Optimizing Certinia PSA to Power XenTegra’s PMO and Executive Insights
Client: XenTegra
Industry: IT Services and Consulting
The Challenge
XenTegra was managing complex client projects without the billing accuracy, operational visibility, and executive oversight needed to scale. They faced:
Billing Gaps: Certinia PSA aggregated time entries weekly/monthly, creating daily-level data gaps for Sage Accounting integration.
Duplicate Billing Risks: Lost Billing Events disrupted traceability and reconciliation.
Manual Reporting: Finance and leadership teams relied on time-consuming manual processes for billing and performance visibility.
Organizational Shift: XenTegra was restructuring into specialized practices (Modern Workspace, Modern Datacenter, Modern Applications, and Networking & Security) with a newly formed PMO, requiring a unified reporting and operational model.
The Solution
The Apricity Group delivered a full Certinia PSA optimization aligned with XenTegra’s transformation:
Root Cause Analysis – Identified billing data issues, traceability gaps, and access limitations.
Process Improvements – Prepayment options were adopted -- a shift in practice engagements.
Rebuilding & Automating Billing Events – Restored deleted Billing Events and added automation to prevent duplicates.
Improved Reporting & Reconciliation – Created queries and flows to ensure billing integrity and reduce manual effort.
Executive Dashboards – Delivered real-time dashboards with KPIs for revenue recognition, utilization, billing forecasts, and variance tracking.
Alignment with PMO – Integrated PSA workflows and reporting with the PMO’s new governance, ensuring consistent project tracking across specialized practices.
Results
Accurate Billing: Daily-level data matched Sage exports.
Risk Mitigation: Eliminated duplicate billing and improved data integrity.
Operational Efficiency: Manual reconciliation time cut by more than half.
Executive Insight: Leadership gained instant access to performance dashboards.
Organizational Alignment: PSA processes now reinforce the PMO’s standardized delivery model, supporting scalability and client satisfaction.
Client Testimonial
“The Apricity Group didn’t just fix our billing issues—they gave us a foundation for the future. The integration of executive dashboards and alignment with our new PMO structure has improved visibility, decision-making, and operational efficiency across all practices.”
— Lisa Milledge, Manager, PMO, XenTegra
About The Apricity Group
The Apricity Group is a trusted Salesforce and Certinia consulting partner, helping organizations optimize PSA and ERP solutions to drive efficiency, accuracy, and strategic growth.
