0:00 — Introduction and product overview — The presenter introduces himself as Clay with Pairsoft and frames the recording as a quick high-level overview of the company's accounts payable automation tool for NetSuite, called DocuPeak. 0:17 — Invoice intake and email alerts — Invoices arrive from vendors by email or mail. Payable users and approvers are alerted by email that they have items to process or approve, and from that email they can log into NetSuite or reach DocuPeak through an outside browser portal. 0:37 — Native NetSuite integration — DocuPeak is natively integrated with NetSuite, so the screens being shown are a NetSuite instance with DocuPeak running inside it. 0:48 — The accounts payable inbox — The AP inbox is where payables appear after OCR processing. It provides high-level information, caution flags for items needing special attention, duplicate checking, and notice of any purchase orders tied to a payable. 1:11 — Invoice detail and OCR data — Clicking into an invoice shows the scanned image of the document alongside the information the optical character recognition engine extracted, reducing the need to hand key data. 1:26 — Vendor and PO validation, two-way match — The vendor is validated, and any referenced purchase order is validated in real time to confirm it is real and active in the NetSuite instance. This constitutes the two-way match. 1:36 — Three-way match and a flagged variance — Item receipts inside NetSuite help automate the three-way match. In the example shown, a variance appears between the invoice and the purchase order: two line items are on the invoice, but only one is still active. 1:56 — Investigating the PO variance in NetSuite — The purchase order is opened in NetSuite to explain the variance. Three items were originally requested on the PO and two had already been billed against. 2:12 — Why the variance was caught — The variance was identified early by checking against NetSuite as the record of truth rather than relying on OCR-extracted data from the invoice. 2:22 — Resolving the variance — The purchase order can be sent back to the requester to handle the variance, routed into a workflow, or sent ad hoc to any user so the discrepancy can be discussed and resolved. 2:41 — Non-PO invoices and coding — For invoices without purchase orders, a magic wand button loads the expense accounts that need to be coded to the invoice, and an approval process can be built out for whatever scenarios arise. 3:03 — Visibility, search, and reporting — After payables are processed and sent out for approval, users can see who has them and how long they have held them, and can search and build reports. 3:14 — Creating the bill in NetSuite — As the last step in the process, DocuPeak creates the bill transaction inside NetSuite, updates the expense accounts for GL impact, and attaches the invoice with its historical information to the bill and to the vendor. 3:39 — Purchase order attachment and closing — Where a purchase order exists, the invoice is attached there as well and item receipts are updated. The presenter notes there is more to the product than shown, that full demos typically take about an hour, and signs off as Craig Simpson with Pairsoft.

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Demo: AP Automation for NetSuite

Key takeaways

Clay (identified at the end as Craig Simpson) of Pairsoft gives a roughly four-minute high-level overview of DocuPeak, an accounts payable automation tool built for NetSuite.
DocuPeak is natively integrated with NetSuite, so the AP inbox and invoice records are viewed inside a NetSuite instance, though users can also reach it through an outside browser portal.
Incoming vendor invoices arriving by email or mail are processed with OCR, and payable users or approvers are notified by email that items are waiting to be processed or approved.
The AP inbox surfaces high-level invoice information, caution flags, duplicate checking, and any purchase orders tied to a payable.
Vendors and purchase orders are validated in real time against NetSuite for two-way match, and item receipts in NetSuite support three-way match.
A worked example shows a variance caught because only one of two invoice line items was still open on a PO that originally had three items, two already billed against.
Non-PO invoices can be coded with a magic wand button that loads the expense accounts, then routed through a configurable approval process.
At the end of the process DocuPeak creates the bill transaction in NetSuite, updates expense accounts for GL impact, and attaches the invoice and history to the bill, the vendor, and any related purchase order.

Overview

This is a short demonstration of DocuPeak, an accounts payable automation product from Pairsoft built for NetSuite. The presenter introduces himself at the start as Clay with Pairsoft and signs off at the end as Craig Simpson, and describes the recording as a quick high-level overview rather than a full demonstration. He notes that a full demo typically runs about an hour and invites viewers to reach out to schedule one.

The workflow begins when vendor invoices arrive by email or physical mail. Those documents are processed by an OCR (optical character recognition) engine, and payable users or approvers receive an email alert that they have items to process or approve. From that email, a user can either log into NetSuite directly or use an outside browser portal to reach DocuPeak. Because DocuPeak is natively integrated with NetSuite, the screens shown during the walkthrough are a live NetSuite instance with DocuPeak running inside it.

The accounts payable inbox is where processed payables appear. It shows high-level information about each item, caution flags indicating anything needing special attention, results of a duplicate check, and a heads-up on any purchase orders tied to the payable. Opening an individual invoice shows the scanned image alongside the data OCR pulled off the document, which reduces the need to hand key information. The vendor is validated, and if a purchase order is referenced it is validated in real time to confirm it is real and active in the NetSuite instance — that is the two-way match. Item receipts already in NetSuite are used to help automate the three-way match.

Much of the walkthrough is spent on a concrete variance example. An invoice shows two line items, but DocuPeak flags that only one of them is still active. Opening the purchase order in NetSuite shows three items were originally requested and two had already been billed against, which explains the variance. The presenter's point is that the variance was caught early not by relying on OCR-extracted data but by checking against NetSuite as the record of truth. From there the PO can be sent back to the requester, routed through a workflow, or sent ad hoc to any user to resolve.

Invoices without purchase orders are handled separately: a magic wand button loads the expense accounts that need to be coded to the invoice, and an approval process can be built out for various scenarios. Once payables are processed and sent for approval, the tool provides visibility into who holds them and how long they have held them, along with search and reporting. As the final step in the process, DocuPeak creates the bill transaction inside NetSuite, updates the expense accounts for GL impact, and attaches the invoice with its historical information to the bill, to the vendor, and — where a purchase order exists — to the purchase order, while also updating item receipts.

Chapters

0:00 — Introduction and product overview — The presenter introduces himself as Clay with Pairsoft and frames the recording as a quick high-level overview of the company's accounts payable automation tool for NetSuite, called DocuPeak.
0:17 — Invoice intake and email alerts — Invoices arrive from vendors by email or mail. Payable users and approvers are alerted by email that they have items to process or approve, and from that email they can log into NetSuite or reach DocuPeak through an outside browser portal.
0:37 — Native NetSuite integration — DocuPeak is natively integrated with NetSuite, so the screens being shown are a NetSuite instance with DocuPeak running inside it.
0:48 — The accounts payable inbox — The AP inbox is where payables appear after OCR processing. It provides high-level information, caution flags for items needing special attention, duplicate checking, and notice of any purchase orders tied to a payable.
1:11 — Invoice detail and OCR data — Clicking into an invoice shows the scanned image of the document alongside the information the optical character recognition engine extracted, reducing the need to hand key data.
1:26 — Vendor and PO validation, two-way match — The vendor is validated, and any referenced purchase order is validated in real time to confirm it is real and active in the NetSuite instance. This constitutes the two-way match.
1:36 — Three-way match and a flagged variance — Item receipts inside NetSuite help automate the three-way match. In the example shown, a variance appears between the invoice and the purchase order: two line items are on the invoice, but only one is still active.
1:56 — Investigating the PO variance in NetSuite — The purchase order is opened in NetSuite to explain the variance. Three items were originally requested on the PO and two had already been billed against.
2:12 — Why the variance was caught — The variance was identified early by checking against NetSuite as the record of truth rather than relying on OCR-extracted data from the invoice.
2:22 — Resolving the variance — The purchase order can be sent back to the requester to handle the variance, routed into a workflow, or sent ad hoc to any user so the discrepancy can be discussed and resolved.
2:41 — Non-PO invoices and coding — For invoices without purchase orders, a magic wand button loads the expense accounts that need to be coded to the invoice, and an approval process can be built out for whatever scenarios arise.
3:03 — Visibility, search, and reporting — After payables are processed and sent out for approval, users can see who has them and how long they have held them, and can search and build reports.
3:14 — Creating the bill in NetSuite — As the last step in the process, DocuPeak creates the bill transaction inside NetSuite, updates the expense accounts for GL impact, and attaches the invoice with its historical information to the bill and to the vendor.
3:39 — Purchase order attachment and closing — Where a purchase order exists, the invoice is attached there as well and item receipts are updated. The presenter notes there is more to the product than shown, that full demos typically take about an hour, and signs off as Craig Simpson with Pairsoft.

Questions this webinar answers

What is DocuPeak?

DocuPeak is an accounts payable automation tool from Pairsoft that is built for NetSuite. It handles incoming vendor invoices, OCR data capture, vendor and purchase order validation, approval routing, and creation of the resulting bill transaction in NetSuite.

How does DocuPeak connect to NetSuite?

It is natively integrated with NetSuite. During the walkthrough, the accounts payable inbox and invoice records are shown running inside a live NetSuite instance. Users can also access DocuPeak through an outside browser portal of their choosing instead of logging into NetSuite.

How do invoices get into the system, and how do users know they have work to do?

Invoices come in from vendors either by email or by mail. Payable users and approvers are alerted by email that they have payables waiting to be processed or approved, and from that email they can log into NetSuite or use an outside browser portal to reach the tool.

What information does the accounts payable inbox show?

The inbox lists payables after they have been processed by the OCR engine. It shows high-level information about each item, caution flags indicating anything that might need special attention, the results of a duplicate check, and a notice of any purchase orders tied to the payable.

Does the tool support two-way and three-way matching?

Yes. The vendor is validated, and any purchase order referenced on an invoice is validated in real time to confirm it is real and active in the NetSuite instance — that is the two-way match. Item receipts already in NetSuite are used to help automate the three-way match.

How are variances between an invoice and a purchase order handled?

Variances are flagged in the invoice record. In the example shown, an invoice had two line items but only one was still active; opening the purchase order in NetSuite revealed that three items had originally been requested and two had already been billed against. The variance was caught by checking against NetSuite as the record of truth rather than relying on data pulled off the document by OCR. From there, the purchase order can be sent back to the requester, routed into a workflow, or sent ad hoc to any user to resolve.

What happens with invoices that have no purchase order?

Non-PO invoices can be coded and approved through a separate path. A magic wand button loads the expense accounts that need to be coded to the invoice, and an approval process can be built out to fit whatever scenarios an organization runs into.

What is created in NetSuite at the end of the process?

As the last step, the tool creates the bill transaction inside NetSuite, updates the expense accounts so the GL impact is recorded, and attaches the invoice along with its historical information to the bill and to the vendor. If a purchase order is involved, the invoice is attached to the purchase order as well and item receipts are updated.

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