How Macadam transformed its Order-to-Cash process with Ufinity.

Macadam specializes in end-of-lease vehicle inspections and provides digital solutions for efficient fleet management to leasing companies and automotive manufacturers. With more than 700 employees operating across 24 countries, the company has evolved into a leading player and market leader in Europe.

Following a recent acquisition and expansion from 4 to 24 countries, there was a need for a scalable, unified, and controllable way to define, process, and manage revenue across all countries. To support this continued growth, Macadam wanted a better understanding of potential risks and how the Order-to-Cash process could be designed to be more efficient and scalable.

As in many organizations, billing processes had gradually evolved locally within each country. Although an ERP system was in place, it was solely used as a booking engine. The commercial logic (price calculations, service classification, invoice construction, etc.) was spread across Excel files and macros, without central oversight or ownership. There was no unified service catalog, no shared pricing, and no single source of commercial truth. Critical knowledge was not embedded in systems, but in the minds of key individuals.

What started as an ‘operational inconvenience’ grew into a strategic risk: scaling challenges became harder to address, the risk of revenue leakage and inconsistent billing increased, audits required disproportionate effort, reliance on key individuals grew, and international expansion became increasingly complex.

Macadam was not facing a system or tooling issue, but an architectural challenge. The core question was not which system should replace Excel, but what a healthy and scalable Order-to-Cash process should look like for a pan-European B2B service provider.

In addition, it was essential to evolve toward a centralized commercial data foundation: a “single source of truth” as the basis for further digitalization and automation.

Over a twelve-week period, our expert Thomas analyzed the entire billing landscape across five European countries.

We conducted in-depth interviews with local finance teams. We dove into Excel macros that were no longer understood, not even by its creators. We reconstructed the full logic behind pricing, billing, and revenue processing. We traced each operational event from start to finish and verified reconciliations. The focus was not so much on individual transactions, but on the underlying process architecture.

The result:

• a complete AS-IS diagnosis of the current O2C process
• an integrated architecture map of processes, systems, data, and responsibilities
• a modular TO-BE design built around seven process modules
• a central model for master data and commercial configuration
• a phased implementation roadmap with Belgium as pilot and Germany as parallel track
• a business case with clear KPIs and management reporting

Although the assignment formally ended with the delivery of a roadmap and business case, Ufinity went the extra mile. We ensured that Macadam not only gained a clear view of the ideal future state, but was also ready to execute the transformation.

• We defined concrete quick wins that can be implemented immediately
• We designed a governance model that can be rolled out in parallel
• We prepared a handover dossier enabling the internal teams and data engineer to independently execute the plan

In addition, the Steering Committee received a decision-ready package: not with theoretical recommendations, but with clear architectural choices, insight into operational risks, and a concrete, executable transformation plan, ready for phased implementation with internal ownership.

As companies expand internationally, local exceptions, temporary solutions, and knowledge that is not properly documented tend to emerge. What initially seems pragmatic, gradually evolves into a fragile ecosystem that becomes difficult to scale.

The key lesson?

Look beyond tooling alone: sustainable growth does not start with technology, but with a strong process architecture. Only when processes, data and responsibilities are clearly structured can technology fully unlock its potential.

This is how Ufinity helps finance departments reach peak performance: with processes that are not only more efficient, but also scalable, controllable and ready for further growth, digitalization and automation.

Is your finance department also struggling with fragmented processes, manual workarounds, or a lack of scalability? With the Ufinity Finance Scan, we map out your key risks, opportunities, and areas for optimization.

Get in touch, we’d be happy to walk you through it.