Customer Success Story: Jaeb Center for Health Research
How Protelo helped a nonprofit replace spreadsheet-heavy funding processes with connected financials, projects, timekeeping, resource allocation, and approval controls in NetSuite.
Building a Compliant, Efficient Financial Foundation for Clinical Research
KEY RESULT: Greater efficiency and faster response to complex regulatory and government-funding requirements
| At a Glance | |
|---|---|
| Customer | Jaeb Center for Health Research |
| Industry | Nonprofit clinical research and multicenter trial coordination |
| NetSuite Footprint | Financials, budgets, A/R, A/P, projects, time tracking, resource allocation, cases, HR and nonprofit functionality |
| Technology Ecosystem | Paycor and Teampay |
| Protelo Customizations | Budgeting and timekeeping; multi-tier and line-level approvals; notifications; RightCloud storage; automated vendor-bill creation from an A/P inbox |
| Business Outcome | Improved efficiency, stronger support for complex compliance requirements and faster response |
About Jaeb Center for Health Research
Jaeb Center for Health Research is a nonprofit coordinating center for multicenter clinical trials and epidemiologic research. Its longstanding areas of emphasis include diabetes and eye disorders, and its broader project portfolio also supports research involving neurologic conditions, cystic fibrosis and other health priorities.
Jaeb works with investigators, clinical sites, research networks and sponsors to coordinate studies that can improve patient care, and it supports the scientific community through public datasets
The Challenge: Complex Funding Requirements Managed Through Workarounds
Jaeb's existing ERP environment did not adequately support the nonprofit fund-accounting and government-funding requirements at the center of its work. Teams relied on spreadsheets and manual processes to bridge those gaps, adding effort to budgeting, timekeeping, project accounting and compliance reporting.
The organization needed to account for government salary caps, fringe rates, indirect cost rates and detailed project-budget rules. It also required resource allocation and time entry to align with a semi-monthly payroll cycle, while financial transactions followed clear, auditable approval paths.
Jaeb needed a platform that could:
- Support nonprofit and government-funded project accounting within the core system
- Connect financials, budgets, receivables, payables, projects and time
- Apply government salary caps, fringe and indirect cost requirements consistently
- Align timekeeping and resource allocation with semi-monthly payroll cycles
- Create multi-tier and line-level approval controls with timely notifications
- Reduce spreadsheet dependence and make compliance information easier to retrieve
Why Jaeb Chose NetSuite and Protelo
Jaeb selected NetSuite for its flexibility and configurability. The SuiteSuccess Social Impact foundation gave the organization a cloud platform for financial management, projects and nonprofit operations, while leaving room to configure the highly specific rules surrounding research grants and government funding.
Protelo translated Jaeb's regulatory, accounting and operational requirements into a practical system design. The implementation centered on standard NetSuite capabilities, then added targeted workflows, forms, notifications and automations where Jaeb's approval, budgeting and timekeeping processes required more precise control.
IMPLEMENTATION APPROACH: Unify core operations in NetSuite, then configure the controls required for funded research and nonprofit accountability
The NetSuite Solution
Protelo implemented a connected environment that brings Jaeb's financial, project, people and service information together while supporting the organization's specialized compliance requirements.
NetSuite Modules & Capabilities
- 1. Financial management, budgeting, accounts receivable and payable
- 2. Projects and budgeting for research-related financial oversight
- 3. Time tracking and allocation aligned with operating requirements
- 4. Nonprofit capabilities supporting funded programs and organizational reporting
- 5. Cases for structured request and issue management
- 6. SuitePeople HR for centralized employee information
- 7. Fixed Assets and Advanced Electronic Bank Payments
Controls Designed Around Jaeb's Operating Model
Protelo configured budgeting and timekeeping processes to reflect the way Jaeb plans, staffs and accounts for research work. Multi-tier transaction approvals, line-level approvals and automated notifications route activity to the right reviewers and provide a clearer audit trail for decisions.
RightCloud gives users cloud-based access to supporting documents connected with NetSuite records. Protelo also automated vendor-bill creation when invoices arrive at a designated accounts-payable email address, reducing manual intake and helping the finance team move bills into review more quickly.
A Connected Technology Ecosystem
NetSuite serves as Jaeb's central financial and project-management platform while Paycor supports payroll and workforce processes and Teampay supports spend management. Protelo also accounted for the transition from their ERP so Jaeb could preserve the information required for continuity and reporting.
The Business Impact
By moving critical processes into a configurable NetSuite environment, Jaeb has a stronger operational foundation for managing research funding, project activity and organizational accountability. The result is greater efficiency and an improved ability to comply with complex regulatory requirements and respond more quickly when information is needed.
More efficient financial operations: Connected budgets, transactions, projects and time reduce the manual effort created by spreadsheet-based workarounds.
Stronger compliance support: Configured rules and approval paths help teams address government salary caps, fringe, indirect costs and project-budget requirements consistently.
Faster response: Centralized data and structured workflows make it easier to retrieve information and respond to regulatory, financial and operational questions.
Clearer approvals and accountability: Multi-tier and line-level controls route transactions to the appropriate reviewers and preserve a more transparent record of decisions.
Streamlined accounts payable: Email-driven vendor-bill creation reduces manual invoice intake and moves bills into the approval process sooner.
OUTCOME: Jaeb replaced disconnected funding workarounds with a connected cloud platform designed for efficiency, control and nonprofit research accountability.
A Scalable Foundation for Research Operations
Jaeb's work requires scientific rigor and careful stewardship of research funds. Its NetSuite environment brings that same discipline to internal operations by connecting financials, projects, time, people and approvals in a single configurable platform.
With Protelo's targeted customizations and process guidance, Jaeb can spend less time maintaining manual workarounds and more time supporting investigators, research networks and studies that advance patient care.
Ready to Strengthen Nonprofit Operations with NetSuite?
Protelo helps nonprofit and project-based organizations implement, customize and support NetSuite across financials, budgeting, grants, projects, timekeeping, approvals and reporting. Our U.S.-based team combines NetSuite expertise with practical process guidance to build systems that improve visibility, efficiency and control.
Choosing Protelo means more than just NetSuite software – it means having a team of experts dedicated to helping you gain the full potential of NetSuite. Here’s how our team ensures a successful implementation:
- Expert Guidance: With decades of experience in NetSuite implementation, integration, and consulting, we know how to guide you through every step of the process.
- Tailored Solutions: We understand that every business is unique. That’s why we customize configurations to fit your specific needs – no matter what industry you're in.
- Proven Success: We don’t just implement software – we take the time to understand your business, delivering real results that help you get the most from NetSuite and improve your day-to-day processes.
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