Maxio Scales Cash Flow Planning and Eliminates Manual Processes with Obol

The Problem

As Maxio scaled to serve thousands of fast-growing software companies, its finance team faced increasingly complex cash flow planning challenges. Managing expenses across hundreds of vendors, reconciling recurring costs, and forecasting cash in alignment with seasonality had outgrown spreadsheets.

To continue operating with confidence, Maxio’s CFO, Dan Owens, and his team needed a new approach.

One of the biggest challenges for Maxio was turning complex recurring costs and vendor payments into a reliable cash flow plan. With more than 250 vendors to reconcile, placeholders in spreadsheets, and seasonality affecting inflows, Maxio’s finance team struggled to maintain an accurate, real-time view of liquidity.

• Vendor payments had to be manually reviewed and categorized across 250+ vendors.
• Subscription and operating costs lived in multiple systems and were stitched together manually.
• ERP invoices created duplicate inflows months before cash arrived, overstating liquidity.
• Seasonal revenue swings were modeled using assumptions rather than live data.
• Board and investor updates required repeated spreadsheet cleanup before sharing.

Why It Was a Problem

• Time-intensive: Hours each month were lost to vendor reconciliations, recurring cost tracking, and correcting placeholders in spreadsheets.
• Prone to error: Duplicate entries from early renewal invoices and manual adjustments created noise in the plan and risked overstating liquidity.
• Limited visibility: Without automation, leadership lacked a real-time view of cash across vendors, recurring costs, and seasonality.
• Slow to support decision-making: Preparing board and investor updates required repeated spreadsheet work, which delayed the delivery of clear insights to executives.
• Not scalable: As Maxio continued to grow, the complexity of managing thousands of transactions and vendors made the manual approach unsustainable.

The Solution

Maxio’s finance team needed a single platform to streamline cash flow, automate repetitive tasks, and give their team confidence in the numbers. Obol became that platform, centralizing accounts and automating workflows so the team could focus on strategic decisions instead of manual reporting.

• Vendor automation: More than 250 vendors were automatically categorized with Obol’s rules engine, eliminating hours of manual tagging.
• Recurring cost integration: Recurring expenses were mapped into Obol, giving the team a live and accurate runway view.
• NetSuite alignment: Renewal invoices that previously caused duplicate entries were cleaned up automatically.
• Scalable workflows: Automations expand with new accounts, vendors, and growth without extra headcount.

Business Impact

Adopting Obol fundamentally changed how Maxio approaches cash flow planning. What was once a manual and reactive process is now a continuous, reliable system that supports both daily operations and long-term strategy.

• 250+ vendors automatically categorized, reducing the risk of misclassification and eliminating repetitive reconciliations.
• Recurring costs integrated, ensuring every subscription and operating expense is reflected in the plan with accuracy.
• Plan vs. actual discipline established, enabling the team to validate assumptions against real results and make course corrections earlier.
• Greater accuracy in liquidity planning, with duplications removed and seasonality reflected correctly.
• Scalability achieved, as Obol allows Maxio’s planning process to expand alongside company growth without requiring additional manual effort.