Customer Case Study – Western Bay Of Plenty Primary Health Organisation - Liberate I.T.

Customer Case Study – Western Bay Of Plenty Primary Health Organisation (WBOP PHO)

WBOP PHO bringing finance in house with NetSuite.

The Western Bay of Plenty Primary Health Organisation (WBOP PHO) represents a formidable force in the north-west of Aotearoa New Zealand’s North Island. As a comprehensive team of providers looking after diverse health needs, WBOP PHO provides support to medical practice networks through extended GP and nurse consultations, social work, and group programmes for PHO-enrolled patients with mild to moderate mental health problems.

Three years ago, and with 50-60 people working behind the scenes, WBOP PHO were outsourcing their finance. When Laeton Packer came on board as CFO, his primary goal was to bring finance in house, improve reporting, and use the data at hand to provide a better picture of accounts to the senior board.

After a stumbling start, Liberate I.T. worked alongside WBOP PHO to implement a new ERP solution that would take pressure off finance with a cloud-based solution – allowing WBOP PHO to realise their growth plans, and eventually bring on additional workflows for better efficiency.

Key Customer Wins

  • Immediate scalability for business growth

  • Cloud-based for immediate, nation-wide accounting

  • Ability to operate with 200 cost centres, each at its own level

  • Continuous updates and feature roll-outs for the best solution

  • Increased data collection to support better decision making

star - Liberate I.T.

A true organisation-wide solution

“Liberate I.T. have been great from the start. Nothing’s impossible; they’ve always got some excellent workarounds. And we tend to have good fun with them solving our NetSuite problems too. That’s what we’ve needed to grow.”

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WBOP PHO Case Study

Why WBOP PHO chose NetSuite ERP

Before Laeton came on board, WBOP PHO’s accounting was outsourced to a third party. As a result, there hadn’t been any changes or upgrades for some time. And with accounts operating on a local server, much of the work was done manually – exporting to spreadsheets, then manipulating the data for presentation.

As Laeton describes it, “We could have built anything on the spreadsheet – but inherently it wasn’t scalable. You couldn’t pick into it or get the transparency.”

The lack of reporting abilities drove Laeton to find a better solution. “We’d get 50 pages of A3 printed front and back given to us each month. I went to the board and said ‘Don’t waste your time trying to read this; I can’t understand it, and you won’t be able to either.’”

Laeton has been in the health services for over a decade, so he understands the importance of accountability in this space, and in particular, matching clinical outputs to dollars. What he needed, then, was a solution that could tell him the volume and output of various clinics.

After some research into different accounting software solutions that would meet WBOP PHO’s growth expectations, Laeton found NetSuite to be the right solution, and Liberate I.T. as the right partner for implementation.

Key Benefits of NetSuite

Since implementation, Laeton’s seen a transformation of operations at WBOP PHO. In lockdown, they were still dealing with paper copies of forms, manual entry, and laboriously tracking cost centres and the different levels they operate at. “Now we’re in the cloud,” he explains.

“We can just append the invoices straight into NetSuite. We can set up approvals and have managers approving; everything is digitised; our processes are targeted.”

The scalability of NetSuite means that just two people in the accounting team can oversee the operations of 90+ individuals and a $40 million turnover. “NetSuite has enabled that scale,” says Laeton. “And with phase two – integrating it further as a CRM – the more we’ll be able to manage through it.”

Laeton and WBOP PHO are “slowly turning on elements” as they grow, with the addition of maintenance assets into NetSuite being one of the most recent changes. But there’s no limit to the business efficiency that they can achieve with NetSuite as a central hub.

And, in addition, the last two years – and two audits – have been “absolutely clean,” says Laeton. That’s a huge plus for an organisation in the health and medical services sector.

“There’s more scope within NetSuite than any of the competitors. It’s not a final and complete package. They’re always building on it; it’s always evolving with us.”

“NetSuite has the ability to tailor through workflows in the background. The competitor doesn’t have that. And the more we bring in in terms of vehicle fleets, or property maintenance, or anything else in the future, the more we can do with NetSuite as a CRM.”

Remote Cloud Access

Increased efficiency as a cloud-based system makes up-to-date data visible – especially for remote workers.

Better Overall Business Efficiency

Clear insights into each transaction make it possible to scrutinise each transaction faster and with better accuracy.

disaster proof cloud access

Log-ins For Remote Auditing

Now the auditor can responsibly look around the accounts from a distance – saving the WBOP PHO the costs of having to physically bring them into the office.

Partnering with Liberate I.T.

“Liberate I.T. almost missed the mark,” Laeton describes, reflecting on a pitch session. Liberate I.T. GM Paul Beattie, came up with a new solution for us on the fly that was exactly what we wanted. They weren’t going to force a product or solution on us. We knew then that NetSuite had the flexibility we needed and that Liberate I.T. were going to be the right people.”

Laeton says that knowing what he wanted to achieve with a new CRM and accounting solution was critical before the journey started. “You need to know how you want to design your underlying processes before you choose a product – and how those processes might look two or three years down the track. NetSuite could deliver what we wanted; it’s huge, so there’s also little need for API plug-ins either. It’s all native.”

“Liberate I.T. have been great from the start. Nothing’s impossible; they’ve always got some excellent workarounds. And we tend to have good fun with them solving our NetSuite problems too. That’s what we’ve needed to grow.”

NetSuite case study WBOPPHO

The possibilities for improvement are endless.

We know that we can get more systems talking to NetSuite and make the work a bit easier. The possibilities for improvement are endless.

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