Projective Group: 5x fewer expense errors with Rydoo's NetSuite connector

Projective Group is a financial services consultancy firm with 1,200+ people across Belgium, the Netherlands, Germany, the UK and beyond. They help banks, payment firms and insurers tackle complex finance challenges.

But as the team grew rapidly across different countries, their expense management process struggled to keep pace. Finance staff were firefighting currency mismatches, intercompany booking errors and manual import scripts, sometimes late into the evening before a month-end closing deadline. For a company that helps its own clients build world-class financial operations, it was a gap that was hard to ignore.

The team already had Rydoo in place, but tailoring Rydoo's NetSuite connector to their specific setup changed everything.

Challenge: errors, scripts and late-night closes

Before the NetSuite connector was tailored to their setup, Projective's finance team was caught in an almost inevitable cycle: expenses would sync, fail and pile up. The culprits were usually currency mismatches from staff on cross-border assignments, or intercompany bookings where an employee's subsidiary in Rydoo didn't match their active entity in NetSuite. Each failure meant a manual fix, and those manual fixes multiplied as the company expanded.

Jasper Verleyen, who bridges Projective's financial systems and makes sure they communicate cleanly, inherited this challenge when he joined three and a half years ago. At that point, error-resolution sessions would stretch late into the evening when a month-end closing deadline loomed.

Isabelle Crombag is the other half of the equation. As Projective's finance and expense approver, she handles approvals and reporting across several countries. For her, the problem went deeper than sync errors. She remembers the early days of tracking expenses manually, with physical receipts and Excel files. It was, in her words, simply crazy.

"Closing deadlines used to mean long evenings fixing errors. Today, with Rydoo's NetSuite connector, the process runs much more smoothly."

— Jasper Verleyen, Operations Lead, Projective Group

Why the NetSuite integration was a turning point

Tailoring Rydoo's NetSuite connector to Projective's setup, in close collaboration with Rydoo's Solutions Architecture team, became the real turning point for the company. That hands-on approach, rather than settling for a generic configuration, is what made it actually work for them.

The connector was configured for Projective's specific needs: multi-currency handling, intercompany resource bookings and cross-border assignment logic that their earlier configuration simply couldn't manage cleanly.

The result was a gradual but clear drop in errors, which fell five- to sixfold once the transition period had stabilised. What had been a stream of failed expense records became, on most days, a handful at most, and quick to fix.

"Everything is automated and connected, so data flows seamlessly between systems with minimal manual effort. At the end of the day, it's just pushing a button and letting the system do the rest."

— Jasper Verleyen, Operations Lead, Projective Group

The solution: end-to-end automation across cards, travel and approvals

The NetSuite integration is the backbone, but Projective's Rydoo setup extends well beyond it.

• Corporate card spend, for example, used to run through Soldo and had to be manually reconciled and imported into NetSuite. With Rydoo Cards, transactions land automatically, already categorised and ready for processing, and employees no longer need to worry about holding on to physical receipts. For the finance team, it means significantly less time getting card spend into the books.
• The Perk integration added another layer. Before, consultants would book travel manually, sometimes on their own cards, without clear proof of payment from the booking platforms or a link to the project. Now, every booking flows directly into Rydoo: the project is tagged and travel costs are flagged as billable to the client where applicable. Consultants also no longer need to front two or three thousand euros for client travel out of their own pocket.
• Auto-approval rules have reduced the manual approval workload by around 25%. Expenses below defined thresholds, such as a tram ticket under €10 or parking under €15, are automatically approved without Isabelle's intervention. The time she does spend on approvals goes on decisions that actually require human judgement.

The results: time back, errors gone, finance teams freed

Today, Isabelle processes more than 700 expense submissions every month. What once meant manually checking physical receipts and Excel files, and chasing sync errors that could fill entire reports, now flows through Rydoo with fewer than ten exception lines in a typical month.

For Isabelle, the day-to-day shift is just as significant as the numbers. Most month-end closes now run without incident.

For Jasper, the time recovered is concrete: four to eight hours per month that previously went on chasing errors and running manual imports are now available for work that actually moves things forward.

Where the team once faced dozens of failing records caused by currency mismatches, cross-border assignments and intercompany transfers, the monthly error report now typically shows fewer than ten entries, most of which are simple fixes, such as a closed project code.

The system has also changed how new employees experience expense management from day one. When a new joiner is created in the ERP system, they automatically receive their Rydoo login and onboarding instructions. No training sessions or manual setup required.

"For new employees, it's just a bit plug and play; download the app or the web version, and when they file an expense, they know how to find it."

— Jasper Verleyen, Operations Lead, Projective Group

What's next: AI policy assistant and further rollouts

Looking ahead, Projective is watching Rydoo's AI policy assistant closely. The plan is to load their expense policy directly into it, so employees can check in real time whether a receipt meets policy at the moment of filing, rather than finding out when it gets rejected.

For Isabelle, this would make an immediate difference. A significant portion of her approval time currently goes on rejecting expenses where employees haven't added the required attendees, a policy step that lets Rydoo calculate the cost per person for client dinners and team events. Employees often skip it without realising.

Projective is also assessing a Rydoo rollout to recently acquired entities, with the goal of bringing the same automated setup to new teams where it fits.

For a finance function that has come a long way from late-night error hunts and manual Excel reconciliations, the direction is clear: less friction, fewer errors, and a team that spends its time where it counts.