40% Shorter Budgeting Cycles & 80% Less Manual Work with ApexTech’s NSPB Implementation
The client is a top-of-the-line vacation club with 4,000+ members and luxury properties across 75 destinations. Their finance team oversees multiple entities and income sources from membership dues to real estate sales and booking fees. They realized they needed a planning system that could keep up with that complexity.
- Duration6 months
- Team4 engineers (NetSuite & EPM specialists)
- CompanyAccounting & Financial Planning Platform
- IndustryTravel & Hospitality
The Client
They started using NetSuite Planning and Budgeting Cloud Service (NSPB), which a consulting firm set up under a standard statement of work and the out-of-the-box configuration. While it met the basic requirements, the setup left little flexibility; even minor adjustments required a formal change order, which slowed report updates and limited the team’s ability to adjust forecasts.
Frustrated, the team returned to spreadsheets, sacrificing both efficiency and confidence in their data. That’s when they reached out to ApexTech, seeking a more adaptive NSPB configuration that reflected their real workflows and empowered the finance group to think strategically.
Project Goal
Make NSPB flexible, reliable, and truly useful for the way the finance team works.
Create tailored planning models right in NSPB to replace manual spreadsheets.
Make it easy for the finance team to update planning logic and avoid long approval processes.
More precise forecasting for things like membership tiers, seasonal demand, and multi-entity operations.
Improve data accuracy by tracking budget vs actuals in real-time and using automated consolidation.
Create a planning system that grows with the business and lets teams work together more smoothly.
The Challenge
Planning Models Didn’t Reflect the Business. The NSPB foundation was way too one-size-fits-all. It couldn’t keep up with how the team wanted to roll out forecasts—by membership tier, at the property level, or accounting for seasonal travel spikes. Such important drivers were flat-out absent.
Reliance on Spreadsheets. When NSPB fell short, the finance crew turned back to Excel to create the insights they needed. That added more manual hours, resulted in a messy version history, and broke down collaboration across the finance and operations teams.
Slow, Rigid Change Process. Making even small changes to the planning logic, like adjusting assumptions or creating new scenarios, meant going through NetSuite’s formal change order process. This made it hard to react quickly and adapt plans as the business evolved.
Low Confidence in the System. The finance team found it hard to trust the numbers, as data was distributed across multiple places, and there was no means for quick planning. As a result, it wasn’t helping the company move faster or make better financial decisions.
Our Solution
ApexTech stepped in to fine-tune the NSPB system so it matched the daily operations of the finance team. First, we modified the planning models to track genuine business drivers, simplified the workflows, and added the much-needed flexibility. The engineering team found the weak spots in the original setup and then reworked the system to support quicker updates, more accurate forecasting, and real-time visibility.
What We Did
Custom Planning Models
Redesigned the key planning models in NSPB to mirror real operations. These included tiered membership forecasts, expense planning for each property, and seasonal demand patterns. The finance team can now plan using vital data.
Flexible Logic Updates
Reconfigured NSPB to give the finance team more control. Now they can tweak planning drivers, alter assumptions, and adjust structures without external support.
Automated Consolidation
Integrated NSPB with the NetSuite ERP to allow for smooth data consolidation across different entities and currencies. Manual reconciliation steps vanished, and reports became timely and consistent.
Real-Time Budget vs. Actuals
Linked the NSPB dashboards to live ERP data. Now the team sees the latest insights on budget performance by department, business unit, and reporting period, all in one easy-to-navigate view.
Training & Ongoing Admin Support
Ran hands-on training sessions for internal users and provided admin support on demand. This way, the team has become confident in using the system, which, in turn, keeps growing and adapting to new needs.
Business Impact
01
40% Shorter Budgeting Cycles
Processes that previously stretched into weeks of spreadsheet work now close in days. Automated data consolidation and simplified workflows have compressed budgeting updates and forecasts. The team is busy analyzing rather than copying.
02
20% Increase in Forecast Accuracy
The finance team is now able to produce significantly more dependable forecasts using the live data from NetSuite and combining it with custom models designed for their unique operations. Senior leadership reviews and utilizes these projections with increased confidence.
03
80% Reduction in Manual Work
The project effectively eliminated the duplication and reconciliation of spreadsheets, allowing the team to focus on deeper analysis and long-term strategy.
04
Improved Agility for Scenario Planning
Now it’s possible to alter key drivers, like shifts in member tiers or changing travel demand, on the fly. Leadership can react promptly to new business realities, and the team can run what-if scenarios in real time.
05
Stronger Confidence in the Numbers
Finance, operations, and leadership all work from a single, verified data source, which speeds up alignment and decision-making across the entire organization.
Technologies Used
NetSuite Planning and Budgeting (NSPB)
This is the core platform for budgeting and forecasting, tailored specifically to the unique needs of the client.
NetSuite ERP Integration
Set up automatic data syncing from NetSuite ERP for up-to-date numbers.
Oracle EPM Tools
Used Calculation Manager and Smart View to add custom logic and connect seamlessly to Excel.
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Johnny Hsu
CEO at Ailumia Global Ltd
ApexTech has maintained a 95% sprint completion rate and resolved legacy bugs that have hindered the system's stability and UX. They've improved the platform's performance, maintainability, and scalability. Moreover, their positive attitude, professionalism, and communication have stood out.
Yi Sheng Liu
Former Engineering Manager at Labor Union
ApexTech's cutting-edge work improved UX, system uptime and reliability, and issue resolution rates. The team adhered to timelines, responded to needs, and communicated transparently via virtual meetings, emails, and messages. Their technical expertise and commitment impressed.
Vitaliy Grabchenko
Senior Manager, IT Engineering at Exclusive Resorts LLC
ApexTech has delivered numerous business-critical solutions for the client, including finance software, digital platforms, and booking engine functionalities. The team manages processes efficiently and exceeds the client's expectations. ApexTech meets deadlines and embraces new challenges.
Arthur Slobozhaninov
CEO at UNTK
ApexTech successfully completed the project within the designated timeframe, allowing the client to save time on recognizing all incoming emails. The team provided excellent support throughout the engagement and communicated effectively via virtual meetings, emails, and messages.
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