How Amigo Mobility saves four months of full-time work annually with AP automation in ERP

‍Amigo Mobility International, Inc., a leading manufacturer of personal mobility products, faced a familiar challenge: their accounts payable (AP) team was stuck in the weeds of manual work. 

Hours were spent processing invoices, and PO matching and approvals demanded too much time and effort. Accuracy suffered and the team struggled to focus on what mattered most – driving the company’s financial strategy.

The company needed a solution that would integrate seamlessly with NetSuite, automate repetitive AP tasks and improve data accuracy – freeing their team to prioritize high-impact work.

The Challenge: Manual invoice processing and lack of NetSuite purchase order integration

Amigo Mobility operates in industries like grocery, personal use, warehouse, industrial facilities and aviation. This diversity means their finance team handles a high volume of purchase order (PO)-backed vendor bills. But as the workload grew, inefficiencies mounted. 

Why? Their legacy invoice capture tool fell short.

The tool couldn’t extract line-level details from bills and POs or map PO item receipts accurately into NetSuite. This left the accounts payable team stuck:

• Manually touching and posting every vendor bill – a task often taking over 60 hours monthly.

• Working across two disconnected platforms, which increased the risk of data entry errors and slowed both matching of PO-backed bills and vendor payments.

• Managing approvals outside NetSuite, leading to process delays and bottlenecks – especially when approvers were out of office.

“We process a large number of PO-backed vendor bills, but our previous system couldn't handle line-level details or respect PO item receipts. We had to touch and manually post every single vendor bill.” – Ryan Maher, Director of Finance and Administration at Amigo Mobility

But how can a finance team grow if it’s stuck in manual tasks? Ryan knew his AP team needed a solution that would eliminate inefficiencies and give them control over their AP processes.

The Solution: Smart PO matching and vendor bill approvals – all within NetSuite

Amigo Mobility sought an all-in-one accounts payable automation solution that could handle high volumes of PO-backed vendor bills and approvals while making the most of their NetSuite ERP investment. No workarounds. No wasted time on repetitive admin tasks.

Amigo's key priorities for a new AP automation solution were: 

• Seamless, native integration with NetSuite

• Invoice and approval management right within NetSuite

• Ability to handle PO-backed and multi-PO-backed bills

• Accurate capture of item and expense line details

After evaluating a couple of options on the market, Ryan found AP automation solution by Zone & Co (previously Fast Four) stood out for its superior performance, ease of use and affordability.

“I reviewed all the major players in the space, and Zone’s AP automation solutions were by far the most performant. They integrate seamlessly within NetSuite and work so well, you would think they were part of core NetSuite." – Ryan Maher, Director of Finance and Administration at Amigo Mobility

Amigo Mobility chose ZoneCapture and ZoneApprovals – plug-and-play SuiteApps for NetSuite – to overhaul its manual vendor bill processing and approval workflows. The implementation was remarkably fast, with their AP automation fully operational within days.

Why Amigo Mobility chose ZoneCapture and ZoneApprovals

Zone’s AP automation solutions for NetSuite offered everything Amigo Mobility needed – full integration, accurate data handling and unmatched cost-effectiveness. Here’s what made the decision clear:

• Full integration with NetSuite: ZoneCapture and ZoneApprovals operate entirely within NetSuite, eliminating the need to switch between platforms – and all financial data stays in one place.

• Accurate data extraction: Powered by smart OCR and AI capabilities, ZoneCapture captures item and expense line details from invoices, processing PO-backed bills with precision. The system learns and adapts with every transaction, continuously fine-tuning AP workflows and reducing manual intervention.

• Streamlined invoice approvals: With ZoneApprovals approvers can act directly within NetSuite or via email – even non-NetSuite users. Approval matrices and bulk approval features further speed up the process, ensuring no delays or bottlenecks.

• Cost-effective implementation: At one-third the cost of competing solutions, ZoneCapture and ZoneApprovals deliver affordability without compromising functionality. The solutions help AP teams maximize their ERP investment, achieve a clear ROI and keep financials within their familiar NetSuite environment.

“The implementation process was extremely smooth. The Zone team did all the heavy lifting and kept us involved the entire way. Overall, it probably took a week to get fully implemented, maybe less.” – Ryan Maher, Director of Finance and Administration at Amigo Mobility

The Results: Time saved, costs reduced and audit-ready data in NetSuite

Amigo Mobility transformed its AP operations with ZoneCapture and ZoneApprovals, delivering impressive time and cost savings. The team now operates more efficiently, with streamlined workflows, improved accuracy and a centralized system for all AP tasks.

How Amigo Mobility uses ZoneCapture and ZoneApprovals

Ryan and his team use ZoneCapture for their Accounts Payable bill capture and processing. Vendor emails the invoice in a PDF format, ZoneCapture catches it and converts it into a NetSuite vendor bill. ZoneApprovals then routes the bill through a pre-configured approval hierarchy. This ensures each invoice is processed accurately and efficiently.

“Both our employees and vendors have voiced their love of the ZoneCapture product and the improvement over what we had previously.” – Ryan Maher, Director of Finance and Administration at Amigo Mobility

What results have they achieved?

• Gaining over 700 hours annually for strategic tasks: With ZoneCapture automating manual data entry and invoice posting and ZoneApprovals handling approvals workflows, the team now saves up to 15 hours weekly – or 720 hours yearly. That’s over four months of full-time work now redirected to initiatives like vendor analysis, process optimization and financial planning.

• Thousands of dollars saved annually: Amigo cut $10,000 in hard costs and saved even more in soft costs by reducing errors, preventing duplicate entries and avoiding late fees. With fewer manual tasks, the team improved vendor relationships, optimized working capital and drove financial efficiency.

• 75% faster bill turnaround and easier month- and year-end close: Using ZoneCapture’s smart OCR and AI capabilities, the team is now able to turn around invoices in about a quarter of the time they used to. Tasks that once took hours now take minutes. This speed ensures vendor payments go out promptly, improving throughput and making month- and year-end closes smoother and more accurate.

• Flawless PO line matching in NetSuite: ZoneCapture automatically matches invoice PO numbers with corresponding POs in NetSuite, pulling all billable lines directly into the vendor bill for review and validation. For Amigo Mobility, the results were immediate: PO line matching errors disappeared, NetSuite became a reliable single source of truth and the team gained complete confidence in the accuracy of captured transactions.

• Enhanced accuracy with split-screen functionality: ZoneCapture’s split-screen feature displays the Vendor Bill PDF alongside the corresponding NetSuite transaction. This allows Ryan’s team to verify and input data simultaneously – all within one screen. 

• Streamlined invoice approvals from anywhere: Whether on the go or in the office, Amigo’s team now processes approvals faster, avoids bottlenecks and stays on top of vendor payments – all within a seamless workflow. Approvers no longer need to log into NetSuite – they approve invoices directly via email on any of their devices (laptop, desktop or phone), with all the details they need, including amounts, due dates and attachments, in one place. And with an approval matrix in place, invoices are automatically routed through the right approvers, ensuring proper oversight without delays.

• Stress-free audits with full NetSuite integration: ZoneCapture and ZoneApprovals keep all AP operations in NetSuite. This eliminates system toggling, reduces data silos and provides real-time visibility. The team enjoys full control and a seamless, auditable process that boosts confidence during compliance checks.

“PO lines are now captured correctly every time, saving us hours each week. This was a game-changer for our AP operations.” – Ryan Maher, Director of Finance and Administration at Amigo Mobility

End-to-end AP automation in NetSuite for a growing manufacturing business

Amigo Mobility’s AP team has turned a corner. By automating manual tasks, they’ve gained hundreds of hours annually to focus on value-driven work. 

These changes go beyond efficiency – they’ve strengthened vendor relationships, ensured compliance and created a foundation for smarter financial decision-making.

What’s next? With streamlined processes and reliable data, Amigo is better equipped to scale its operations while maintaining financial control. For a growing manufacturing business, this transformation is key to staying competitive and agile in a fast-changing landscape.

“Zone & Co is an awesome company that seems to really care about their customers and products. They are constantly releasing enhancements and improving their products. The support is great on the rare occasion you need it. I cannot say enough good things about Zone.” – Ryan Maher, Director of Finance and Administration at Amigo Mobility

Ready to fully automate your financial operations in NetSuite like 3,000+ other finance teams? Schedule a tailored demo to explore how Zone can transform your procure-to-pay, order-to-cash, reporting and HR operation workflows, or try one of our ROI calculators and see the potential results for yourself.