Qbtech Achieves Operational Excellence and Future-Proof Growth with NetSuite

About Qbtech

Founded
2002

Line of business
Medtech

Service solutions
NetSuite ERP

Web page
https://qbtech.com/

Outcome-focused ADHD care through groundbreaking technology 

Qbtech is the global market leader in ADHD technology, providing tests that are both CE marked and FDA cleared for use as an aid in the assessment and treatment evaluation of ADHD for people aged 6 to 60. The company is present in 14 countries, with offices in Sweden, the UK, Germany, and the USA. In 2024, Qbtech achieved the milestone of having supported 1 million patients with Qbtech tests. Their product, QbTest, has been recognised as the first and only digital technology to be recommended by the National Institute of Health and Care Excellence (NICE), marking an important milestone for Qbtech and representing a significant breakthrough in ADHD assessment.

Navigating the maze of global operations and multiple systems

Qbtech grappled with numerous challenges due to decentralised systems, which hindered their ability to scale financial operations effectively. The previous system environment caused difficulties with fragmented data, which made data aggregation cumbersome and led to reporting delays. These inefficiencies in financial operations required frequent manual interventions, which led to increased operational costs and reduced productivity. The lack of standardised processes across countries created operational silos, complicating the scaling of financial operations. Additionally, synchronising operations and communication across various time zones added another layer of complexity.

Recognising the need for a unified and scalable solution to keep up with their rapid growth, Qbtech embarked on the search for an ERP system that could consolidate their multi-entity and multi-region structure into a single, cohesive platform with a uniform general ledger. Instead of juggling separate systems and processes in different countries, they sought a scalable solution to streamline operations globally. The decision was made to implement NetSuite, and Qbtech chose to partner with Staria for the implementation, leveraging Staria's expertise and proven methodologies to ensure a seamless transition.

Andreas Nilsson, CFO at Qbtech, reflects on the journey:

Looking back, our operations were quite fragmented across different countries due to decentralised systems, which hindered us from scaling efficiently. Addressing this issue became a priority for the team, initiating the search for a unified and scalable ERP system. This process began before I joined Qbtech as CFO, and I'm very pleased with the team's decision to go with NetSuite.

A seamless transition to NetSuite

The implementation project kicked off in March 2023, and by January 2024, the go-live was successfully achieved. Throughout the entire project, Staria’s team worked closely with Qbtech to ensure a smooth transition and promptly address any issues that arose.

“The cooperation with Staria was excellent, and the entire project was agile. Joining the team in the middle of the ongoing project after the analysis phase meant I had to quickly get up to speed, and the Staria team was tremendously helpful. They worked flexibly and professionally, even with changing requirements and postponed go-live dates. We maintained a tight dialogue with the project team throughout the implementation process. Their ability to adapt to our evolving requirements and provide tailored solutions was instrumental in achieving our project goals. I can warmly recommend the Staria team for their reliability and exceptional customer focus,” says Nilsson.

Katja Louhema-Santasärkkä, Project Manager at Staria, shares her insights on the project and the keys to the successful collaboration between Staria and Qbtech: 

Good communication is essential for a successful implementation project. Open discussions allow us to combine perspectives from both Staria and the customer. At Staria, we bring the best practices for NetSuite, while the customer provides valuable insights into their operations. This collaboration ensures that the solution aligns perfectly with the customer's needs and drives project success. This was certainly the case with Qbtech’s project.

Clarity and visibility with one centralised system

Since going live with NetSuite, Qbtech has experienced significant improvements in their daily operations. The centralized system has made it easier to manage operations and reporting, providing a solid foundation for future growth. Nilsson reflects on the challenges they faced before implementing NetSuite and the improvements they have seen since:

"Before NetSuite, we lacked a proper system to map out our customers. Our customers mainly consist of doctors and clinics, and sometimes entire regions with multiple clinics. NetSuite's custom segments have been a massive help in understanding who is who and where they belong. Previously, we relied on a cumbersome Excel file.”

In addition to NetSuite, Qbtech implemented ZoneBilling, a borderless billing and revenue system built natively in NetSuite to support scaling, automating, and securing order-to-cash operations. “I am really pleased to have the billing module in place, as this allows me to break down our revenues and customers efficiently,” Nilsson points out.

Nilsson concludes, "Now, a year after the go-live, we are approaching a steadier phase, with many things falling into place. Adapting to the “NetSuite way of working” has required some time to transition from previous methods. It is expected that adjusting to a new system and work processes does not happen overnight, and Staria has provided great support for us throughout the post-launch period. We do feel confident about the efficiencies and reporting that we now have in place and know that NetSuite will continue to be in a crucial role in the future as Qbtech continues growing. "