Beijer Ref Group Transforms Accounts Payable with Truvio AP Automation

About Bejer Ref Group

Beijer Ref Group Australia, 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 Truvio AP's native automation, and guided by long-time partner Fusion5 Australia and Truvio.

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 Truvio AP Automation 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.

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.

Reactivating the Vision for Automation

The turning point came in early 2024, when an Truvio AP Automation Health Check led by Fusion5 and Truvio 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.

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 Truvio AP Automation usage became the new baseline for AP across the business.

Why Truvio AP Automation:
Native Integration Built for Scale

Beijer Ref reaffirmed its commitment to Truvio AP Automation, 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.

Trusted Partners, Strategic Enablers

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

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 Truvio AP Automation 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.

This automation wasn’t limited to the AP team. Truvio'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 Truvio'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.

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 Truvio 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.

The team is also exploring advanced Truvio AP Automation 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.

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