Beijer Ref Group (Australia) Transforms Accounts Payable with ExFlow

8 Jul

Beijer Ref Group, Australia (Beijer Ref) a leading refrigeration and HVAC supplier, embarked on a multi-entity ERP consolidation with Microsoft Dynamics 365 beginning in 2019. Initially launched with a single entity, the D365 footprint has since expanded to cover nine business entities as of 2025. However, as the business scaled, the accounts payable (AP) function struggled to keep pace, bogged down by manual processes, inefficiencies, and increasing compliance risks.

What followed was a decisive transformation of AP-led by internal champions, enabled by ExFlow’s native automation, and guided by long-time partner Fusion5 Australia and SignUp Software, the creators of ExFlow.

The Challenge: Fragmented Processes, Growing Risks

When Salim Mohammad was promoted to AP Manager at Beijer Ref in late 2024, he inherited a disjointed, high-touch AP environment. Although ExFlow had technically been implemented earlier, most team members had not adopted it fully. Many preferred manual methods or defaulted to native D365 workflows, causing inefficiencies and compliance risk.

“Invoices were being emailed around with no traceability. Approvals were delayed, vendors placed us on hold, and our processes lacked consistency.”
Salim Mohammad, AP Manager, Beijer Ref

Meanwhile, Ashley Joiner, Beijer Ref’s Senior Business Application Specialist, had observed a different kind of misalignment – this time between system architecture and business scale. One of Beijer Ref’s largest entities, Kirby HVAC&R (Kirby), had previously used Basware for AP automation. When the team migrated to D365, automation was removed for the sake of standardisation across entities.

“Kirby had automation before. When we moved to D365, the recommendation was to keep everything manual – but that just didn’t hold up. They were too big, and the volume was too high.”
Ashley Joiner, Senior Business Application Specialist, Beijer Ref

Reactivating the Vision for Automation

The turning point came in early 2024, when an ExFlow Health Check led by Fusion5 and SignUp Software exposed critical gaps in training, system usage, and governance. When Salim stepped into the AP Manager role later that year, he was able to act on those findings and drive meaningful change

“From day one as AP Manager, I pushed to move everything into ExFlow. Manual processes were time-consuming, error-prone, and risky.”
Salim Mohammad, AP Manager, Beijer Ref

He led a structured retraining effort, introduced a policy restricting manual invoice processing (exceptions required prior approval), and rolled out dashboards and monthly team meetings to reinforce accountability. Adoption surged, and ExFlow usage became the new baseline for AP across the business.

Why ExFlow: Native Integration Built for Scale

Beijer Ref reaffirmed its commitment to ExFlow, a solution designed specifically for Dynamics 365. Its native integration stood out as a key advantage – embedding directly within the ERP environment rather than relying on external connectors or middleware.

“ExFlow doesn’t sit on the side of D365 – it sits inside it. That means better data integrity, no duplication, and no clunky handovers. We didn’t want something bolted on. We wanted a solution that felt like part of our ERP.”
Ashley Joiner, Senior Business Application Specialist, Beijer Ref

Trusted Partners, Strategic Enablers

Fusion5’s role throughout this process was more than technical. Working closely with SignUp Software, they helped Beijer Ref validate the solution fit, led training initiatives, and supported ongoing optimisation.

“Fusion5 really understands our business and our systems. They’ve been there since the beginning of our D365 journey and were instrumental in helping us evaluate the right fit.”
Ashley Joiner, Senior Business Application Specialist

“They don’t just deliver tech – they help us make the right strategic decisions. That’s been critical as we’ve grown.”
Ashley Joiner, Senior Business Application Specialist

Efficiency at Scale: The Proof in the Process

The impact was both immediate and measurable. Previously, processing ten invoices manually would take up to an hour. Now, the same task is completed in just 10 to 15 minutes. This leap in efficiency was driven by the automation of previously manual steps. For example, invoices received in shared mailboxes – once sorted and forwarded by hand – are now routed automatically into ExFlow through auto-forwarding rules. When combined with 3-way PO matching and automated posting, the result is a near “no-touch” workflow for high-volume suppliers.

“Now we know exactly where every invoice is – whether it’s in the import form, with an approver, or ready for payment. We’ve gone from reactive to proactive.”
Salim Mohammad, AP Manager, Beijer Ref

This automation wasn’t limited to the AP team. ExFlow’s flexibility also supported branch managers, many of whom did not have access to Dynamics 365. By approving invoices via web forms, they were able to participate in the workflow without delays or confusion — a win for both efficiency and compliance.

In parallel, the risk of duplicate payments was significantly reduced thanks to ExFlow’s built-in validation logic. Salim implemented a monthly reporting process that flagged potential duplicates across entities, further reinforcing data integrity.

Data Visibility, Audit Readiness, and Control

In addition to speed and accuracy, one of the most transformative outcomes has been the level of control and visibility achieved. Salim now tracks invoice status across all workflow stages – from import through to approval – and uses Excel pivot tables to monitor entity-level performance. These insights are shared with the team monthly to drive ongoing improvement.

“Before, we had no visibility. Now, we know where every invoice sits and who needs to take action. Audit readiness has gone from a weakness to a strength.”
Salim Mohammad, AP Manager, Beijer Ref

The transition has also instilled confidence across the broader business. Approvers have been trained, expectations are clear, and there’s a consistent escalation path for troubleshooting, starting with Salim and escalating only when needed.

Looking Ahead: Growth Without Bottlenecks

As of mid-2025, nine business entities are now operating on Dynamics 365, with the majority using ExFlow for AP automation. The rollout continues as new entities are brought in through a structured onboarding approach from entity health checks and training to policy enforcement and stakeholder coaching.

“We’re building a shared service model. Whether it’s a new hire or a new entity, we bring them in with the right tools, the right training, and the right processes.”
Salim Mohammad, AP Manager, Beijer Ref

The team is also exploring advanced ExFlow features, workspace analytics, and tighter integration with purchasing to further optimise upstream processes.

Conclusion

This is not just a story of process improvement – it’s a blueprint for how technology, leadership, and partnership can drive transformation. Beijer Ref turned a fragmented, high-risk AP environment into a model of operational control, transparency, and scalability.

“We’ve gone from manual, inconsistent processes to an automation model that actually supports growth. That’s what true digital transformation looks like.”
Ashley Joiner, Senior Business Application Specialist, Beijer Ref

“ExFlow helps with cost-cutting, time management, vendor payments, and preventing duplicates. If you’re using Dynamics 365 and want real automation, ExFlow is a must.”
Salim Mohammad, AP Manager, Beijer Ref

With ExFlow at the core, Beijer Ref is now positioned to scale confidently – and intelligently – into the future.

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