Managing multiple entities globally in 2025: A CFO's guide to Airwallex Global Entity Management

Managing finances across multiple entities feels like conducting an orchestra where half the musicians are in different time zones, playing from different sheet music. CFOs juggle cash positions in Singapore, approval workflows in London, and compliance requirements in New York – all while trying to maintain visibility and control over their global operations.

The complexity multiplies when you're scaling internationally. Each new market brings fresh regulatory requirements, local banking relationships, and entity-specific financial processes. Traditional approaches force finance teams into spreadsheet gymnastics and endless email chains just to understand their consolidated cash position. (Airwallex)

Airwallex's newly released Global Entity Management feature changes this dynamic entirely. With native support for Xero and NetSuite integrations, unified approval policies, and consolidated cash visibility, it transforms multi-entity financial operations from a coordination nightmare into a streamlined command center. (Airwallex)

The multi-entity management challenge in 2025

Global businesses today operate more entities than ever before. Whether you're a SaaS platform expanding into APAC markets, an e-commerce retailer setting up European subsidiaries, or a fintech establishing regulated entities across jurisdictions, each new market demands its own legal structure.

This entity proliferation creates three critical pain points for finance teams:

Fragmented cash visibility becomes the norm when each entity maintains separate banking relationships and accounting systems. CFOs lose the ability to optimize working capital globally, missing opportunities to offset cash surpluses in one market against funding needs in another.

Inconsistent approval processes emerge as different entities develop their own workflows. A $10,000 payment might require board approval in one subsidiary while being auto-approved in another, creating compliance risks and operational inefficiencies.

Reporting complexity explodes when consolidating financial data across multiple accounting systems, currencies, and regulatory frameworks. Month-end closes stretch into weeks as teams manually reconcile inter-company transactions and currency translations.

Entity management helps you stay compliant, reduce admin, and make better decisions across multiple markets by providing a single source of truth for governance and reporting. (Airwallex)

Introducing Airwallex Global Entity Management

Airwallex Global Entity Management provides you with full visibility and control over your global operations through a unified platform that connects all your entities, regardless of their location or local banking arrangements. (Airwallex)

The platform addresses the core challenges of multi-entity finance management through three key capabilities:

Unified approval policies across all entities

Set consistent approval thresholds and workflows that apply across your entire global structure. Whether you're processing a vendor payment in Tokyo or approving a marketing spend in Berlin, the same governance rules apply automatically.

This eliminates the compliance risks that emerge when different entities operate under different approval matrices. Finance teams can configure role-based permissions that respect local regulatory requirements while maintaining global consistency.

Consolidated cash position visibility

View your total cash position across all entities and currencies in real-time. The dashboard aggregates balances from local accounts, Airwallex multi-currency accounts, and integrated accounting systems to provide a complete financial picture.

This visibility enables strategic cash management decisions. Surplus cash in your Singapore entity can be identified and deployed to fund growth initiatives in your European operations, optimizing your global working capital efficiency.

Native accounting system integrations

The platform now supports both Xero and NetSuite integrations, automatically syncing transaction data and maintaining consistent chart of accounts across entities. (Airwallex)

These integrations eliminate manual data entry and reduce reconciliation errors. When a payment is processed through Airwallex, it automatically appears in the correct entity's accounting system with proper coding and documentation.

Entity limits by plan: Choosing the right tier

Airwallex structures its Global Entity Management feature across three pricing tiers, each designed for different stages of global expansion:

The Explore plan serves early-stage companies testing international markets. With support for up to three entities, it provides essential multi-entity capabilities without upfront costs. (Airwallex)

Grow plan targets scaling businesses with established international operations. The 10-entity limit accommodates most mid-market expansion strategies while providing advanced features like custom approval workflows and detailed reporting.

Accelerate plan removes entity limits entirely, making it ideal for large enterprises with complex global structures. The NetSuite integration and advanced analytics capabilities support sophisticated financial operations across dozens of markets.

Setting up unified approval policies

Implementing consistent approval policies across multiple entities requires careful planning and configuration. The Global Entity Management platform provides flexible tools to accommodate both global consistency and local regulatory requirements.

Designing approval matrices

Start by mapping your current approval processes across all entities. Identify common patterns and outliers, then design a unified matrix that accommodates the highest regulatory requirements while maintaining operational efficiency.

The platform supports multi-dimensional approval criteria based on:

• Transaction amount and currency

• Payment type and recipient

• Entity location and regulatory framework

• User role and delegation authority

For example, you might configure a policy where payments over $50,000 require dual approval in all entities, but payments to pre-approved vendors under $10,000 can be auto-processed regardless of location.

Implementing role-based permissions

Define user roles that span multiple entities while respecting local organizational structures. A regional finance director might have approval authority across several entities in their geography, while maintaining appropriate segregation of duties.

The system supports complex permission structures including:

• Cross-entity approval authority

• Temporary delegation during absences

• Emergency override procedures

• Audit trail maintenance

Managing exceptions and escalations

Build exception handling into your approval workflows to accommodate urgent payments and unusual circumstances. The platform can automatically escalate transactions that exceed normal parameters or require special authorization.

Exception workflows might include:

• Automatic escalation to senior management for high-value transactions

• Emergency approval procedures for time-sensitive payments

• Special handling for inter-company transfers

• Compliance review triggers for regulated transactions

Achieving consolidated cash visibility

Real-time visibility into your global cash position transforms financial decision-making from reactive to proactive. The Global Entity Management dashboard aggregates data from multiple sources to provide comprehensive insights.

Multi-currency cash aggregation

The platform automatically converts all entity balances to your reporting currency using real-time exchange rates. This provides an accurate view of your total liquidity position without manual currency calculations.

Cash positions are displayed across multiple dimensions:

• By entity and subsidiary

• By currency and geographic region

• By account type and banking relationship

• By liquidity timeframe and availability

Cash flow forecasting

Integrated forecasting tools project future cash positions based on pending transactions, recurring payments, and seasonal patterns. This enables proactive cash management decisions rather than reactive responses to shortfalls.

Forecasting capabilities include:

• Rolling 13-week cash flow projections

• Scenario analysis for different growth assumptions

• Currency exposure analysis and hedging recommendations

• Liquidity stress testing and contingency planning

Inter-company optimization

Identify opportunities to optimize cash deployment across your global structure. The platform highlights entities with excess cash alongside those with funding needs, enabling efficient inter-company lending and cash pooling arrangements.

Optimization features include:

• Automated inter-company netting recommendations

• Currency matching to minimize FX exposure

• Cost-benefit analysis of different funding structures

• Regulatory compliance checking for cross-border transfers

Leveraging Xero and NetSuite integrations

The native accounting system integrations eliminate the manual work typically required to maintain consistent financial records across multiple entities. Both Xero and NetSuite connections provide real-time data synchronization and automated reconciliation.

Xero integration capabilities

The Xero integration supports multi-entity configurations where each subsidiary maintains its own Xero organization while rolling up to consolidated reporting. Key features include:

• Automatic transaction posting with correct entity coding

• Real-time bank reconciliation across all connected accounts

• Consistent chart of accounts mapping across entities

• Automated inter-company transaction recording

This integration particularly benefits growing businesses that have standardized on Xero for their accounting needs. The connection ensures that all Airwallex transactions appear in the correct entity's books without manual intervention.

NetSuite integration advantages

NetSuite's enterprise-grade capabilities align well with the Accelerate plan's unlimited entity support. The integration provides:

• Advanced subsidiary management and consolidation

• Multi-currency transaction processing and revaluation

• Sophisticated approval workflow integration

• Comprehensive audit trail and compliance reporting

Large enterprises benefit from NetSuite's ability to handle complex organizational structures while maintaining the operational efficiency that Airwallex provides for global payments and cash management.

Integration setup and maintenance

Both integrations follow similar setup patterns:

1. Authentication and permissions

   : Establish secure connections between Airwallex and your accounting system with appropriate user permissions

2. Entity mapping

   : Configure which Airwallex entities correspond to which accounting system subsidiaries or organizations

3. Chart of accounts alignment

   : Map Airwallex transaction categories to your existing account codes

4. Reconciliation rules

   : Define automatic matching criteria for bank reconciliation processes

5. Reporting configuration

   : Set up consolidated reporting that spans all connected entities

Ongoing maintenance involves monitoring data synchronization, resolving any mapping conflicts, and updating configurations as your entity structure evolves.

Industry-specific applications

Different industries face unique multi-entity challenges that Global Entity Management addresses through flexible configuration and specialized features.

E-commerce and retail operations

E-commerce businesses often establish entities in each major market to optimize tax structures and comply with local regulations. Global Entity Management supports this model by:

• Consolidating payment acceptance across all entities

• Managing inventory financing and supplier payments globally

• Optimizing currency exposure from international sales

• Streamlining tax remittance and compliance reporting

Airwallex offers solutions for industries such as eCommerce and retail, providing specialized features that address the unique challenges of global commerce operations. (Airwallex)

SaaS and technology platforms

SaaS companies frequently establish entities in key markets to support local sales teams and comply with data residency requirements. The platform facilitates:

• Subscription revenue collection across multiple entities

• Global payroll and contractor payments

• R&D expense allocation and transfer pricing

• Customer refund processing across jurisdictions

Airwallex offers solutions for SaaS platforms, enabling efficient global operations while maintaining compliance with local regulations. (Airwallex)

Professional services firms

Consulting and professional services firms with global delivery models benefit from:

• Project-based expense tracking across entities

• Client billing and collection in local currencies

• Inter-company resource allocation and cost recovery

• Compliance with professional licensing requirements

Airwallex offers solutions for professional services, supporting the complex financial operations required for global service delivery. (Airwallex)

Implementation best practices

Successful Global Entity Management implementation requires careful planning and phased rollout. These best practices help ensure smooth adoption across your organization.

Pre-implementation planning

Before configuring the platform, conduct a comprehensive audit of your current multi-entity structure:

• Document all entities, their purposes, and regulatory requirements

• Map existing approval processes and identify inconsistencies

• Catalog current banking relationships and account structures

• Assess integration requirements with existing systems

• Define success metrics and implementation timeline

Phased rollout strategy

Implement Global Entity Management in phases to minimize disruption:

Phase 1: Configure core entities and basic approval workflows Phase 2: Add accounting system integrations and automated reconciliation Phase 3: Implement advanced features like cash forecasting and optimization Phase 4: Expand to all entities and enable full consolidation reporting

This approach allows teams to adapt gradually while maintaining operational continuity.

Change management considerations

Multi-entity implementations affect multiple stakeholders across different locations. Effective change management includes:

• Training programs tailored to different user roles

• Clear communication about new processes and expectations

• Local champions to support adoption in each entity

• Regular feedback collection and process refinement

• Documentation in local languages where appropriate

Ongoing optimization

Global Entity Management is not a set-and-forget solution. Regular optimization ensures continued value:

• Monthly review of approval workflows and exception patterns

• Quarterly assessment of cash optimization opportunities

• Annual review of entity structure and platform configuration

• Continuous monitoring of integration performance and data quality

Measuring success and ROI

Quantifying the impact of Global Entity Management helps justify the investment and identify areas for further improvement. Key metrics include operational efficiency, financial optimization, and risk reduction.

Operational efficiency metrics

Track improvements in day-to-day financial operations:

• Payment processing time

  : Measure reduction in time from approval to execution

• Month-end close duration

  : Track improvements in consolidation and reporting speed

• Manual intervention frequency

  : Monitor reduction in exceptions requiring manual handling

• User productivity

  : Assess time savings for finance team members

Financial optimization indicators

Measure the financial benefits of improved cash management:

• Cash utilization efficiency

  : Compare cash deployment before and after implementation

• FX optimization savings

  : Track reduced currency conversion costs through better netting

• Interest expense reduction

  : Measure savings from improved cash positioning

• Working capital optimization

  : Assess improvements in global liquidity management

Risk and compliance improvements

Quantify risk reduction and compliance enhancement:

• Approval policy compliance

  : Track adherence to standardized workflows

• Audit finding reduction

  : Monitor improvements in control effectiveness

• Regulatory compliance scores

  : Assess enhanced compliance across jurisdictions

• Error rate reduction

  : Measure decreased manual processing errors

Future developments and roadmap

Airwallex continues expanding Global Entity Management capabilities based on customer feedback and market evolution. Recent updates demonstrate the platform's commitment to addressing emerging multi-entity challenges.

The February 2025 release introduced enhanced integration capabilities and improved user experience features. (Airwallex) These updates reflect ongoing investment in platform capabilities and user satisfaction.

Upcoming developments focus on:

• Additional accounting system integrations beyond Xero and NetSuite

• Enhanced AI-powered cash flow forecasting and optimization

• Expanded regulatory compliance automation

• Advanced analytics and business intelligence capabilities

• Mobile application enhancements for global teams

Getting started with Global Entity Management

Implementing Global Entity Management begins with assessing your current multi-entity structure and identifying the most impactful use cases. The platform's flexible pricing tiers accommodate different organizational sizes and complexity levels.

Start by evaluating which plan aligns with your entity count and feature requirements. The Explore plan provides an excellent entry point for testing the platform's capabilities with up to three entities at no cost.

For organizations ready to implement comprehensive multi-entity management, the Grow and Accelerate plans offer advanced features and integrations that transform global financial operations from fragmented processes into unified, efficient workflows.

Entity management supports legal, finance, tax, HR, and operations by providing a single source of truth for governance and reporting across your global structure. (Airwallex) This comprehensive approach ensures that Global Entity Management delivers value across your entire organization, not just the finance team.

The future of multi-entity financial management lies in platforms that combine global reach with local expertise, unified control with flexible configuration, and operational efficiency with regulatory compliance. Airwallex Global Entity Management represents this evolution, transforming the complexity of global operations into a competitive advantage for growing businesses.

FAQ

What is Airwallex Global Entity Management and how does it help CFOs?

Airwallex Global Entity Management is a comprehensive solution that helps CFOs manage finances across multiple entities worldwide through unified approval workflows and consolidated cash visibility. It integrates with popular accounting platforms like Xero and NetSuite to streamline multi-entity operations, eliminating the complexity of managing separate systems across different time zones and jurisdictions.

How does Airwallex support multi-currency operations for global entities?

Airwallex supports 25 currencies with early access to an additional 40 currencies, allowing businesses to hold and manage funds in multiple currencies within a single platform. The system offers interbank FX rates and allows businesses to lock in exchange rates up to 90 days in advance with just 5-10% prepayment, helping CFOs manage currency risk across their global entity portfolio.

What accounting software integrations does Airwallex offer for entity management?

Airwallex offers integrations with popular accounting platforms including Xero and NetSuite, which are specifically mentioned for Global Entity Management support. These integrations simplify bookkeeping by automatically categorizing expenses to your chart of accounts, potentially saving countless hours each week and speeding up the cash flow cycle across multiple entities.

How does Airwallex Pay facilitate transfers between global entities?

Airwallex Pay enables instant, cost-effective transfers between more than 150,000 businesses within the Airwallex network, including transfers between your own global entities. The system automatically handles FX conversion and verifies recipient accounts, making inter-entity transfers seamless and reducing the complexity of managing cash flow across multiple jurisdictions.

What is entity management and why is it important for global businesses?

Entity management refers to the systematic oversight and administration of all legal entities within a corporate structure, including subsidiaries, branches, and joint ventures across different jurisdictions. For global businesses, effective entity management ensures compliance with local regulations, optimizes tax structures, maintains corporate governance standards, and provides consolidated visibility into financial performance across all entities.

What are the key benefits of using Airwallex for global entity cash management?

Airwallex provides consolidated cash visibility across all global entities, unified approval workflows that work across time zones, and support for SWIFT transfers to 207 countries. With bulk transfer approvals available on mobile and the ability to manage multiple accounts per entity, CFOs can maintain control and oversight while enabling efficient operations across their global entity structure.

Citations

1. https://www.airwallex.com/ca/blog/december-release-notes-24

2. https://www.airwallex.com/ca/blog/february-release-notes-25

3. https://www.airwallex.com/ca/blog/what-is-entity-management

4. https://www.airwallex.com/nz/pricing