Transforming multi-entity finance at Aventum Group Ltd

Switching to us: Instant efficiency, real-time visibility

Since switching to Payhawk, the Group Finance team at Aventum has completely eliminated spreadsheets and manual processes.

Employees now simply submit expenses via the Payhawk app by snapping receipts in real time and categorising spend in seconds via the OCR. Once approved, they’re auto-reimbursed in a few days after line manager approval. And with Payhawk's Financial Controller Agent, the process goes even further — expenses can be submitted through chat, managers approve in one click, and the Agent automatically chases missing info. The result: Reimbursements that used to take weeks now happen in just days.

The transformation for the finance team is even more dramatic. Using Payhawk, they’ve completely eliminated manual data entry into NetSuite, saving over two weeks of admin work every month.

Alex Curme, Group CFO at Aventum Group, says:

Now, every expense flows seamlessly into NetSuite in real time. No more chasing receipts, no more delays… We’ve freed up weeks of work for our team, and we have complete finance visibility to support our decisions! Plus, our employees love it!

And the visibility really is all-encompassing. The Aventum team manages corporate cards, reimbursements, expense management, accounts payable, and most of their procurement through Payhawk, meaning all of their spend is easy to track in one place.

All of the above goes a long way toward simplifying the approval processes for everyone involved, too. Tim explains, “Line managers get an email each day with all their approvals in one place: fund requests, invoices, credit cards, etc. It saves a lot of time.”

Fraud prevention & financial control: Stopping misuse in minutes

Travel and entertainment are major costs for Aventum, including key client meetings, trips, and events.

Their story was no different from that of most growing businesses. Before switching to us, managing high volumes of on-the-go spend (including lost or stolen cards) was a challenge for both finance and the wider team.

Tim explains:

Credit cards from the bank were hard to use, especially when there were issues. You couldn’t adjust limits quickly or replace cards easily when they got lost.

But now, the story looks very different. With Payhawk, travel-related expenses are captured instantly and approved in one place, giving finance full visibility into trips and client events without the usual delays or paper trails. Non-business expenses are flagged automatically via transaction notifications, so the team can freeze cards and issue replacements in minutes.

And with Payhawk’s AI Agents, the protection goes even further — the Financial Controller Agent proactively spots suspicious transactions, chases receipts, and stops leaks before they spread, while the Travel Agent applies policy automatically, books trips, and generates complete audit-ready reports.

Multi-entity spend visibility: From two-month delays to real-time insights

Managing 11 subsidiaries across multiple countries meant Aventum needed a multi-entity management solution that could scale with them and offer complete insight over spend, even across borders. But before switching to us, the FP&A team faced a time lag before they could see actual spend across their entities.

The team recognised the need for a system to prevent late expense submissions and manual reallocations across systems, while eliminating financial blind spots and speeding up budget insights for decision-making.

Now, Aventum can view spend in real time across all entities, currencies, and departments — giving them one central view of global finances. And with the opportunity to let AI Agents further orchestrate approvals and requests across subsidiaries, the group can enforce policy seamlessly while local teams stay agile. The result? Finance finally gets one source of truth, without slowing growth.

With an expanding workforce, the team at Aventum loves Payhawk's scalability, too. It takes them just a few minutes to set someone up securely with a card (and controls). Plus, there’s no delay with card usage as the solution is so intuitive. At Payhawk, we also provide training videos and articles, again saving Aventum’s finance team time.

The collaboration across multiple entities is vital, too. Alex explains, “The US business spends in dollars and the UK spends in GBP, etc, but all in Payhawk. This means we can see the spend all in one place. Previously, entity spend was quite separate, but now we work across entities, letting teams cooperate and work together”

Tim describes:

As we scale, we need systems that scale with us. We’ve rolled out Payhawk to all businesses across the UK, Ireland, and the USA. It’s really helped us scale, as we can easily add new companies, credit cards, employees, etc., and just keep moving.