Active Wellness manages fitness centers at 35 locations in the US. Carey White, CFO and Co-Founder, oversees financial reporting for both the company’s internal needs and client sites, ensuring accurate and timely numbers across the complex operation.
Drowning in Reports
The management of these fitness centers, from corporate campuses to community centers, requires unique reporting requirements for each site, further adding to the complexity.
Before Datarails, the process was grueling and time-consuming. Reports were built in Excel, adjusted by hand, and prone to breaking with every system update. A full reporting cycle for all 35 sites could take days, and still failed to adequately deliver accurate P&Ls and margins.
“Running a full set of reports for all 35 sites took days. By the time it was done, we still couldn’t get a complete P&L for each site with our revenue broken out, so we couldn’t calculate margin properly.”
The worst part? The process was so time-consuming that Carey and his team were buried in reports, leaving little room for analysis or bigger-picture initiatives. Efficiency was low, risk was high, and the team was running on sheer persistence (rather than process).
Datarails Saves the Day
When searching for a new solution, Carey prioritized flexibility, speed, and independence from outdated systems. Datarails delivered on all three.
Implementation was quick and smooth. Carey and his team replicated their existing reports and went live immediately, all without outside consultants. Almost instantly, they had what they’d been missing: full, accurate P&Ls for every site and for Active Wellness itself, generated in moments.
What used to take an endless amount of time now takes just a few moments. Saved the day.
Carey WhiteCFO & Co-Founder
Datarails gave Active Wellness the flexibility it needed for multi-location reporting. The platform updates automatically with every change, ensuring data stays accurate and current. Custom formulas allowed Carey to tailor reports and calculations as needed, while consolidation and filtering let him answer client or internal questions on the spot, no matter how complex.
I can be parked on the side of the road, pull out my laptop, and get what I need. Before, it would have taken dozens of steps for a simple answer.
Clarity, Confidence, and Cost-Effective
With Datarails, multi-day reporting cycles have become nearly instantaneous, giving the finance team room to focus on what matters most to them: proactive analysis.
Because we can now get the key reports out so quickly, we can actually start to analyze, and that allows us to be much more proactive.
The shift has also reduced risk. Updates that once threatened to break their reporting process are no longer a concern, and Carey knows that if Active Wellness changes accounting systems in the future, Datarails will connect seamlessly. The result is greater confidence, both day-to-day and long-term.
Positive ROI, absolutely. It was seamless, everything we needed was built in-house, no additional cost.
Built to Last
Freed from the grind of manual work, Carey and his team are now focused on strategic initiatives and future growth. With confidence in their data, they’re already exploring advanced analytics and budgeting within Datarails, knowing the platform will continue to support Active Wellness as it scales.
Datarails to us in one word? Indispensable.
Carey WhiteCFO & Co-Founder
