Demo: PaperSave AP Automation and Payments for NetSuite Integration, Unlimited Storage and Users

• 0:08 — Demo environment introduction — The presenter introduces the live demonstration environment, noting it is the same environment used in one-on-one demos, and points out documents already preloaded before turning to how documents get into the system.
• 0:27 — Document capture and OCR — Invoices normally arrive by email, with PaperSave monitoring one or more mailboxes and pulling vendor attachments in automatically to start OCR. Since inbound email is hard to demo, a PDF is loaded instead, and the status moves from “OCR in progress” to “OCR has been completed” in seconds with no manual input.
• 1:58 — Vendor matching and pre-coding — OCR reads the front of the invoice to match the address to a vendor, then pulls information from NetSuite to pre-populate coding fields. Examples include billing terms, pre-authorized account distribution, and designated reviewers such as sending all UPS invoices to a specific department.
• 2:26 — Routing rules and approvals — Routing rules can be simple or complex — by vendor, by individual, or by dollar-amount thresholds that reroute an invoice. The demo shows an invoice sent to reviewer Bruno, who is notified and can approve to move it forward or reject to send it back to the previous person.
• 3:55 — Final review before posting — The presenter describes NetSuite users as the first and last stop, giving a final check that all required information was captured and the right approvers signed off before the invoice is submitted into NetSuite.
• 4:30 — Viewing bills inside NetSuite — The demo switches to NetSuite and opens the payables bill list and recent transactions to show the activity generated from PaperSave appearing in the ERP.
• 5:11 — PaperSave tab on the NetSuite record — Inside NetSuite, a PaperSave tab on the record shows the invoice PDF and the review history, so reviewers can see who has handled a document and click through to related documents without leaving the ERP.
• 5:57 — Document storage and filing slots — Some customers use the system as document storage, with additional filing slots configured for items like W2s, 1099s, change orders, and statements of work tied to a vendor or contract. These documents are reachable through PaperSave search.
• 6:35 — Searching and filtering documents — A search on vendor bills is filtered by posting period to February 2025, and the results can be selected to view all related documents or exported to Excel. The presenter describes the sorting and searching as the main reason users come to rely on the tool over time.
• 8:04 — Invoice dashboard — A dashboard built for an earlier demonstration shows 30 outstanding invoices, how many are due and when, and four that appear past due in the demo data. The view can be changed to show which workflow step each invoice sits in and which individual is holding it up.
• 9:22 — Audience questions noted — The presenter acknowledges incoming audience questions and says time will be reserved at the end of the session to answer them.
• 9:40 — PaperSave Pay overview — Beyond pushing approved invoices into NetSuite, the platform can connect to a financial institution through PaperSave Pay. Stated benefits include less manual paperwork, fewer errors, on-time or early payment, healthier vendor relationships, protecting cash flow, and rebates available to some qualified customers.
• 10:53 — Payment processing and timing — Payment is appended to the end of the invoice approval process: batching takes a few minutes, the payment is created in the ERP, and payment information is sent to payment partners. Digital payments in the premium tier can process in as little as two days, with virtual card payments released around day two and issued by day three when fully funded.
• 11:49 — Payment visibility and upcoming dashboards — Payment processing and release status is recorded in PaperSave as searchable fields and columns so invoice and payment history stay in one system. Payment-specific dashboards, showing what is paid on time, paid late, and where discounts are available, were described as in development and coming soon.

How do invoices get into PaperSave?

The usual method is automated email capture. PaperSave can monitor one or more email accounts, look for invoices arriving from vendors, and pull those attachments in automatically, starting optical character recognition right away. Documents can also be loaded directly as PDFs, which is how the process was shown during the demonstration.

What does the OCR step actually do?

It performs two actions at the same time. It reads the front of the invoice, looking at the address to identify which vendor sent it, and it pulls information across from NetSuite for that vendor to pre-populate the coding fields on the data-entry side of the screen. In the demonstration, the status moved from “OCR in progress” to “OCR has been completed” within a few seconds without any typing or mouse input.

What information can be pre-filled automatically?

Fields mentioned include billing terms, pre-authorized account distribution information, and the reviewers an invoice should go to. An example given was routing all invoices from a particular vendor, such as UPS, to a specific department or team. The values come either from the face of the invoice itself or directly from the ERP.

How flexible is the approval routing?

Routing rules can be configured as simply or as elaborately as needed. Invoices can be routed by vendor, to specific individuals, or by dollar-amount thresholds that send an invoice over or under a certain value to a different approver. A reviewer receives a notification when it is their turn, and approving sends the invoice to the next person in line while rejecting returns it to the previous person. Reviewers do not choose where an invoice goes next — the configured rules handle that.

Can users see PaperSave documents without leaving NetSuite?

Yes. A PaperSave tab appears on the NetSuite record, showing a copy of the invoice PDF and where the document stands with reviewers, including who has looked at it. Reviewers working inside NetSuite can click through to pull up the underlying documents.

Can the system store documents other than invoices?

Yes. Additional filing slots can be configured, and some customers use the system as general document storage — described as being like a filing cabinet — for items such as W2s, 1099s, change orders, and statements of work associated with a particular vendor or contract. These documents are retrievable through PaperSave search.

What reporting or visibility is available on outstanding invoices?

A dashboarding tool shows where invoices stand. The example shown displayed 30 outstanding invoices, how many were due and when they were due, and four that appeared past due in the demonstration data. The view can be changed to show which workflow step each invoice is sitting in and which individual is holding it up, so that person can be contacted directly.

How does PaperSave Pay work and how fast are payments?

PaperSave Pay is appended to the end of the invoice approval process. Once approved invoices are batched — a step described as taking only a few minutes — the payment is created inside the ERP and payment information is sent to payment partners for disbursement. For digital payments, described as the premium tier, processing can complete in as little as two days; for virtual card payments, assuming the payment is fully funded, release happens around day two with issuance by day three.

Is payment status visible alongside invoice history?

Yes. The same processing and release information is provided inside PaperSave, so users can see not only when invoices moved through the approval system but also when payments were processed and released. These are searchable fields and columns, keeping the information in one place rather than requiring users to check multiple systems. Dedicated payment dashboards — covering on-time versus late payments and available discounts — were described as still in development.