Delivering a low-risk NetSuite integration under constrained timelines for Instem

The Challenge

Following the acquisition of two competitor organisations, Instem needed to rapidly integrate finance operations and migrate multiple legacy systems into NetSuite while maintaining business continuity.

The acquired entities introduced significant complexity. Core finance and operational processes were undocumented, with a reliance on key individuals to manage critical activities. The accounting and reconciliation were also largely manual, resulting in inconsistent data.

There was limited alignment between finance and operational teams, and no defined target operating model for the combined business. In addition, constrained acquisition due diligence meant key risks and dependencies only became visible during delivery.

While the initial requirement was a system migration to NetSuite within a fixed timeline, it quickly became clear that success depended on stabilising processes, data and governance alongside the technical transition.

Solution

Org delivered a combined advisory and delivery-led approach, focused on stabilising the environment while progressing the integration.

The engagement began with a structured discovery phase to map finance and operational processes across the acquired entities and document the existing application landscape. This enabled identification of gaps between legacy processes and the target NetSuite model and established a clear migration scope.

Data migration and platform consolidation were delivered through a series of controlled iterations. Finance data was migrated from legacy Sage systems and spreadsheet-based environments into NetSuite, with trial balances mapped and financial structures rebuilt to align with Instem’s operating model. Multiple testing and reconciliation cycles were conducted to ensure data integrity despite inconsistencies in source data.

Org coordinated the acquisition, integration and managed dependencies across teams to enable a controlled transition. The shift to NetSuite was delivered within the agreed timeline while maintaining business continuity.

A structured governance framework was introduced to provide delivery oversight, clarify responsibilities and manage risk in an environment with limited documentation and variable stakeholder engagement.

Following go-live, Org supported the stabilisation of finance operations and transitioned into an ongoing NetSuite support model.

The Impact

• End-to-end integration delivered to deadline
  Successfully migrated both acquired entities onto NetSuite within the agreed timeline
• Business continuity maintained throughout transformation
  Enabled uninterrupted finance operations during migration and cutover
• Consolidation of fragmented systems into a single platform
  Decommissioned legacy systems, establishing NetSuite as the single source of truth across the combined organisation.
• Significant reduction in manual processing
  Reduced reliance on spreadsheet-based accounting and reconciliations, improving efficiency and lowering operational risk across finance processes.
• Improved visibility and control across finance operations
  Standardised financial structures and reporting, enabling clearer insight into performance and strengthening control across newly integrated entities.
• Strengthened governance and delivery control
  Introduced structured programme governance, clear accountability and delivery cadence.
• Accelerated transition from transformation to steady-state operations
  Provided post-go-live stabilisation and ongoing NetSuite support, enabling a smooth transition into business-as-usual operations and long-term platform optimisation.

Org also supplied two fractional finance resources to support BAU finance operations during this period of acquisition of integration and consolidation. This provided the client with experienced interim capability at a time of increased operational pressure, helping to maintain continuity across core finance activities while internal teams focused on integration priorities and strategic change.

The support enabled the organisation to manage increased workload and complexity without disrupting day-to-day financial operations, while also providing additional stability, oversight, and flexibility during the transition period.