Industry
Financial Services / Corporate Payments
Location
Melbourne, VIC
Services Supplied
NetSuite Implementation, Customisations, and Integrations
Solutions Replaced
Sun Systems (SunGL)
THE ORGANISATION
A global payments leader, bringing two divisions onto one platform
WEX Australia is the APAC arm of WEX Inc. (NYSE: WEX), a global leader in corporate payment solutions, fleet card management, and mobility services. The Australian entity operates across two distinct business divisions: a Travel division, which was already live and operating on NetSuite, and a Fleet/Mobility division that needed to be brought onto the same platform without disrupting the Travel business already running on it.
That distinction, one division live and in production, the other being introduced into the same environment, defined the entire approach of the engagement.
THE CHALLENGE
Expanding a live NetSuite environment without touching what was already working
WEX Australia’s Travel division had been operating on NetSuite for some time. The challenge was not replacing or reconfiguring it. It was introducing the Fleet/Mobility division into the same environment while preserving Travel’s BAU operations completely. Any configuration work for Fleet/Mobility had to be isolated from Travel’s existing processes, and the Fleet/Mobility team needed to be set up to adapt to and adopt the established practices the Travel team had already built in NetSuite.
This required a fundamentally different approach to a standard NetSuite implementation. Rather than building from scratch, OneKloudX needed to extend a live, operating environment in a controlled, non-disruptive way, using a proven methodology for exactly this scenario.
The specific pressures included:
THE SOLUTION
A proven methodology for expanding a live environment, applied with precision
OneKloudX approached the engagement through a structured sprint-based methodology, with formal gateway sign-offs at every phase and a dedicated Microsoft Teams channel per sprint to keep communication focused and accountable. The foundation of the entire delivery was a Subsidiary Hierarchy Modification (SHM), a methodology OneKloudX has developed and refined across multiple client engagements, including Movember and Gurner.
Subsidiary Hierarchy Modification
Before any implementation work could begin, OneKloudX executed a Subsidiary Hierarchy Modification to introduce the Fleet/Mobility subsidiary into WEX Australia’s existing NetSuite environment. This SHM framework, an OKX-developed implementation methodology, is specifically designed to extend a live NetSuite instance with a new subsidiary structure without disrupting existing operations. The result was a clean, properly segmented environment where Fleet/Mobility could be configured independently, and where the Travel team’s existing processes, roles, and data remained completely untouched.
Fleet/Mobility Configuration Built on Travel’s Foundation
With the subsidiary structure in place, OneKloudX configured Fleet/Mobility to align with and adopt the established practices already embedded in the Travel subsidiary. Rather than building a parallel way of working, the Fleet/Mobility team was set up to follow the same processes, structures, and disciplines the Travel team had already proven in NetSuite, with targeted configuration where Fleet/Mobility’s operational requirements diverged.
Custom Genesis Integration
The most technically complex integration of the engagement was Genesis, WEX Australia’s revenue platform. With no off-the-shelf connector available, OneKloudX custom-built an SFTP-based journal feed that automatically creates NetSuite GL entries on a scheduled basis, with full GL mapping from SunGL to GenesisGL including subsidiary and department segmentation. The integration went live on New Year’s Eve and ran without major issues from day one.
Coupa and Blackline Integration Advisory and Configuration
Coupa and Blackline were already integrated with the Travel subsidiary. OneKloudX advised on and configured the extension of both integrations to cover Fleet/Mobility, following the established integration patterns already in place for Travel rather than building new connections from scratch.
Two Years of Financial History, Migrated with Precision
Moving from Sun Systems to NetSuite required migrating monthly trial balance movements back to December 2022 across both primary and GAAP adjustment books, handling multi-currency bank positions, intercompany balances, and inactive chart of accounts entries. WEX Australia went live with a complete, auditable financial record from day one.
Custom Financial Controls and Governance Configuration
Additional scope included GL account approval workflows, financial segmentation, chart of accounts governance, and a custom supplier remittance form, giving Fleet/Mobility a tightly governed finance operations framework consistent with the standards already established in Travel.
THE RESULTS
Two divisions, one environment, and a go-live that did not miss a beat
From implementation kick-off to go-live in under five months, WEX Australia now operates both divisions on a single, properly structured NetSuite environment. The Travel team’s BAU was never disrupted. The Fleet/Mobility team went live with a system built to match Travel’s established practices. And the Genesis integration was live and running cleanly from New Year’s Eve.
A live environment extended, not disrupted
The Travel division’s BAU operations were completely preserved throughout the engagement. Fleet/Mobility was introduced into the same environment without a single disruption to Travel’s existing processes, roles, or reporting.
A custom integration built and live on day one
The Genesis integration, custom-built by OneKloudX with no off-the-shelf connector available, went live on New Year’s Eve and ran without major issues, automating GL entry creation that had previously required manual intervention.
One consistent way of working across both divisions
Fleet/Mobility was configured to adopt the established NetSuite practices already proven by the Travel team, giving both divisions a shared foundation rather than two parallel approaches to managing the same platform.
Two years of history, live from day one
A complete, auditable financial record dating back to December 2022 was live at go-live across both primary and GAAP adjustment books. No gap in reporting continuity, no manual reconciliation backlog.
Compliance and governance built in
Subsidiary restrictions, role-based access, and financial segmentation are embedded directly into the platform structure, ensuring each division operates within its own clearly defined boundaries.
Delivered on time, on budget
The full engagement, including SHM, custom integration, data migration, and all configuration, was delivered in under five months at $142,500 ex GST, with zero outstanding issues at project closure.
WHY ONEKLOUDX
A methodology built for exactly this kind of engagement
What made this engagement possible was not just technical capability, it was having a proven methodology for the specific challenge WEX Australia faced: extending a live, operating NetSuite environment with a new subsidiary without disrupting what was already working. OneKloudX’s Subsidiary Hierarchy Modification framework, refined across multiple client engagements, was designed precisely for this scenario.
On top of that, the sprint-based governance structure, with dedicated Teams channels per sprint, gateway sign-offs at every phase, and named accountable roles throughout, gave WEX’s Finance team confidence that each stage was fully tested and signed off before the project moved forward. And the WEX Finance team, led by Vandana Kapoor, was an engaged and accountable client-side partner from day one.
For organisations looking to expand an existing NetSuite environment, the WEX Australia project is proof that it can be done cleanly, quickly, and without disrupting the business already running on the platform.
