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How I
Stacked It
Introducing Open Box Software
Open Box Software is a trusted partner in the dynamic landscape of PropTech for the global Real Estate industry. Since 2001, they’ve provided high-profile clients with intelligent, practical, and cost-effective technology solutions. Their expertise includes custom development, digital transformation, data and analytics, MRI and Yardi support, Salesforce services, modern workplace solutions and more.
No matter the project’s size or scope, they are committed to delivering an exceptional experience, guided by their motto: “There’s always a better way.” Operating across seven entities in South Africa, the UK, and the US, they have offices in Cape Town, London, and New York.
Martin told us, “I am the Group Financial Manager and joined the company a year ago. After finding that NetSuite didn’t fully meet their needs, they transitioned to Xero two years ago. Over the last year I have focused on maximising automation, boosting efficiency, and delivering real-time FP&A insights to the management team.”
Here's the techstack Martin uses to scale Open Box Software's finance function:
Mayday for Month End:
Mayday has been instrumental in managing intercompany billing, multi-currency loans, related interest, and inter-divisional cost allocations. Despite our unique requirements, it has managed everything seamlessly, ensuring that all balances are accurate at month-end. Recently, prepayments and revenue recognition features were added, saving even more time and reducing our reliance on Excel spreadsheets to almost none.
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Datasights for Reporting
Datasights has improved our reporting by offering the flexibility to use Xero source data per transaction, whereas most systems only provide transactions in reporting currency. Kevin and his team were invaluable during setup. While we had to work around some challenges to ensure that we could use it for our unique needs, the end result is powerful Power BI dashboards for management accounts, financials, budget/trend analysis, consolidations, and more. These dashboards allow detailed analysis tailored to management levels and divisions, through access controls, saving four days of report preparation each cycle.
Projectworks for employee Timesheets, Projects, and Billing
Projectworks is central to our operations, projects, and timesheets. It offers superior access controls compared to Xero, ensuring appropriate access for time logging and other tasks. Project managers oversee team utilisation and timesheet approvals, while finance approves and posts to Xero. Integration with Xero allows the team to view invoices and payment statuses without needing direct Xero access. Additionally, Projectworks connects to Power BI for comprehensive tracking dashboards, further integration with payroll and Xero will enhance its capabilities.
Xero for Employee Expense Claims
While Xero Expenses are effective and cost-efficient for processing expenses, we are looking for a solution with better approval workflows. The challenge is finding an add-on that works in RSA, the UK, and the US. While there are many options for the UK and US, choices for RSA are limited. Airwallex seems ideal but doesn’t operate in RSA, and we manage numerous FX payments, intercompany transfers, and expense claims.
Microsoft Dynamics 365 for CRM
Microsoft Dynamics 365 CRM manages client information and forecasting. Integrated with Projectworks for project management, it connects to Power BI for comprehensive dashboards, though it is not directly linked to Xero.
Deel Local Payroll for Payroll
Deel Local Payroll is an excellent cloud payroll solution in RSA and the UK that integrates with Xero to post monthly payroll journals. It also connects directly with Power BI, allowing us to link payroll with timekeeping, projects (via Projectworks), and Xero. This integration helps us automate company, divisional, project, and customer P&L’s, ensuring all levels of our business remain profitable and efficient. We plan to start using the DEEL PEO service for our US based staff, which will mean our global payroll is in one place instead of across various different platforms.
Copilot, ChatGPT, Claude and Gemini for AI assistance:
We operate in a Microsoft environment, and so naturally I use Copilot in my daily workflow, as its in a secure environment. In teams its my note taker and meeting prep assistant. In Outlook its my email proof-reader and writing coach. In excel, I use the new excel agent to create financial models, valuations, customer analysis without having to build from scratch. As copilot is a secure environment I upload financials, contracts, Policies etc to gain further insights, assess risks and find errors. I use ChatGPT (free), Claude (Free), Gemini (Free), Copilot (Paid) to help with SQL and Power BI DAX coding when I get stuck. They act as a tutor, pointing me in the right direction when I’m trying to fix or automate a problem.
Power BI for Reporting
We use Power BI as our central reporting platform, pulling data from Xero, Projectworks (projects and timesheets), Dynamics 365, Deel Local Payroll (Payspace), and FX rates, to deliver interactive, real-time consolidated P&Ls, balance sheets and dashboards that combine actuals, budgets, forecasts and more.
This empowers our finance and operations teams across South Africa, the UK and the US to slice and dice results by division, customer, project, or employee, while automating previously manual P&L and intercompany processes for faster, data-driven decision-making. Access is fully customised, ensuring users only see the information they’re authorised to view.
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