Industry
Employment Services / NFP
Location
Victoria, Australia
Services Supplied
NetSuite Implementation and Customisations Services
Solutions Replaced
Tencia
THE ORGANISATION
Forty years of community impact
and a merger that raised the stakes
gforce Employment + Recruitment has spent more than 40 years making a meaningful difference in the lives of people across Geelong, Ballarat, Western Melbourne, and South-West Victoria. As a for-purpose community organisation with 200 to 500 employees, gforce’s work sits at the intersection of employment services, community support, and long-term social impact.
In 2025, gforce and MEGT, two organisations with remarkably aligned values and histories, announced their merger, effective 1 July 2025. The combined entity would be better positioned to serve employers, job seekers, and communities across Australia. But to do that well, they needed their financial operations to reflect the strength of that union, not the complexity of two separate systems running in parallel.
THE CHALLENGE
Two systems, one deadline,
and no margin for disruption
For any finance leader who has been through a merger, the challenge is familiar. Two charts of accounts. Two sets of processes. Two teams that each have their own way of doing things and a business that cannot afford to stand still while the transition happens.
The specific pressures included:
THE SOLUTION
A platform built for today and designed for what comes next
The decision to work with OneKloudX was straightforward. MEGT had a strong prior relationship with the team, and that existing trust meant the project could move quickly without the usual early friction of a new partnership. From kick-off, the engagement was collaborative, structured, and focused on outcomes not just deliverables.
A Unified Multi-Entity Architecture
OneKloudX built a subsidiary structure within NetSuite that accurately reflected gforce’s reporting entities with segment restrictions enforced per subsidiary and non-reporting entities locked down to prevent mis-posting. Critically, the architecture was designed with future acquisitions in mind, giving the combined organisation a platform that can absorb growth without requiring a rebuild.
Automated Accounts Payable
The AP function was transformed. Invoices now flow directly into the system via email or supplier portal; nothing gets lost in an inbox. OCR technology captures invoice data across all subsidiaries automatically. Duplicate invoice detection prevents double payments. The result is an AP team that spends its time on oversight and exceptions, not manual processing.
Policy-Driven Approval Workflows
Vendor bills are routed automatically in line with the organisation’s Delegation of Financial Authority policy. Approvers can reject bills, document reasons, and return them for correction. Approval delegation handles periods of leave without breaking the chain. The entire process is auditable, traceable, and no longer dependent on individual follow-up.
Supplier Controls and Payment Integrity
Changes to supplier bank details require approval before taking effect, a simple but critical control that protects against payment fraud. Automated remittance advice is sent to suppliers at the point of payment, reducing inbound queries and managing expectations proactively.
Real-Time Reporting and Financial Visibility
For the first time, the leadership team has a consolidated, real-time view of the entire organisation’s finances in one place. AP aging, fixed asset reports, customer aging by payment terms, and BAS and PAYG compliance reporting are all available on demand. Financial data flows directly into Cognos for CFO-level planning and forecasting, no manual extracts, no waiting.
“One thing that stood out immediately about gforce was the quality of their data. The finance team had done an extraordinary job preparing for this migration, it was exceptionally clean, and it made a real difference to the pace and precision of the entire implementation.”
– Sandy Kistas, NetSuite Principal Consultant, OneKloudX
THE RESULTS
Full visibility, real control, and a finance function built to scale
From kick-off to go-live in under four months, gforce and MEGT now operate as one, on one platform, with one version of the truth. But the real measure of success isn’t the timeline. It’s what the finance team can do now that they couldn’t before.
One Source of Truth
Leadership across both organisations now has a single, real-time view of consolidated finances, replacing disconnected systems with the clarity needed to make faster, more confident decisions.
Finance Teams That Run Leaner
Automated invoice capture, approval routing, and remittance advice have freed the AP team from manual processing, shifting their focus from data entry to financial oversight and strategic support.
Compliance Built In,
Not Bolted On
DFA-based approvals, supplier payment controls, and subsidiary restrictions are embedded directly into the system. Compliance no longer relies on individual vigilance, it’s enforced by design
“We came into this knowing the timeline was tight and the complexity was real. What we didn’t expect was how straightforward it would feel. We have visibility across the entire organisation now that we simply didn’t have before and the confidence that the system will grow with us.”
– Spiros Matsoukas, Group Chief Financial Officer, MEGT (Australia) Ltd
Reports When You Need Them
AP aging, fixed assets, consolidated financials, and BAS reporting are available on demand, without chasing the finance team, waiting on month-end, or manually aggregating spreadsheets.
CFO Visibility, Without the Wait
Live integration with Cognos means leadership has accurate financial data for planning and forecasting at any time, not just when the month-end pack lands in their inbox.
Ready for What Comes Next
The platform was deliberately architected to support future acquisitions, giving the combined organisation a finance foundation that scales with its ambitions, not against them.
“The difference in our day-to-day is significant. Approvals that used to require chasing are now automatic. Reports that took days to pull together are available instantly. The team is spending its time on work that actually matters.”
– Navanthi Gunasekara, Group Financial Controller, MEGT (Australia) Ltd
WHY ONEKLOUDX
The right partner makes all the difference.
MEGT’s prior experience with OneKloudX set the tone from the start. The trust was already there, which meant the project could focus on execution from day one. The delivery was collaborative and well-managed, with clear communication and a team that handled complexity without creating it.
For a finance team navigating both a merger and a system migration simultaneously, that kind of steady, experienced partnership isn’t a nice-to-have. It’s everything.
“The process was seamless and genuinely collaborative from start to finish. OneKloudX understood what we were dealing with: a merger, a tight timeline, multiple subsidiaries and delivered a system that didn’t just meet our needs today, but is ready for wherever we go next.”
– Nicole Smith, Finance Project Lead, Mergers & Acquisitions, MEGT (Australia) Ltd
