How Wise Financial Consulting Transformed a Company’s Operations Through Complete Q360 Optimization

Introduction: When Systems Aren’t Used Correctly, the Entire Business Is Impacted

For project-driven and service-based companies, the ability to make sound decisions depends on accurate financial reporting, complete job cost visibility, and defined operational workflows. When any part of that structure breaks down, inefficiencies compound quickly.

Wise Financial Consulting recently partnered with an organization experiencing significant challenges due to incomplete use of Solutions360 (Q360). Despite the strength of the underlying business, gaps in system usage and accounting processes created major blind spots. This case study highlights how Wise helped rebuild the foundation, restore financial accuracy, and optimize operational performance through proper Q360 utilization.

The Challenge: Incomplete Adoption of Q360 and an Unstable Financial Backbone

During our assessment, several issues became immediately clear. The company was running its operations through Q360, but large components of the system were not being used correctly, or at all.

1. Financial Data Was Unreliable

Core accounting activities were either incomplete or entirely missing:

• Bank reconciliations had never been performed.

• Credit card transactions across multiple months had not been reconciled.

• Inventory had been posted into the wrong periods.

• General ledger beginning balances were incorrect going back to the prior year.

• Accounts payable posting and releasing had no structure, making cash flow unpredictable.

  
  

Without these foundational elements, leadership had no reliable financial visibility.

2. Job Costing Was Incomplete

Accurate job costing is one of the most important outputs of Q360. However:

• Employees were entering time in both Q360 and Gusto, creating missing hours.

• Job budgets were not reviewed or updated as projects progressed.

• Jobs were never formally closed.

• Over/under reporting was not well understood or utilized.

  
  

Because of these gaps, true job profitability could not be measured.

3. Workflow Processes Were Not Being Utilized

Several key workflows within Q360, designed to streamline operations, were not being followed:

• Billing steps were inconsistent or skipped altogether.

• Collections processes were nonexistent.

• Tasks were not being assigned or monitored in the system.

• Heavy credit card usage caused COGS and overhead to blend together.

  
  

This created operational inconsistencies and prevented timely, accurate reporting.

Wise’s Solution: Clean Up, Structure, and Optimization

Wise Financial Consulting approached the engagement with a structured plan focused on stabilizing the financial system, optimizing Q360 workflows, and training staff to sustain ongoing accuracy. We don’t just support Q360. We transform how companies use it.

1. Rebuilding the Financial Foundation

The first phase of work focused on correcting and stabilizing accounting data:

• Completed all outstanding bank and credit card reconciliations.

• Adjusted GL balances to accurate starting points.

• Corrected inventory timing to reflect the appropriate reporting period.

• Produced reliable financial statements for the first time in many months.

• Automated depreciation to post monthly.

• Coordinated with the CPA to finalize year-end adjustments.

  
  

This established the baseline needed for decision-making.

2. Restoring Job Cost Accuracy Through Proper Time Entry

To eliminate missing labor hours and incomplete costing, Wise moved the company entirely into Q360’s Resource Console for scheduling and time entry. With all hours captured in one system and approved before payroll upload, job costs now reflect the true labor effort.

Wise also trained team members on:

• Core job costing mechanics

• Proper budget management

• How to interpret and act on over/under reporting

• How workflows impact downstream financials

  
  

3. Implementing Structured Workflow Processes

To bring order and predictability back into operations:

• Jobs are now properly closed after completion.

• Billing follows a standardized workflow.

• A collection queue and follow-up process were created.

• AP posting and release follow a defined procedure.

• Credit card mapping is being corrected to properly differentiate COGS and overhead.

  
  

These improvements created consistency and removed the guesswork previously surrounding financial and operational tasks.

The Outcome: Clear, Accurate, and Actionable Financial Intelligence

Within months, the organization saw a measurable transformation:

• Accurate, reconciled financial statements

• Complete job cost data with no missing labor

• Reliable cash flow visibility

• Well-structured billing, AP, and collections processes

• Cleaner expense mapping for more accurate reporting

• Staff trained and confident in their use of Q360

The result is a business that now operates with clarity, control, and confidence. With accurate data and refined workflows, leadership can make decisions grounded in real-time financial truth, not assumptions.

Take the next step, reach out to our team today: https://tr.ee/C2MoTa_ZyT