How FreedomPay Implemented NetSuite ERP in 90 Days and Cut Month-End Close by 70%

Why FreedomPay Chose GURUS as Their NetSuite Implementation Partner

FreedomPay was outgrowing their existing Sage 300 system, which was unable to keep up with the growing demands of the business. Time-consuming manual processes were becoming a major bottleneck, and the team had a clear set of goals heading into their ERP transition:

• Replace Sage 300, which couldn't scale with their rapid growth

• Reduce sales data entry time, which was taking approximately 25 minutes per order

• Simplify and organize the fulfillment process Access more detailed and streamlined operational and financial analytics

• Optimize search functionality for contracts, sales orders, and shipments in a single platform

• Centralize contracts that were previously stored as PDFs on a hard drive

Beyond these goals, FreedomPay had critical requirements that narrowed their partner search. As a payment company, NetSuite's reporting had to comply with international financial reporting standards. And most importantly, FreedomPay had only a 90-day window to get NetSuite up and running.

Custom NetSuite ERP Implementation for a Payment Company

With joint expertise and dedication from both teams, a custom NetSuite ERP solution was built and deployed for FreedomPay, all within the 90-day deadline. Key customizations included:

• Customization around contracts and invoicing for usage-based billin

• Integrated NetSuite OneWorld as a replacement for Dynamics GP to automate consolidations, eliminating the need for a full-time accountant performing manual multi-instance consolidations

• Automated integration with FreedomPay's existing systems 

Arkin speaks to the partnership: “The knowledge of NetSuite and the ability to learn FreedomPay's business and really come and be almost a part of the team, almost like a FreedomPay employee, and apply those thoughts to the NetSuite system was incredible.”

On the implementation process itself: "We had a 90-day window to get this roll-out done, and with the GURUS team and a lot of work on both sides, we got it rolled out and it's been so transformational for the company as a whole."

NetSuite ERP Implementation Results for FreedomPay

The results of FreedomPay's NetSuite implementation with GURUS Solutions were immediate and significant: 

• Month-End Close Reduced by 70% Average month-end close time decreased from 20 business days to 8 business days. As Arkin explains: "We send out over 8,000 invoices a month, and prior to NetSuite and the GURUS team, it took us about 20 days to close the books. We shaved 70%." 

• Sales Order Entry Cut from 25 Minutes to 3 Minutes The time allocated to entering sales order data decreased from 25 minutes to just 3 minutes per order. <H3> Invoice Delivery Reduced from 15 Days to 12 Hours The time required to deliver customer invoices dropped from an average of 15 business days to just 12 hours. 

• Reduced Billing Errors Through automated, seamless system integration, credit memos due to invoice errors were drastically reduced. <H3> Automated Payment Collections GURUS implemented an automatic payment system that now covers 93% of customers with delinquent payment history — a bonus result not included in the original project objectives.

• Real-Time Executive Visibility The executive team now has far greater visibility into operations, allowing them to make informed decisions based on real-time data.

• NetSuite CRM Implementation The successful ERP implementation uncovered additional areas for operational improvement, leading to a follow-on NetSuite CRM implementation.

Business Growth After NetSuite ERP Implementation

Since moving their finance and supply chain functions into the cloud with NetSuite, FreedomPay has expanded to new territories including Las Vegas and London.

Arkin calls the project "A huge, smashing success!" and adds: “There are a lot of capabilities that NetSuite has right out of the box that we would not have known about if not for the GURUS team and their knowledge of that product.”

He concludes: “I would recommend them 1000% — every project that we have, I make sure that GURUS gets a call and is involved, and to any company or customer we have.”