As a Midwest-based provider of HR and payroll solutions, B2E Solutions has built its reputation on helping clients navigate the complexities of workforce management. As the company continued to grow, so did the need for a more connected, efficient way to manage client onboarding and open enrollment. Rather than letting scattered tools and manual processes slow them down, the team chose to evolve. With Setuply, B2E brought everything into one place. Today, the company enjoys greater visibility, stronger collaboration, and a client experience that’s more streamlined and engaging than ever before.

  The Customer

B2E Solutions helps organizations simplify benefits administration through expert implementation support, open enrollment coordination, and flexible technology services that scale to meet their needs.

  The Challenge

B2E’s onboarding and open enrollment processes were fragmented across multiple platforms, creating inefficiencies and communication breakdowns. There was no standardized or enforceable process across the team, resulting in inconsistent project execution. Stakeholder visibility, internally and externally, was limited, and sales-to-implementation handoffs often lacked the context needed to ensure a fast, smooth start.

  The Solution

Setuply provided B2E with a single, centralized platform to manage every aspect of the client journey. With structured templates, intuitive dashboards, and built-in data forms, the team replaced spreadsheets and siloed tools with a streamlined, transparent system that keeps both internal teams and clients aligned.

  The Result

By consolidating tools and automating key steps, B2E has significantly reduced turnaround times, improved handoffs, and boosted client engagement. Weekly workflows are faster, project visibility is clearer, and every stakeholder is empowered to stay accountable and on track.

The Challenge: Disconnected Tools & Limited Alignment

B2E Solutions is known for delivering exceptional service to its clients. Behind the scenes, however, the team was contending with a patchwork of tools and processes that made it more difficult to maintain that high standard.

Project planning lived in spreadsheets, client communications were handled through a separate support platform, and meeting notes were stored in another tool. Team members often relied on their own methods to manage onboarding, resulting in inconsistent workflows and overlooked information.

Open enrollment brought additional complexity. Without a clear way to track where clients stood in the onboarding journey, reporting became a manual, time-consuming task. Capacity planning was largely based on instinct rather than data-driven insight.

At the same time, implementation representatives frequently encountered gaps in the handoff from sales to onboarding—delays that directly impacted the client experience.

As Jenae Ulbricht, B2E’s Implementation Team Manager, put it: When you're trying to manage and lead employees as processes happen in different platforms, it’s time-consuming and difficult.”

The Solution: A Unified Platform for End-to-End Visibility

Setuply introduced a new level of clarity and control for B2E Solutions by consolidating disparate tools, streamlining workflows, and providing the structure to operate more efficiently.

Today, all core onboarding and enrollment activities are centralized in a single platform. Project timelines, standardized templates, and dynamic data forms are embedded directly into Setuply, replacing manual spreadsheets and fragmented processes with cohesive, intuitive workflows.

“Setuply has provided a huge process improvement, enhancing visibility and accountability for my implementation reps,” noted Ulbricht.

The platform has proven especially impactful during open enrollment. Setuply’s real-time dashboard gives Janae and her team clear visibility into each client’s enrollment status, from initiation through completion, enabling more effective workload management and proactive planning. Pre- and post-enrollment surveys further empower B2E with the insights needed to refine processes and drive continuous improvement each season.

Striking a balance between structure and flexibility, Setuply supports both experienced project managers and team members without formal project management backgrounds. As Ulbricht explained: “While you may not be a project manager yourself, the Setuply platform still gives you enough structure to act like one.”

Client engagement has also improved. Through Setuply’s secure client portal, customers can monitor task progress, stay informed, and remain actively involved while B2E retains full control over what information is shared and when.

The Result: Accelerated Turnarounds, Elevated Client Engagement, and a More Empowered Team

B2E Solutions has transitioned from navigating a maze of spreadsheets and documents to operating within a unified platform. Weekly agendas, task management, and client communications are now seamlessly managed within Setuply, eliminating the need for downloads, long email threads, and time-consuming manual coordination.

“From just a weekly meeting agenda standpoint and the time it took to download, save, and send agendas to each client, you’re cutting that time in half with Setuply,” Ulbricht noted.

Internal handoffs have seen significant improvement. With Setuply’s data forms capturing essential client information at the outset, implementation representatives are no longer racing to track down missing details from the sales team. Most completed forms are now returned within 24 hours, a notable improvement from the previous two- to three-day turnaround.

At the same time, clients are more proactive. They are asking questions, completing tasks promptly, and maintaining responsibility for their part in the onboarding process without the need for frequent reminders.

In the words of Ulbricht: “The software really holds everyone accountable, internally and externally, without us having to have a conversation all the time. You’re taking the you out of it.”

Setuply has become a strategic partner in B2E’s ongoing growth. The two teams collaborate regularly, meeting monthly to review product updates and identify new opportunities to enhance operational efficiency. Looking ahead, B2E is exploring the automation of data parsing directly into the Setuply platform, enabling its implementation team to focus more time and attention on what matters most: delivering exceptional support to clients.