It will complete our procurement process here at Medely.”

Eoin Hession, Controller

“One system of end-to-end records … with all the finance, legal, and security approvals in one place — that’s a huge efficiency gain for our team.”

Eoin Hession, Controller

“As a Controller, these are the kinds of things that keep you up at night. Airbase helps maintain and build trust that your data is safe, and build trust with your vendors too.”

Eoin Hession, Controller

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