Transforming multi-entity finance at Aventum Group Ltd

Switching to us: Instant efficiency, real-time visibility

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

Instead of the previous lengthy 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 — a drastic improvement from the up to 45 days as was the norm before.

For the finance team, the transformation is even more dramatic. They’ve completely eliminated manual data entry into NetSuite by using our solution, 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 our solution, 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 card, 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 many growing businesses. Before switching to us, managing high volumes of on-the-go spend was a challenge for both finance and the wider team. Lost or misused cards posed security risks, and it was hard to detect fraudulent spend.

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.

Now, the story looks very different. At Payhawk, we immediately flag non-business expenses via transaction notifications so the finance team can freeze the cards and issue new ones to prevent misuse.

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. Expenses were submitted late, miscategorised, and manually reallocated across different systems, causing financial blind spots and delaying budget insight for decision making.

Now, they can view spend in real time across all entities, currencies, and departments. The finance team has instant visibility into global spend, allowing them to make informed decisions, prevent overspending, and seamlessly enforce policy compliance.

With an expanding workforce, the team at Aventum loves our solution’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. 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.