Background:

The Client operates in the Professional Services space. The Client’s Group comprises 108 companies, based in 85 countries, utilising 45 different primary currencies in the ordinary course of its business.

Prior to Bridgewey starting with the client, various migrations (complete and incomplete) had been commenced with.

Bridgewey’s primary brief was to resolve unexplained exceptional Fx Issues that were creeping into the financial data. Once the bulk of the FX issue had been dealt with Bridgewey was asked to migrate two large Billing entities onto the client’s NetSuite platform from QuickBooks – this process would resolve the final Fx issues coming from the use of different systems and different exchange rates for the same intercompany transactions.

Once migrated all subsidiary companies within the Group would be contained within NetSuite which would become the system of Primary Use and the Group’s Consolidation Platform.

Objective:

For the project team to become well versed in the use of QuickBooks and its data structure in order to be able to migrate data from QuickBooks to NetSuite.

To transition use from QuickBooks to NetSuite seamlessly, ensuring continuity in financial operations and enhanced system capabilities, with no downtime to be experienced with a complex billing schedule and timeline.

Scope:

  • Migrate data from QuickBooks to NetSuite.
  • Configure NetSuite to align with the organisation’s financial & operational requirements.
  • Train end-users on the system.
  • Provide technical support post-integration.

The Project

Identification of Stakeholders

All key stakeholders were identified, and the project team was established. During this phase, the project goals, scope, and expected deliverables were clearly defined.

A Gap Analysis

A gap analysis was conducted to compare current QuickBooks capabilities with the functionality offered by NetSuite. Upon completion, a comprehensive Project Charter and detailed project timeline were documented, discussed and formalised.

QuickBooks Data

The project team conducted an extensive assessment of the existing QuickBooks data. All financial transactions, customer and vendor records, and inventory details were extracted for review. Duplicate or redundant data elements were identified for cleanup. A structured mapping table of QuickBooks data fields to that within NetSuite was developed. This work produced a complete Data Mapping Document and a Data Cleanup Plan.

Configuration and Customisation

Core financial components in NetSuite, including the chart of accounts, fiscal calendar, and tax settings were established. Workflows and reports were tailored to meet business requirements, and integrations with external systems were configured where necessary. The outcome of this phase was an updated configured NetSuite environment with all required customisations and accounts included.

Data Migration

The project team prepared and cleansed the data, executed a test migration using a sample dataset, and validated the results for accuracy. This process was reiterated a number of times. Once the data’s validity, accuracy and alignment of fields from QuickBooks to NetSuite had been confirmed, the complete dataset was migrated into NetSuite.

Testing and Validation

Testing and validation activities were then conducted to ensure system readiness. Functional testing was performed to confirm that NetSuite operated as expected. Further data integrity checks were completed following migration of the data to NetSuite through the use of the established mapping table and reconciliations on a summary and detailed basis.

User Acceptance Testing (UAT) was facilitated to ensure that end-users approved the system’s performance and the data that had been imported into NetSuite. Testing reports and formal UAT sign-off were secured at the conclusion of this phase.

Go-Live

Prior to the Go-live phase, the project team developed comprehensive training materials and delivered training sessions to relevant user groups.

The project concluded with the execution of go-live activities. Real-time support was provided by the Project Team to resolve issues promptly, whilst system performance and user feedback were continuously monitored. The project achieved a successful go-live within the approved timeline and budget, supported by a structured post-go-live plan to ensure stability and continuity.

Result

The project achieved go-live status within the project timeline and budget.

There was no delay in the complex billing activities of the client following migration.

Reported results within NetSuite mirrored that of QuickBooks prior to the data being migrated.

Consolidated results of the Group could now be produced directly out of NetSuite.

The final remaining Fx issue was resolved, as Intercompany accounts were balanced up and the use of the Advanced Intercompany journal regime in NetSuite could be fully utilised with intercompany transactions.