Growing a business presents many challenges, especially when it comes to financial management. For Brad Queck, founder of Virtual IT, scaling his company meant finding the right accounting solutions to keep up with increasing complexity. After previously partnering with Advantage Insights to move from QuickBooks Desktop to QuickBooks Online (QBO), Virtual IT recently took another step forward by implementing Bill.com and Bill Spend & Expense to enhance their accounts payable and expense management processes.
The Need for a Better Financial System
Virtual IT, an Omaha-based IT services company, has been on a steady growth trajectory since its founding in 2013. As the company expanded beyond Nebraska into Kansas City, St. Louis, and Des Moines, so did its financial needs. Initially, Brad managed accounting himself using QuickBooks and later transitioned to an outsourced bookkeeping service. However, as business operations scaled, it became clear that more sophisticated financial management tools were needed.
After switching to QBO with the help of Advantage Insights, Virtual IT gained greater visibility into their finances. However, accounts payable and employee expense management still posed challenges. The existing process involved Capital One expense cards, which lacked spending controls and left room for unauthorized purchases. Employees sometimes fronted business expenses with personal credit cards, adding another layer of complexity. Seeking a solution that would automate payments, improve security, and provide better oversight, Brad and his team turned to Advantage Insights for guidance.
Transitioning to Bill.com and Bill Spend & Expense
Advantage Insights, led by Mary Ferry, recommended Bill.com as a superior alternative to their previous payment processor, Melio. While Melio had helped automate some payments, it had limitations, such as transaction caps and slow processing speeds. Bill.com provided two distinct solutions: Bill Management & Pay for handling accounts payable and Bill Spend & Expense for employee spending controls.
How the New System Works
- Invoice Management: Vendors send invoices to a designated email, where they are automatically entered into Bill.com. Advantage Insights then reviews, codes, and approves them for payment. Payments can be scheduled or processed immediately based on cash flow needs.
- Expense Management: Instead of using personal or uncontrolled corporate credit cards, employees now receive virtual or physical Bill Spend & Expense cards with predefined budgets and approval workflows. Purchases require receipts and are automatically categorized for accurate reporting.
By implementing Bill.com and Bill Spend & Expense, Virtual IT significantly improved its financial oversight. Automated workflows streamlined invoice approvals, prevented unauthorized spending, and enhanced cash flow predictability.
Overcoming Challenges and Seeing Immediate Benefits
Mike McQueen, Virtual IT’s Client Chief Information Officer, recalls the previous system’s inefficiencies: “We had subscriptions and vendor payments tied to individual employee cards. When an employee left, it created a mess trying to update payment methods and track charges.”
With the new system, vendor payments are centralized, and company expenses are pre-approved. Budgeting per department ensures better control over spending. Unauthorized transactions are auto-declined, removing the need for constant oversight.
Brad also noted how this transition eliminated the need for employees to pay out-of-pocket for business expenses, reducing reimbursement requests and ensuring financial discipline across the company. “It’s a game-changer,” he said. “Now, I don’t have to worry about employees using their own money or tracking down receipts. Everything is automated and accounted for in real-time.”
A Smarter, Scalable Financial Future
Since implementing Bill.com and Bill Spend & Expense, Virtual IT has seen measurable improvements in financial management, including:
- Stronger cash flow control: Monthly credit card spending averages $15K–$16K, and scheduled deductions prevent large end-of-month balances.
- Time savings: Instead of spending hours reviewing expense reports, the team logs in weekly to review transactions with minimal manual effort.
- Better vendor management: Payments are processed on time, preventing service disruptions caused by outdated card information.
- Scalability: As Virtual IT continues to grow, their financial processes are now equipped to handle increased volume without additional administrative burden.
Lessons for Other Business Owners
Brad’s advice to other business owners is simple: “Don’t wait—just get it done.” The hesitation to transition to a new financial system often stems from concerns about learning curves and potential disruptions. However, with the right expert support, the process can be seamless and highly beneficial.
Advantage Insights played a crucial role in ensuring a smooth transition. Their team not only handled the technical aspects of implementation but also provided ongoing guidance. A great example of this was when an invoice from a CPA firm got lost in an “offline state” within Bill.com. Instead of escalating the issue to Bill.com’s customer support, Mary’s team quickly identified and resolved the problem, saving time and frustration.
The Power of Fractional Finance Teams
Virtual IT’s journey highlights the value of having a fractional finance team. Many small businesses do not require a full-time CFO or accounting department but still need expert financial oversight. By partnering with Advantage Insights, Virtual IT benefits from monthly financial reviews, strategic planning, and continuous optimization of their financial processes.
With automated systems in place, Brad and his team can focus on what they do best—providing top-tier IT solutions to their clients—without getting bogged down by financial management challenges.
A Cutting Edge Approach
Transitioning to Bill.com and Bill Spend & Expense has transformed Virtual IT’s financial operations. Automated invoice processing, improved expense tracking, and stronger spending controls have created a more efficient, scalable, and disciplined financial system.
For businesses still relying on outdated accounting methods or struggling with expense management, Virtual IT’s experience serves as a clear example of the benefits of modern financial solutions. The key takeaway? Don’t wait to upgrade your financial systems—doing so can unlock new levels of efficiency, control, and growth.