A fast-growing technology company with operations across the USA and Canada
Operating across the USA and Canada, the company has established a strong presence in the technology sector. Its multi-entity structure supports a growing and diverse client base across both markets. With a focus on innovation and scalable solutions, the company continues to expand its reach and strengthen its position in the industry.
Rapid Expansion Without Unified Financial Visibility
As operation expanded across the USA and Canada, its projects, teams, and financial operations became harder to track. The business needed clear profitability, real-time insights, resource control, automated reporting, and cash flow forecasting, but disconnected systems and spreadsheets were holding it back.
No project-level profitability visibility
Project costs and profitability were not easily visible, making it difficult to track project performance, allocate resources effectively, and make confident pricing decisions.
Disconnected systems and manual processes
Business information was spread across multiple applications, with each system supporting a different function. There was no consolidated view of financial, project, resource, and operational data, making it difficult for leadership to understand overall business performance.
Untracked bench and R&D costs
Idle resource costs (bench) and internal R&D project expenditure were not captured or allocated, distorting true profitability and making cost control impossible. The absence of structured cost allocation mechanisms left significant blind spots in the P&L.
Slow, reactive financial reporting
Reconciliations were time-consuming; reports were delayed, and management had no real-time visibility into financial performance. Heavy dependency on manual processes meant reporting cycles lagged far behind operational reality.
Limited forecasting and cash flow control
Without integrated pipeline data or consolidated multi-entity reporting, revenue forecasting and cash flow planning were unreliable. Difficulty forecasting project cash flows limited the leadership team's ability to plan ahead or make proactive decisions.
From Fragmented Financial Operations to a Unified, Insight-Driven Business
Disconnected data became real-time clarity, giving leadership faster reporting, stronger cost control, and the confidence to make smarter decisions
- Disconnected systems and spreadsheet-driven processes
- No visibility into project profitability or resource utilization
- Manual reporting with delayed financial information
- Bench and R&D costs were not tracked or allocated
- Multiple systems with no single source of truth
- Limited cash flow forecasting and revenue visibility
- Manual AP approvals and payment processing
- Leadership relied on reactive decision-making
- Centralized, integrated financial reporting ecosystem
- Real-time project, client, and resource profitability insights
- Automated reporting with up to 95% less reporting effort
- Complete visibility into bench costs, R&D spend, and project margins
- Unified reporting across finance, sales, projects, and operations
- Integrated cash flow forecasting and pipeline visibility
- Automated AP workflows with Bill.com integration
- Executive dashboards with real-time KPIs and actionable insights
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Unify your systems for real-time reporting, automated workflows, and the financial clarity to scale confidently
A Phased Restructuring Around Visibility, Automation, and Control
Whiz Consulting designed and implemented an integrated financial and operational reporting ecosystem focused on automation, profitability visibility, and centralized reporting. The engagement was structured in four phases.
Cost structuring and profitability framework
- A framework to track Bench Costs and measure idle resource impact
- Segregation of billable vs. non-billable (R&D and internal) costs
- Structured project-wise cost allocation mechanisms
- A project-level profitability engine mapping Revenue vs. COGS vs. R&D
- Margin tracking and variance analysis at project, client, and resource level
Finance System Design & Reporting Transformation
- Redesigned QuickBooks to track transactions by project, segment, and resource
- Enabled project, client, segment, and resource-level performance analysis
- Integrated QuickBooks with Fathom for automated consolidated reporting
- Customized Fathom for executive dashboards and detailed operational reports
- Implemented Bill.com for AP automation, approvals, payments, and QuickBooks sync
- Centralized finance, sales, project, and operations data for better decisions
- Automated recurring reports using Power Query to reduce manual effort
Dashboard build-out and management reporting
- Power BI dashboards for profitability, utilization, R&D tracking, and cash flow monitoring with drill-down to project, client, and resource level
- Fathom configuration for consolidated financial reporting across the US and Canada entities
- HubSpot CRM integration for sales forecasting, revenue pipeline visibility, and projected cash flow planning
- Real-time management reporting and KPI dashboards replacing manual report production
Standard Rate Card Development & Commercial Framework
- Developed an organization-wide standard rate card with resource-level billing rates for consistent project pricing
- Created a single source of truth for billing rates to reduce pricing inconsistencies
- Supported pre-sales and SOW discussions with standardized resource pricing
- Improved project estimation using resource mix and expected effort
- Strengthened margin analysis by comparing standard costs with proposed billing rates
- Improved commercial governance by ensuring projects use approved standard rates
Measurable Gains in Visibility, Efficiency, and Financial Control
The implementation delivered significant and measurable improvements across financial visibility, operational control, and reporting efficiency.
Three Principles for Building a More Connected and Profitable Finance Function
Sustainable finance transformation starts with the right structure, deeper profitability visibility, and better use of existing data, not simply adding more software.
Build the Financial Framework Before You Automate
The success of automation depends on the quality of the underlying financial structure. By first establishing project costing, bench cost allocation, R&D allocation, and standardized rate cards first, the organization ensured that automation produced accurate, consistent, and reliable business information for decision-making.
Profitability lives at the project level
Overall financial results provide a high-level view, but meaningful business decisions require visibility into profitability at the project, client, and resource levels. This enables better pricing decisions, improved resource allocation, and stronger financial performance.
Turn Information into Value, Not Just More Systems
The transformation did not require replacing existing business applications. The real value came from bringing financial, project, sales, and operational information together into a unified reporting framework, enabling faster, more informed business decisions.