About the Client
The client manages its accounts payable (AP) and accounts receivable (AR) in Bill.com, a cloud-based platform that automates bill payments and invoicing, and runs its finances on NetSuite. With the two systems disconnected, the accounting team was doing the same work twice.
The Challenge
Running AP and AR across two disconnected systems created five problems.
Manual Data Entry
The accounting team entered invoice and payment information into both Bill.com and NetSuite by hand, which increased errors and wasted time.
Delayed Payment Processing
Payment statuses didn’t sync in real time, which delayed invoice processing and vendor payments.
Lack of Visibility
It was hard to get a complete view of payment workflows, cash flow and outstanding invoices across both platforms.
Time-Consuming Approvals
Approval workflows were slow because information had to be managed separately in each system, creating bottlenecks.
Inconsistent Data
Discrepancies between Bill.com and NetSuite led to reporting inaccuracies and less reliable financial records.
The Solution
LST Consultancy built a Bill.com NetSuite integration that automates accounts payable and receivable data flows between the two platforms.
Bill.com
Bills, approvals and payments
- Bill INV-2041Office supplies vendorApproved
- Bill INV-2042Logistics vendorPending
- Payment PMT-881ACH · 3 billsPaid
- Invoice AR-317Customer invoiceSent
API integration
- Field mapping
- Sync rules
- Validation
- Monitoring
Oracle NetSuite
AP and AR, in sync
- Vendor billsCreated without re-keying
- VendorsOne vendor record
- Payment statusUpdated in real time
- ApprovalsSynced from Bill.com
Automated Data Sync
Invoice, vendor and payment data sync automatically between Bill.com and NetSuite, removing double entry and reducing errors.
Real-Time Payment Status Updates
Payment statuses update in real time, so both systems always show accurate, current information and payments move faster.
Improved Visibility
A centralized view of financial transactions gives the accounting team clear insight into cash flow, outstanding invoices and payment history.
Streamlined Approval Workflows
Custom approval workflows in Bill.com sync automatically with NetSuite, speeding up approvals in a paperless process.
Accurate Financial Reporting
Consistent data across both platforms makes financial reports more accurate and supports better decisions and regulatory compliance.
How We Delivered It
We followed an Agile approach across seven phases.
Discovery and Planning
We defined the objectives and scope, identified stakeholders, gathered detailed requirements for workflows and data mapping, and built a project plan with milestones.
Solution Design
We designed the integration architecture and data flow, identified invoice, vendor and payment fields to map, and configured workflows, approvals and user roles.
Setup and Configuration
We set up API connections between Bill.com and NetSuite, configured payment methods, approval processes and sync rules, and implemented data mapping.
Data Migration
We migrated existing vendor, invoice and payment data, validated mappings to protect data integrity, and tested synchronization.
Testing and Quality Assurance
We ran end-to-end testing of invoices, payment statuses and approvals, followed by user acceptance testing (UAT) with stakeholders.
Deployment
We deployed the integration to the live environment, activated real-time syncing and trained users.
Post-Go-Live Support
We monitored performance, resolved issues, and used feedback to optimize the integration.
The project team included a project manager, business analyst, technical lead/developer, system administrator, QA analyst and a support team.
Obstacles We Overcame
AP integrations touch money and approvals, so the risks are specific. Here’s how we handled each one.
Data inconsistency
Challenge- Poor mapping or sync issues could misalign data between Bill.com and NetSuite.
How we solved it- Thorough data mapping and validation during setup, with regular audits after go-live.
Integration downtime
- Challenge
- The integration process could disrupt business operations.
- How we solved it
- We scheduled work during off-peak hours, created a backup system and tested thoroughly before go-live.
User adoption
- Challenge
- Employees might struggle to adapt to the new integrated system.
- How we solved it
- Comprehensive training, user guides and ongoing support.
Approval workflow delays
- Challenge
- Incorrectly configured workflows could delay invoice approvals.
- How we solved it
- Careful configuration and testing of workflows across both platforms.
API or sync failures
- Challenge
- Occasional API connectivity issues could interrupt data syncing.
- How we solved it
- Monitoring tools that detect sync failures quickly, plus automated error reporting for fast resolution.
The Results
The integration made AP and AR faster, more accurate and easier to see.
Speed and Efficiency- 80%
- reduction in manual data entry through automated syncing
- 50%
- faster invoice and payment processing with real-time status updates
- 60%
- faster approval workflows thanks to synced, automated approvals
- 70%
- increase in overall AP and AR processing efficiency
Accuracy- 90%
- fewer data entry errors from automated data transfer
- 85%
- decrease in accounting errors after integration
- 70%
- fewer financial reporting discrepancies, with synchronized data supporting more accurate financial statements
Visibility and Satisfaction- 90%
- adoption among finance and accounting teams
- 80%
- improvement in client and vendor satisfaction through faster payments and more transparent processes
Real-time visibility into financial data, improving decisions and reporting.
Key Takeaways
Stop entering data twice
Syncing invoices, vendors and payments delivers the fastest efficiency gains.
Sync approvals, not just data
Connected approval workflows remove one of the biggest AP bottlenecks.
Validate during migration
Checking mappings while moving existing data prevents problems later.
Monitor the sync
Automatic alerts catch API issues before they affect payments.
