Industry
Not-for-Profit
(Healthcare)
Location
Australia
(Global Operations)
Services Supplied
NetSuite Discovery, Implementation, Customisations and Support Services
Solutions Replaced
Board, SAP Concur, and manual vendor onboarding forms
THE ORGANISATION
A global charity, modernising finance one engagement at a time
Movember is a global charity and not-for-profit organisation focused on men’s health, funding programmes across mental health, suicide prevention, prostate cancer, and testicular cancer. With operations spanning multiple countries and currencies, Movember’s Finance team relies on accurate, consolidated reporting to support funding decisions and donor accountability.
Over the course of a single relationship with OneKloudX, Movember addressed three separate, long-standing pain points across planning, accounts payable and vendor onboarding, each tackled as its own scoped engagement, but together adding up to a meaningfully modernised finance function.
THE CHALLENGE
Three different systems, three different breaking points
Like many growing non-profits, Movember’s finance tools had not kept pace with the complexity of its multi-currency, multi-entity operations.
Three separate areas of the finance function were each showing strain in their own way:
Budget constraints, common for a non-profit, meant Movember had been deferring action on these issues. What ultimately triggered the broader engagement was a goodwill gesture: OneKloudX resolved a Canadian tax and Airwallex integration issue for Movember on a free consultation call, well before any formal contract existed, demonstrating the kind of NetSuite expertise Movember needed.
THE SOLUTION
Three scoped engagements, one consistent delivery approach
Rather than one large, high-risk transformation project, OneKloudX worked with Movember through a series of clearly scoped, individually governed engagements, each with its own Discovery or scoping phase, its own fixed or time-and-materials pricing, and its own sign-off. This let Movember control pace and budget as a non-profit, while still building toward a meaningfully modernised finance environment.
CHAPTER ONE: PLANNING AND BUDGETING
From a Deprecated Connection to a Modern Planning Platform
OneKloudX ran a structured Discovery Phase across all key planning models, Revenue, Workforce, OpEx, CapEx, Balance Sheet, Cashflow Forecasting, and Standard Reports, capturing each requirement as a user story before implementation pricing was finalised. Implementation then delivered environment setup, scenario planning and version control, SmartView configuration, and both direct-input and trend-based Revenue and OpEx planning.
To address segmentation errors at the source, OneKloudX built custom validation rules for Department and Class segments directly into NetSuite transaction coding, reducing reliance on Finance catching and correcting mistakes after the fact. A showcase and train-the-trainer programme rounded out the delivery, giving Movember’s team ownership of the platform from day one.
CHAPTER TWO: ACCOUNTS PAYABLE
From a Failing Integration to Native Control
OneKloudX moved AP invoice capture natively into NetSuite via ZoneCapture’s Standard Activation for PDF invoice capture, configured across production and sandbox for all subsidiaries, removing the dependency on the unreliable Concur connection entirely.
Run concurrently, OneKloudX built a SuiteFlow-based AP Approval Process that routes invoices to the correct approver based on Movember’s Delegation of Authority, with re-routing capability and automated email reminders, supported by live cross-timezone training and offline documentation for Movember’s distributed team.
CHAPTER THREE: VENDOR ONBOARDING
From Manual Forms to a Connected, Validated Process
OneKloudX replaced Movember’s manual, form-based vendor onboarding process with a customised Global Vendor Onboarding Solution, connecting the full journey, from internal request through to vendor and bank record creation, into one structured NetSuite process.
Internal users now submit onboarding requests directly in NetSuite, letting the AP team check a vendor’s history before approving. Approved requests trigger an external form for the supplier to complete, capturing tax details, primary contact information, and bank details.
The form was customised around Movember’s banking setup: as a vendor enters their bank details, it automatically identifies whether they should be paid via JPM or NAB, routing the data to the correct payment method without manual work.
Once submitted, supporting documents are collected, attached to the record, and reviewed. On approval, NetSuite automatically creates the vendor record and its linked bank details, correctly attached to the right payment method.
THE RESULTS
A finance function rebuilt across the areas that mattered most
Taken together, the three engagements have removed [X hours/month] of manual effort from Movember’s Finance team and closed off the platform risks that come with running legacy and third-party-dependent systems, replacing them with a NetSuite-native environment built around how they operate.
A platform deprecation resolved, not patched
Rather than paying to extend a legacy Board connection that would eventually need replacing anyway, Movember now runs a modern, NetSuite-native planning platform. Removing a known future cost and risk in one move rather than deferring it.
Approval risk closed and cycle time cut
Every AP invoice is now automatically routed for approval based on Movember’s Delegation of Authority, with re-routing and reminders removing the risk of approvals stalling. As a result, invoices now move through approval without manual chasing, and the bottlenecks that used to stall payments have been designed out of the process.
A single, validated onboarding process
Vendor onboarding is now a connected process from request to approval, with bank routing to JPM or NAB identified automatically and no vendor record created without complete banking details. Onboarding time per vendor has dropped.
No more chasing a third party
AP invoice capture now happens directly in NetSuite. This removes the need for the SAP Concur connection, which failed repeatedly and needed constant manual fixes at month-end. It also solves a bigger problem: bills coded in Concur often synced back to NetSuite with the wrong or outdated information. This meant the team had to manually track down and fix GL coding errors every month. Now that bills are coded directly in NetSuite, that problem is completely gone.
Segmentation errors caught at the source
Custom validation rules for Department and Class segments now prevent incorrect tagging at the point of entry, rather than relying on Finance to catch and correct it after reporting. Reclassification entries, previously a recurring fixture of every reporting cycle, have dropped, giving Finance cleaner numbers from the first pass.
Three engagements, one consistent partner
Each project was scoped, quoted, and delivered independently, letting Movember control pace and budget as a non-profit while building toward a fully modernised finance environment.
WHY ONEKLOUDX
Trust was built before the contract was signed and reinforced with every engagement since
Movember’s relationship with OneKloudX began with a problem solved, as OneKloudX resolved a Canadian tax and Airwallex integration issue on a free consultation call, well before any formal engagement existed. That early goodwill gave Movember the confidence to bring OneKloudX in as their NetSuite partner across planning, accounts payable, and vendor onboarding.
From there, OneKloudX has run every Movember engagement the same way: a scoped Discovery or assessment phase to validate requirements and pricing, followed by tightly governed delivery with named accountable roles, project sponsor, account manager, project manager, solution architect, and consultant, visible to Movember at every stage.
For a non-profit balancing operational need against budget discipline, that combination of technical credibility and transparent, staged delivery is what has turned a single free consultation into an ongoing, multi-engagement partnership.
