Case Studies
SportsMed Physical Therapy
SportsMed Physical Therapy transformed their fragmented, Excel-dependent budgeting process into a streamlined, automated planning framework by implementing NetSuite Planning & Budgeting (NSPB) with Appficiency, reducing manual effort by over 70% while enabling real-time financial and operational insights across 50+ clinic locations.
Challenges
Manual, fragmented budgeting and reporting workflows
SportsMed faced significant operational and financial planning challenges that reduced the efficiency and reliability of its budgeting and management reporting processes. While actual financial data was available in the NetSuite ERP system, it had to be manually combined each month with operational data, such as patient volumes, FTE, SG&A details, and departmental assumptions, to support both actual and budget reporting. This recurring manual process was time-consuming, error-prone, and made it difficult to ensure consistent, reliable information across departments and clinic locations. In addition, any new reporting request required the team to collect data again from multiple sources and repeat the same manual effort, further delaying analysis and decision-making.
Lack of centralized operational and financial insight
Another challenge involved the fragmentation of financial and operational insights. While NetSuite ERP provided visibility into financial actuals, it did not capture non-financial metrics in a centralized way. Visitor data, FTE by clinic, and SG&A allocations were scattered across different systems and documents, making it difficult for leadership to gain a holistic view of clinic performance and identify trends that affected profitability.
Limited ability to run Forecast scenarios like 6+6 or monthly forecast
SportsMed also faced challenges in maintaining and updating multiple forecast scenarios, particularly the 6+6 forecasting method, which combines six months of actual results with six months of forecasted figures. After the annual budget was finalized, the organization needed the ability to track actual performance and reforecast throughout the year to maintain visibility into performance against budget. Leadership wanted flexible forecasting scenarios, such as 6+6 forecasts or monthly reforecasting, to continuously refine outlooks based on actual results. However, in the absence of an automated forecasting process, each forecast cycle required extensive manual effort, resulting in delays in decision-making and limiting the organization’s ability to respond quickly to changing business conditions.
Appficiency’s Solution
Integrated Financial Actuals from NetSuite ERP
To address these challenges, Appficiency delivered a comprehensive NSPB implementation tailored specifically to SportsMed’s operational and financial model. The solution began by integrating NetSuite ERP actuals directly into NSPB using the Data Exchange framework. Monthly trial balance data now flows automatically from NetSuite into NSPB, ensuring a single source of truth for all financial reporting. This automation eliminated the need for manual uploads and created a reliable foundation for month-end analysis and budgeting.
Tailored NSPB Application
Next, Appficiency implemented a tailored NSPB solution for SportsMed, including a custom planning application, a single chart of accounts with an alternative reporting structure for management reporting, key business drivers, and dynamic, standardized data-entry templates—replacing over 70% of Excel spreadsheets. Users can now capture operational and financial data through Smart View, automate forecasting and budgeting calculations, and manage multiple scenarios with ease. Appficiency also developed custom business rules based on business assumptions, working days, top-down planning, and historical trends and managed multiple scenarios with ease. This design enabled SportsMed to analyze performance with greater granularity, benchmark clinics more effectively, and generate accurate consolidated reporting, while significantly reducing the time and effort required for budgeting and forecasting.
Management Report Books for company and site level business insight
Finally, Appficiency delivered a comprehensive reporting package that provided leadership with timely and transparent visibility into clinic performance. This included P&L statements across actuals, budget, and 6+6 forecast scenarios; KPI dashboards; revenue and visitor analysis; Budget and Actual Bridge Analysis; SG&A and headcount reporting; and other operational insights. The reports were designed to be intuitive and easy to use, enabling SportsMed’s leadership team to make informed, data-driven decisions with confidence.
Leveraging NSPB’s robust reporting capabilities, Appficiency also developed standardized management reporting books that consolidate both financial and operational performance. These reporting packs are now used consistently by regional directors, executives, and investors to support performance reviews, management meetings, and strategic discussions.
Results
The implementation of NSPB transformed SportsMed’s budgeting and reporting processes into a streamlined, integrated, and scalable framework. Financial and operational drivers now live within a single centralized platform, allowing leadership to generate accurate insights without relying on spreadsheets or manual reconciliation. Monthly actuals are automatically integrated from NetSuite ERP, reducing cycle times and improving accuracy.
The introduction of automated business rules and the 6+6 budgeting capability has significantly improved the organization’s ability to plan and forecast with agility. Leadership now benefits from timely KPI-driven dashboards, clinic-level profitability views, and consolidated reporting tools that were previously difficult or time-consuming to produce. The NSPB model also provides a scalable foundation for SportsMed’s continued expansion, supporting new clinics, new specialties, and more complex planning needs in the future
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