How Vision Radiology cut 40 hours a month of expense admin across 24 clinic locations with Weel

Background

Vision Radiology is an independent diagnostic imaging group operating 24 clinic locations across Victoria. As a radiologist-owned, non-corporate business, the group provides bulk-billed medical imaging services, including X-ray, CT, MRI, ultrasound, and interventional radiology, to patients referred by GPs and specialists across metropolitan Melbourne and regional Victoria. Mark McCudden, Group Financial Controller, is responsible for financial operations across all group entities, including corporate card spend, policy compliance, and accounting reconciliation.

With 24 clinics and dozens of cardholders operating across the group, the infrastructure behind Vision Radiology’s expense program had to work. The system in place before Weel did not.

The challenge

Before Weel, Vision Radiology managed a $160,000 CBA credit facility across 60 corporate cards with no dedicated platform behind it. Individual clinics used separate debit cards, and the only oversight tool was a spreadsheet built in-house to match card numbers to transactions. Approvals ran through email chains: a cardholder would spend, an authority figure CC’d in to authorise. With 60 cards across 24 locations, that process was impossible to manage consistently.

A 48-hour receipt submission policy existed on paper. In practice, it was not working. And when cardholders did submit documentation, the detail often did not align with the group’s spend policies. Mark described the situation plainly: it was a nightmare. The finance team was constantly chasing receipts, and the ones that arrived were frequently non-compliant anyway.

“We were always chasing people and, let alone the ones that did provide the detail of the substantiating documents, it probably wasn’t within line with the policies that they should have been spending it on anyway.” - Mark McCudden, Group Financial Controller

The solution

Mark began evaluating platforms to replace the CBA credit facility and the manual processes behind it. He was initially uncertain about moving from a traditional credit card model to a prepaid card structure. That uncertainty resolved quickly once Vision Radiology was live on Weel.

The setup was straightforward. Mark structured the account around Weel’s budget feature, creating location-based segments mapped directly to Vision Radiology’s clinic network. Each location received its own budget with rules tied to the group’s chart of accounts, giving the finance team clear visibility of spend by clinic without any manual aggregation. Budgets, not individual cards, became the primary unit of control. Mark could rescind access, invite new users, and adjust spend limits at a location level as the group evolved, including when new clinics came online.

Receipt compliance shifted from manual follow-up to an automated process. Weel’s automatic reminders and card restriction workflow replaced the email chains that had been the group’s only enforcement mechanism. Cards without receipts were flagged and restricted without anyone on the finance team having to intervene. Vision Radiology also connected Weel to NetSuite via CSV export, a practical integration that gave Mark clean, structured data for the accounting system each period, without the cost of a direct native integration.

The results

Asked to quantify the time impact, Mark put the number at 20 to 40 hours per month, a figure he described as a conservative minimum. “If I had to try and quantify it, I reckon it’d be at least 20 to 40 hours a month minimum. And that’s not including accuracy.”

That last point matters. The time saving is significant for a group finance function managing 24 locations. But the improvement in data quality - fewer missing receipts, better policy alignment, cleaner coding against the chart of accounts - is harder to put a number on and equally important for the accuracy of Vision Radiology’s financial records going into NetSuite each period.

Month-end reconciliation, previously a manual process of cross-referencing spreadsheet data against bank statements, became straightforward. With spend organised by location-based segments and tied to specific chart of accounts categories, the data is already structured the way NetSuite expects it. The CSV export handles the rest.

The clearest sign of the shift is in how the process now runs day-to-day. A workflow that once consumed hours of follow-up each week - chasing receipts, verifying compliance, manually matching transactions - now largely runs without intervention. The 48-hour policy that never quite held has been replaced by a system that enforces it automatically, across all 24 locations, without Mark having to ask.

See how Weel works for your team

Vision Radiology’s story is a common one for finance teams managing spend across multiple locations: manual processes that worked at small scale stop working as the business grows. Weel replaces the spreadsheets, email chains, and policy gaps with a single platform that keeps every expense complete - automatically.

If your team is still chasing receipts or reconciling cards at month-end, book a demo to see how Weel works, or take the product tour at your own pace.