Client Snapshot
The Client is a $50M wholesale distributor with 200 employees. Its six-person finance team was responsible for month-end close, compliance, forecasting, and cash flow management. Despite strong growth, the finance department struggled with manual processes and delayed reporting that slowed executive decisions.
The Challenge
Closing the books took nearly two weeks every month, requiring late nights and weekend work from the finance team. Errors from manual reconciliations delayed reporting, and executives lacked timely visibility into cash flow. When auditors arrived, missing or inconsistent documentation created additional work, straining both staff and external relationships.
Leadership worried that as the company scaled, the finance team would not be able to keep up. Missed insights into cash flow risked operational disruptions, and compliance concerns threatened credibility with lenders and partners.
The breaking point came when an audit revealed documentation gaps that delayed the process and nearly resulted in a penalty.
The Solution
Delivered as an all-inclusive package, KEYSTONE combined software, managed services, 20 hours of monthly AI consulting, and continuous enhancements. Key capabilities included:
- Automated reconciliations across accounts, bank feeds, and subledgers.
- Variance analysis and anomaly detection to highlight risks.
- Audit-ready documentation generated automatically.
- Cash flow dashboards updated in real time for executives.
Implementation Journey
KEYSTONE was rolled out in four agile sprints:
- Sprint 1 (Weeks 1–2): Integrated QuickBooks and ingested historical financials.
- Sprint 2 (Weeks 3–4): Automated reconciliations and account matching.
- Sprint 3 (Weeks 5–6): Built variance reporting and anomaly detection.
- Sprint 4 (Weeks 7–8): Delivered audit templates and executive dashboards.
The Results & Benefits
Within six months, KEYSTONE delivered measurable improvements to finance operations:
| Metric | Before KEYSTONE | After KEYSTONE | Impact |
|---|---|---|---|
|
Close time |
12 days |
5 days |
60% faster |
|
Reconciliation errors |
Frequent |
-95% |
Accuracy improved |
|
Finance team productivity |
Flat |
+30% |
More capacity |
|
Cash flow visibility |
Delayed |
Real-time |
Faster decisions |
Beyond the numbers, executives gained confidence in financial reporting, and auditors noted the improved organization of records. The finance team reported lower stress and more time for strategic analysis.
Testimonial
“Closing used to take weeks and left us exhausted. Now it takes days, and the numbers are reliable. KEYSTONE gave us confidence in our reporting and freed time to focus on strategy instead of scrambling.” – CFO at a Private Equity Firm
Looking Ahead
The company plans to expand KEYSTONE with:
- Predictive cash flow modeling to anticipate liquidity needs.
- ERP purchasing integration for real-time spend visibility.
- Enhanced compliance reporting for future SOC1 and SOC2 readiness.
With monthly enhancements included, KEYSTONE will continue to grow with the company and support financial resilience.
