How Vision Radiology saved 40+ hours a month by replacing spreadsheets and bank cards with Weel

The challenge: managing spend across dozens of clinics with no real controls

Vision Radiology operates a large, multi-entity radiology group with clinics across multiple states. With dozens of cardholders and locations, managing day-to-day spend had become increasingly difficult.

Before Weel, the finance team relied on a mix of bank-issued debit and credit cards, email approvals, and spreadsheets to manage expenses.

“There was no platform,” says Mark McCudden, Group Financial Controller at Vision Radiology.“We’d built a spreadsheet template just to read card numbers and allocate spend, but it wasn’t cutting it.”

The approval process was manual and inconsistent. Staff were required to email receipts and CC an approver, but with so many users and cards, finance spent a significant amount of time chasing missing receipts and correcting errors.

Vision Radiology had a 48-hour receipt policy in place, but it wasn’t working. Finance was constantly chasing receipts, and submissions often required follow-up to meet internal requirements.

With over 60 cardholders, multiple businesses, and spend spread across locations, the existing approach wasn’t scalable and month-end was becoming increasingly stressful.

Looking for a better way to control spend

Vision Radiology began looking for a solution that could give them:

• Real controls over card spend
• A streamlined approval workflow
• Less reliance on email and spreadsheets
• Clear visibility by location and clinic

When Mark first encountered Weel, he admits he was unsure.

“I was probably dubious at first. It wasn’t a credit card, and that took a bit of getting my head around.”

But that perception quickly changed once the team started using Weel.

“It became very obvious that it didn’t need to be a credit card. Once you understand prepaid spend, you realise that’s actually what makes it flexible and agile.”

Why Vision Radiology chose Weel

What stood out most to Mark and his team was Weel’s budget-first approach.

Instead of managing spend by card or individual, Vision Radiology could create budgets by location, apply rules to those budgets, and tightly control how spend flowed through the business.

“That was the biggest win for us. Everything revolves around budgets - not users or cards. That’s exactly how we think about spend.”

Key capabilities that made the difference included:

• Budgets by location aligned to NetSuite segments
• The ability to restrict budgets to specific chart of accounts
• Easy creation, removal, and adjustment of budgets as clinics changed
• Clear visibility without needing complex training

“It was easy to set up, and the structure just made sense.”

A game-changer for receipts and approvals

One of Vision Radiology’s biggest pain points was receipt collection, and this is where Weel delivered immediate impact.

“Having receipts chased automatically, cards cut off, warnings sent - that was a game changer.”

Instead of finance manually following up with staff, Weel enforced the process automatically.

Today:

• 98.87% of expenses are completed within 30 days
• The average expense is fully completed in just 2.9 days

“The alerts, the receipt capture, the approval process - it’s brilliant.”

Approvals no longer rely on email CCs or manual checks. Expenses are automatically routed to the right approvers based on Vision Radiology’s rules, creating a clear audit trail and removing ambiguity around accountability.

Easy adoption across the business

Despite operating across multiple states and clinics, adoption across the business was straightforward.

“We didn’t need to do much training at all. It’s very user-friendly.”

Staff quickly understood what was expected of them. Receipts were submitted on time, approvals happened , and finance gained real-time visibility — without needing to chase or intervene.

This ease of adoption was critical in ensuring Weel delivered value quickly, without adding friction for clinic teams.

The result: 40+ hours saved every month

The time savings were immediate - and significant.

“It’s not even really comparable. You can’t equate what we were doing before to what we’re doing now.”

By replacing spreadsheets, emails, and bank-issued cards with Weel, Vision Radiology has eliminated hours of manual admin and reduced the noise around spend management.

Mark estimates the finance team is saving at least 40 hours per month - purely from removing receipt chasing, rework, and manual reconciliation.

“That doesn’t even include the accuracy improvements.”

With expenses now completed, approved, and coded correctly at the point of spend, month-end is no longer a scramble. Finance can confidently export clean structured data into NetSuite, knowing it’s already been reviewed, approved, and aligned to the correct location and account.

The outcome: control, clarity, and confidence at scale

By moving spend management into Weel, Vision Radiology replaced a manual, high-effort process with clear controls around budgets, receipts, and approvals.

Finance no longer spends time chasing receipts or validating approvals, and month-end reconciliation is faster, cleaner, and far more predictable.

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