Managing accounts payable (AP) in today’s business environment often involves manual processes, disorganized workflows and inefficiencies that can overwhelm your finance teams. If you use NetSuite, the right AP automation solution is critical to addressing these challenges and preparing your finance operation for growth.
Consider this: 56% of AP teams spend over 10 hours per week on manual invoice processing, while 82% still manually key invoices into their systems. These outdated processes aren’t just time-consuming – they create the potential for duplicate payments, late vendor payments and other issues. AP automation for NetSuite can help you eliminate these inefficiencies while aligning your financial operations with broader business goals.
This guide explores the critical factors CFOs, controllers and AP managers should evaluate when choosing an AP automation solution for NetSuite, from integration and error reduction to scalability and return on investment (ROI).
Integration with NetSuite
One of the most important factors in selecting an AP automation solution is its ability to seamlessly integrate with NetSuite. As the cornerstone of your financial ecosystem, NetSuite requires solutions that enhance its functionality without adding complexity.
SuiteApps vs. integrated vs. standalone solutions
NetSuite AP automation solutions can be broadly categorized into SuiteApps, integrated solutions and standalone applications. Each comes with its own advantages and limitations:
- SuiteApps: These are native NetSuite extensions that offer tight integration, quicker implementation and familiar user interfaces. Solutions like ZoneCapture, ZoneApprovals and ZoneReconcile fall into this category, ensuring that your AP automation solution works seamlessly with NetSuite’s workflows and interface.
- Integrated solutions: While not built specifically for NetSuite, these tools can connect through APIs or middleware. While they expand functionality, they may require additional setup or maintenance, increasing implementation complexity.
- Standalone applications: These tools operate independently of NetSuite and are often used alongside multiple enterprise resource planning (ERP) systems. However, they lack the streamlined user experience and native features of SuiteApps, which often requires finance teams to spend time cutting and pasting data or frequently switching between systems.
Benefits of NetSuite-specific accounts payable automation solutions
- Ease of implementation: SuiteApps like ZoneCapture are designed with NetSuite users in mind, reducing setup time and minimizing disruption.
- Data synchronization: Native integration ensures real-time data flow between systems, improving accuracy and reducing manual intervention.
- Streamlined user experience: Native SuiteApps leverage NetSuite's existing UI, eliminating the need to learn a separate platform and providing a seamless experience for end-users.
- Thorough testing and certification: Native SuiteApps undergo rigorous end-to-end testing and certification by NetSuite to maintain compatibility and seamless operation within the platform.
Real-world results
According to Veronika Vyalikh, Accounts Payable Accountant at enviolo, “We explored various options, but Zone & Co was the only one offering turnkey procure-to-pay solutions fully integrated with NetSuite. It feels like using NetSuite itself, not a separate SuiteApp. Each Zone SuiteApp is an extension of the tool we already use, not an additional layer of complexity.”
Reducing errors and improving accuracy
Errors in accounts payable processes can lead to costly issues such as duplicate payments, incorrect vendor records and time-consuming reconciliations. Accounts payable automation solutions designed for NetSuite, like ZoneCapture, leverage advanced technologies to minimize these risks.
Common errors and their impact
- Duplicate payments: With 63% of finance professionals having received duplicate invoices – and 33% reporting that they’ve actually paid them – it’s clear that manual processes leave room for error.
- Incorrect vendor coding: Misclassifications can cause delays and complicate financial reporting, further burdening AP teams during month-end close.
- Reconciliation challenges: Manual errors can add unnecessary time when you match invoices with payments, creating extra work and skewing your cash position.
How accounts payable automation for NetSuite solves these challenges
AP automation solutions like ZoneCapture use intelligent optical character recognition (OCR) and artificial intelligence (AI) to capture data precisely, reducing manual intervention and the potential for mistakes. With invoice automation, tasks such as NetSuite PO matching and multi-document processing happen much more accurately and efficiently than they do with manual processes, which can improve your visibility into cash flow and accelerate activities like month-end close.
Real-world results
According to one ZoneReconcile user on G2, “Another strong point is the accurate transfer of data. This ensures that errors in our records are minimized, enabling us to focus on core tasks without concerns about administrative mistakes.”
AP workflow automation and customization
The right AP automation solutions for NetSuite help teams automate approval hierarchies, configure custom AP workflow automation rules and handle approvals from virtually anywhere.
Key AP workflow automation features
- Approval routing and hierarchy setup: Automatically route invoices to the correct approvers based on predefined rules, reducing bottlenecks and maintaining compliance with internal policies.
- Custom rules and triggers: Create tailored workflows for invoice approvals, such as assigning GL accounts or flagging high-value transactions for additional review.
- Mobile approval capabilities: Give approvers the tools they need to act on invoices using email or mobile devices, improving responsiveness and efficiency.
Real-world results
EM de Jong used ZoneCapture’s custom workflows to automate GL account assignments and handle complex approval processes across its nearly 40 subsidiaries. “ZoneCapture is the perfect solution for anyone looking to simplify their procure-to-pay process in NetSuite,” said John Heesterbeek, Project Guide for NetSuite Implementation at EM de Jong Group. “It's user-friendly, reliable and backed by a great support team.”
A reviewer on G2 added that “ZoneApprovals makes managing approval easier, no matter how complex. You can set up approval workflows based on factors like budget limits, accounts, categories or locations, and manage multi-level approval processes. It also simplifies the entire bill and expense workflow with a new receipt capture feature.”
Scalability and growth support
Scalability is a critical consideration if your business operates in dynamic environments or is planning for growth. The right AP automation solutions for NetSuite excel in managing complex business structures, international transactions and high-volume invoice processing.
Scalability features to look for
- Multi-subsidiary handling: The ability to consolidate AP processes across subsidiaries helps you streamline workflows and maintain consistency across your financial operations.
- Multi-currency support: Scalable solutions can handle currency conversions automatically, simplifying operations for your global company.
- Volume handling capabilities: Robust tools must be able to manage high invoice volumes without impacting system performance.
Real-world results
Escalante Golf reduced its invoice processing time by 70%, moving from two and a half minutes per invoice to about 45 seconds. Since the company processes roughly 8,000 invoices per month, that represents hundreds of hours in monthly time savings they can use to scale their golf management operations.
Cost considerations and ROI analysis
The right solution will not only save time but also delivers AP automation ROI benefits you can measure, helping you justify the investment. Our ROI calculator can help you discover the potential returns you can achieve with an investment in AP automation.
Factors to consider
- Time savings: How much time does the solution save your team in processing invoices, approvals and reconciliations?
- Error reduction: What is the monetary impact of reducing errors, such as avoiding duplicate payments or late fees?
- Direct cost savings: Are there tangible savings in operational costs, such as fewer resources required for manual tasks?
- Optimizing your financial processes: Investing in AP automation for NetSuite can help you streamline your overall financial operation and drive ROI through strategic initiatives like procure-to-pay automation.
Real-world results
Amigo Mobility automated manual data entry and invoice posting with ZoneCapture and deployed ZoneApprovals to handle their approvals workflows, saving over $10,000 annually in direct costs while accelerating their bill turnaround by 75%.
Implementation and user experience
A solution that is easy to set up in your ERP, user-friendly for your teams and well-supported by your vendor can significantly reduce the time and effort it takes to gain value from your NetSuite AP automation solution.
Key considerations
- Setup time and requirements: Solutions with minimal setup requirements and seamless integration save you time and reduce disruption during onboarding.
- Training needs: Intuitive tools built on a familiar interface reduce the learning curve for your team and allow you to take advantage of AP automation quickly.
- Support quality and availability: Reliable customer support gives you the resources you need to quickly resolve any challenges you encounter during implementation or day-to-day operations.
Real-world results
In a recent case study, enviolo highlighted our support capabilities by stating, “The support from Zone’s professional services was and still is fantastic. The team provided detailed walkthroughs and is always available to answer questions, making the setup process straightforward even for someone without technical expertise.”
E-invoicing and automated invoice processing
E-invoicing and invoice automation are transforming accounts payable by digitizing the exchange of invoice information, reducing manual data entry and making it easier for your teams to comply with everchanging global regulations. By automating invoice processing within an ERP like NetSuite, businesses can accelerate approval cycles, minimize errors and route invoices for approval more efficiently.
Key benefits of invoice automation
- Improved accuracy: Automated data capture minimizes errors caused by manual entry, helping you keep accurate invoice records.
- Compliance with global standards: With e-invoicing, you can more easily adhere to international invoicing regulations, such as VAT reporting requirements.
- Faster processing: You can process and approve digital invoices faster than traditional paper methods, which helps you accelerate your payment cycles.
Invoice automation features to look for
- Integration with NetSuite: Performing e-invoicing and invoice automation functions natively within NetSuite helps you avoid the need for external platforms and makes your AP workflows more efficient.
- Modern capabilities: With tools like OCR, AI and three-way matching, you can automatically extract the information you need from invoices and verify it’s entered accurately – reducing manual work, errors and the potential for fraud.
- Approval automation: When your NetSuite AP workflow leverages predefined business rules to guide invoice approval, you can handle higher invoice volumes and simplify how you manage exceptions.
Real-world results
With ZoneCapture supporting their invoice automation initiatives, our customers report an 83% reduction in NetSuite invoice processing time, over 25 hours per week saved on AP tasks and 90% fewer errors from manual data entry.
Continuous updates and feature releases
A robust NetSuite AP automation solution isn’t just about solving today’s challenges – it’s about adapting to your future needs. Solutions with regular updates and feature releases ensure that your system evolves alongside changes in regulations, technology and business growth.
Key benefits of continuous updates
- Future-proofing: Regular updates provide new features and enhancements, helping businesses stay ahead of industry trends.
- Compliance: Updated tools ensure alignment with evolving regulations like VAT changes and electronic invoicing mandates.
- Improved functionality: Feature releases address user feedback, improving efficiency and resolving pain points.
Real-world results
ZoneCapture, ZoneApprovals and ZoneReconcile, our NetSuite accounts payable solutions, are designed to adapt to changing customer needs with regular updates that improve our OCR, bulk processing and compliance tools. To learn more about the frequency and process for our updates, or the advanced capabilities they provide, visit the Zone Knowledge Base.
A success story: How the right NetSuite AP automation solutions helped a manufacturing business scale
enviolo, a leader in manufacturing variable transmission systems for bicycles, faced challenges managing its procure-to-pay process within its ERP during a period of rapid growth. With manual workflows slowing down its operations, the company set out to find a solution that could automate invoice booking, approval workflows and bank reconciliation – all while seamlessly integrating with NetSuite.
By implementing ZoneCapture, ZoneApprovals and ZoneReconcile, enviolo achieved:
- Significant time savings: With automated invoice booking and bank reconciliation, enviolo’s AP team spent less time on repetitive tasks and focused more on strategic financial planning and improved compliance.
- Improved accuracy: Smart OCR technology and customizable rules improved the company’s data integrity across its financial processes.
- Streamlined workflows: With email-based and bulk approvals, enviolo simplified and accelerated its approval workflows for both NetSuite and non-NetSuite users.
- Scalability: Enviolo can now handle increasing transaction volumes without expanding its staff.
“ZoneCapture, ZoneApprovals, and ZoneReconcile have completely transformed our financial processes for the better. We’re more efficient, more accurate and better equipped to handle our growth without adding extra staff.”
– Veronika Vyalikh, Accounts Payable Accountant at enviolo
For the complete story, read the whole case study here or check out our case study page where you’ll find more customer stories.
A proven track record in NetSuite AP automation
The results enviolo achieved by deploying our solutions remind us that one of the most important considerations for a NetSuite accounts payable automation solution is your provider’s ability to deliver on its promises. That’s why it’s important to check the verified ratings and product reviews that real customers have left after they’ve had a chance to experience a product. For example, here’s what some of our customers are saying on G2 and SuiteApp.com:
“ZoneCapture has been a game changer for our workflow, boosting accuracy and efficiency…setting it up was easy and everyone is happy with how well the system works…I use ZoneCapture often and their customer support is fantastic.” – G2 Reviewer
"ZoneApprovals has transformed how we handle complex workflows, making them efficient and stress-free." – SuiteApp Reviewer
"ZoneReconcile’s scalability is excellent, with automated workflows that adapt seamlessly to increased transaction volumes, saving hours every week." – G2 Reviewer
We’re proud that our products consistently score highly and receive positive reviews, and we encourage you to explore more product reviews from our customers below:
· ZoneCapture reviews on G2 and SuiteApp.com
· ZoneApprovals reviews on G2
· ZoneReconcile reviews on G2 and SuiteApp.com
Transform accounts payable with AP automation for NetSuite
AP automation solutions tailored for NetSuite provide more than operational efficiency – they empower finance teams to drive strategic growth. With robust features, seamless integration and a proven track record, tools like ZoneCapture, ZoneApprovals and ZoneReconcile are reshaping how businesses manage their AP functions. It’s time to rethink your approach to AP automation – start by exploring how these solutions can fit into your workflow and elevate NetSuite AP automation.
If you’re ready to schedule a personalized demo with our AP automation solutions team, please contact us today. Or, if you’d like more information on how AP automation for NetSuite can help your business, please try our ROI calculator or watch our webinar now.
