How a Leading Medical Aesthetics Brand Cut Close Cycles by 40%

Background

Managing the finances of a fast-scaling multi-clinic brand is not a straightforward problem. The brand operates 50+ locations across the US and internationally with 15 legal entities, a membership-based revenue model, and clinic payments arriving through multiple gateways and modes simultaneously. Add an aggressive expansion roadmap, and the complexity compounds with every new opening. At that scale, the close process is only as strong as the systems behind it.

Founded over a decade ago, the brand pioneered its category and built one of the most recognized names in medical aesthetics. Keeping the finance function equal to that growth required a different approach.

The Challenge: Manual Work Slowing the Close

Running the finance close across 15 entities manually was taking considerable time, and the downstream consequences were serious.

Transaction matching across multiple data sources - clinic payment systems, accounting entries, AP records - demanded hours of manual effort every cycle. Pulling data from different systems, matching it accurately across 15 entities, and tracking who owned each step left little room for error and even less room for speed.

The delays did not stop at month-end close. Audit close was being pushed back as a direct result. Accountability across the finance team was difficult to maintain without clear visibility into where each task stood and who owned it.

"With data coming through multiple systems across 50+ clinics, the margin for error in manual transaction matching was real. We needed to close faster, but more importantly, we needed to close right."
- Fractional CFO/CAO

Why Consarc

The team evaluated its options and selected Consarc on two criteria that others could not meet.

Noa AI Agents that do the heavy lifting.  deciding factor was Consarc's Noa AI Agents: purpose-built agents that replace the manual work of matching transactions across different data sources. Whether the data comes from payment systems, accounting entries, AP records, or bank feeds, the agents pull it together, match it, and flag exceptions for human review. What previously took four days now takes four hours. Each agent is configured to the brand's exact operational reality across 15 entities.

Unlike orchestration tools that manage workflows, Consarc operates at the execution layer. Noa AI Agents are powered by an agentic data fabric that connects to any source system, normalizes data across entities, and enables multiple agents to work in concert to execute the full close cycle autonomously.

Support that does not stop at go-live. Consarc's Forward Deployed Accountants do not hand over a product and move on. They work alongside the finance team through implementation and well beyond, providing continuous support across the engagement. For a lean finance team managing 15 entities, which sustained partnership is not a nice-to-have. It is what made the difference.

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"Every vendor we looked at would deploy and move on. Consarc's Forward Deployed Accountants were live with us throughout the deployment. They worked alongside us to configure the agents to our environment and did not consider the job done until we were hitting the outcomes we came for. Post go-live, the support team has worked very closely with us, ensuring quick turnaround and prompt solutions to any query from our finance team."
- Fractional CFO/CAO

The Solution

Consarc's Transaction Matching and Financial Close modules were deployed across all 15 entities, powered by Noa AI Agents.

Transaction Matching Agents took over the manual workload of pulling data from multiple source systems, matching entries across the entity structure, and surfacing exceptions for the finance team to review and resolve. Work that previously consumed four days every close cycle now takes four hours.

Financial Close checklists moved the entire close process onto one platform. The finance team now has complete visibility into every open task, clear ownership at each step, and a defensible audit trail across every entity. Critically, the checklists allow the team to auto-reconcile schedules against the Trial Balance at any time - removing the manual back-and-forth that previously ate into close bandwidth and delivering a 2.5x improvement in close cycle efficiency.

Today, transaction matching and financial closea cross the brand's 15 legal entities run on Consarc.

"A 40% reduction in close cycle time across 15 entities is not a small thing. It changes what the finance team is able to do every month."
- Fractional CFO/CAO

What's Next

The brand is continuing its expansion across the US and internationally. With Consarc running transaction matching and close across all 15 entities, the finance function has the infrastructure to scale alongside the business, without reopening the complexity that slowed it down before.