0:07 — Welcome page and licensing — The presenter introduces the PaperSave welcome page that every onboarding client receives as a central place to interact with stored documents. A PaperSave user does not need a NetSuite license, so approvers, reviewers, and document-retrieval users do not consume NetSuite seats, and PaperSave users are unlimited. 0:55 — Workflow vision and approver view — The stated vision is that all documents flow through PaperSave, which codes invoices in real time, routes them for approval, and initiates data entry into NetSuite at the click of a button once approved. The screen shown is what an approver or reviewer sees when invoices are assigned to them. 1:45 — Capture: scanners and email — Documents enter the workflow from local scanners, which can also scan directly into a vendor record or add documents to an existing PaperSave invoice or NetSuite record. PaperSave can also monitor email inboxes, pull invoice attachments, capture the email body, and create separate invoices when there are multiple attachments. 2:56 — OCR capture behind the scenes — A look at the OCR engine that normally runs silently shows it reading the vendor, reference number, invoice date, and invoice amount, and pulling or calculating due dates. The percentage figures displayed are OCR accuracy levels indicating confidence in each captured value. 3:53 — Vendor card defaults and native integration — Because PaperSave is natively integrated into NetSuite, it can read defaults configured on the vendor card — remit-to address, payment terms, and typical expense accounts — and suggest them as initial coding for the invoice. 4:52 — Workflow routing rules — Who sees a document after it enters the workflow depends on configurable rules built around the customer's business processes. The example given is dollar-amount approval thresholds with automatic escalation to the person an approver reports to when their limit is exceeded. 6:22 — Invoice view and duplicate detection — Opening an invoice shows the document image alongside the coding PaperSave captured. Duplicate detection checks the reference number for that vendor against both existing NetSuite invoices and invoices already mid-approval in PaperSave, and the rule can be adjusted to include other factors. 7:46 — Document tools: pages, annotations, redaction — Tools at the top of the screen allow adding pages and supporting documents, which display to the right of the initial page. The left-hand side offers annotations for highlighting values and adding notes, plus redaction for sensitive information. 8:41 — Selecting reviewers and routing — If routing is not automated by rules, a user can click review and select the first reviewer, or set a list of users for PaperSave to route through in order. Once routed, the document leaves the queue and the next one appears; reviewers can be added to multiple fields and several invoices routed at once. 9:25 — Notifications and mobile app — Reviewers can receive an email notification with a link that takes them into PaperSave. PaperSave also has a full mobile app, downloadable from the app stores rather than a mobile-friendly website, so users can approve and review invoices while away from their desks. 10:29 — Approve or reject with permissions and audit trail — Acting as a reviewer, the presenter shows the captured data and notes that permissions govern who can change coding, backed by an audit trail of changes. Approval requires a signature and click; rejection requires a stated reason, and approval triggers a rules check that can escalate the invoice. 12:02 — Submit to NetSuite step — Approved invoices move to a submit-to-NetSuite step that lets the customer decide when the record is created. Full automation on final approval is possible, but most clients keep the step to review the workflow tracking comments, approval history, due dates, and post dates before creating the invoice. 13:26 — Submitting and NetSuite validation — Invoices can be submitted individually or as a batch, and typically appear in NetSuite in roughly 15 to 35 seconds rather than through an overnight sync. PaperSave must follow NetSuite's rules, so improperly coded invoices are rejected with a reason, notifying designated users to correct and resubmit. 15:05 — The created bill inside NetSuite — In NetSuite, the presenter opens the transactions list of entered bills and views the record just created for vendor 360 Network. A PaperSave tab on the record holds the supporting document, which opens to show the image, full audit trail, and the metadata used for routing and creation. 16:30 — Simple search outside NetSuite — Back in PaperSave, users who are not NetSuite users can find documents themselves. Simple search takes a single value such as a vendor name, account code, invoice number, or bill number and returns matching documents that live in NetSuite, without opening NetSuite. 18:36 — Sharing documents — Selected documents can be printed, emailed to a vendor with the document attached, or shared internally by copying a link into Teams, Slack, or another chat tool. These sharing options are identical whether the user is working inside or outside NetSuite. 19:25 — Advanced search and Excel export — Advanced search builds queries with and/or conditions across the same profile fields used in the workflow, demonstrated with an invoice-date range. Results can be selected, shared, or exported to Excel for reporting, where column B must not be deleted because it links each row back to the document in PaperSave.

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Demo: PaperSave AP Automation for NetSuite Integration

Key takeaways

PaperSave gives every client a central welcome page for interacting with stored documents, and PaperSave users do not need a NetSuite license — approvers, reviewers, and document lookup users are unlimited.
Invoices enter the workflow from local scanners or from monitored email inboxes, where PaperSave pulls attachments and can also capture the email body and split multiple attachments into separate invoices.
OCR runs silently in the background to read vendor, reference number, invoice date, and amount, and shows a percentage accuracy level for each captured field.
Because PaperSave is natively integrated with NetSuite, it can pull vendor card defaults such as remit-to address, payment terms, and expense accounts to pre-code invoices.
Approval routing is rule-driven — for example dollar-amount thresholds that escalate an invoice to the approver's manager — and rejections require a stated reason.
Approved invoices are pushed into NetSuite on demand with a submit action, typically appearing in NetSuite in roughly 15 to 35 seconds rather than via an overnight sync.
Documents and their captured metadata stay searchable in PaperSave through simple and advanced (query-based) search, with export to Excel that keeps a column B link back to each document.

Overview

This session is a product demonstration of PaperSave AP automation running against NetSuite. The presenter starts from the PaperSave welcome page that every onboarding client receives, which acts as a single place to interact with all stored documents. An early point is licensing: a PaperSave user does not have to be a NetSuite user, so approvers, reviewers, and people who only need to retrieve documents can work in PaperSave without consuming a NetSuite license, and PaperSave users are unlimited.

The core of the demonstration is the invoice workflow. The stated vision is that all documents flow through PaperSave, which codes invoices, routes them for approval, and then — with a button click at the end of approval — initiates the data entry in NetSuite or another financial application. Documents get into the workflow either from local scanners or from monitored email. Local scanners are described as multi-use because they can scan directly into a vendor record or add supporting documents to an invoice already created through PaperSave. Email monitoring connects to a mailbox, pulls attachments, can also bring in the body of the email, and can split multiple attachments into separate invoices.

Once a document arrives, OCR runs silently in the back end. The presenter shows the OCR engine as a look behind the scenes, since users do not normally see it. OCR reads the vendor, reference number, invoice date, and invoice amount, can pull due dates from the invoice or calculate them from the invoice date, and displays a percentage accuracy level indicating its confidence in each captured value. Because PaperSave is natively integrated into NetSuite, it can also read vendor card defaults — remit-to address, payment terms, expense accounts normally used for that vendor — and suggest those as initial coding.

Routing and approval are governed by configurable workflow rules tied to the customer's business processes. The example given is dollar-amount thresholds with escalation: a user approves up to a limit, above which the invoice escalates to the person they report to, up to someone with unlimited approving authority. Invoices can also be handed to a user who selects reviewers manually, and multiple invoices can be routed at once. Reviewers can receive email notifications with a link into PaperSave, or work from PaperSave's mobile app, which the presenter notes is a full app rather than a mobile-friendly website. The invoice view includes duplicate detection based on vendor plus reference number — checking both NetSuite and in-flight PaperSave workflows — plus page and supporting-document management, annotations, highlighting, notes, and redaction for sensitive information. Rejections require a reason, permissions control who may change coding, and an audit trail records who did what.

After approval, invoices sit in a submit-to-NetSuite step so the customer chooses when records are created; full automation on final approval is possible, but the presenter says most clients keep this step to review the audit trail, due dates, and post dates. Invoices can be submitted individually or as a stack. Creation in NetSuite typically takes about 15 to 35 seconds depending on environment. If NetSuite rejects an invoice for improper coding or a missing posting date, PaperSave notifies designated users with the reason so it can be corrected and resubmitted. In NetSuite, the created bill carries a PaperSave tab holding the source document, and the document, its audit trail, and its metadata remain searchable in PaperSave. The demo closes with search: simple search on a single value such as vendor name, account code, or invoice number; advanced search that builds and-or queries over the same profile fields (demonstrated with an invoice-date range); sharing options including print, emailing a vendor the document, and copying a link into Teams or Slack; and export to Excel, where column B must be preserved because it links each row back to its document.

Chapters

0:07 — Welcome page and licensing — The presenter introduces the PaperSave welcome page that every onboarding client receives as a central place to interact with stored documents. A PaperSave user does not need a NetSuite license, so approvers, reviewers, and document-retrieval users do not consume NetSuite seats, and PaperSave users are unlimited.
0:55 — Workflow vision and approver view — The stated vision is that all documents flow through PaperSave, which codes invoices in real time, routes them for approval, and initiates data entry into NetSuite at the click of a button once approved. The screen shown is what an approver or reviewer sees when invoices are assigned to them.
1:45 — Capture: scanners and email — Documents enter the workflow from local scanners, which can also scan directly into a vendor record or add documents to an existing PaperSave invoice or NetSuite record. PaperSave can also monitor email inboxes, pull invoice attachments, capture the email body, and create separate invoices when there are multiple attachments.
2:56 — OCR capture behind the scenes — A look at the OCR engine that normally runs silently shows it reading the vendor, reference number, invoice date, and invoice amount, and pulling or calculating due dates. The percentage figures displayed are OCR accuracy levels indicating confidence in each captured value.
3:53 — Vendor card defaults and native integration — Because PaperSave is natively integrated into NetSuite, it can read defaults configured on the vendor card — remit-to address, payment terms, and typical expense accounts — and suggest them as initial coding for the invoice.
4:52 — Workflow routing rules — Who sees a document after it enters the workflow depends on configurable rules built around the customer's business processes. The example given is dollar-amount approval thresholds with automatic escalation to the person an approver reports to when their limit is exceeded.
6:22 — Invoice view and duplicate detection — Opening an invoice shows the document image alongside the coding PaperSave captured. Duplicate detection checks the reference number for that vendor against both existing NetSuite invoices and invoices already mid-approval in PaperSave, and the rule can be adjusted to include other factors.
7:46 — Document tools: pages, annotations, redaction — Tools at the top of the screen allow adding pages and supporting documents, which display to the right of the initial page. The left-hand side offers annotations for highlighting values and adding notes, plus redaction for sensitive information.
8:41 — Selecting reviewers and routing — If routing is not automated by rules, a user can click review and select the first reviewer, or set a list of users for PaperSave to route through in order. Once routed, the document leaves the queue and the next one appears; reviewers can be added to multiple fields and several invoices routed at once.
9:25 — Notifications and mobile app — Reviewers can receive an email notification with a link that takes them into PaperSave. PaperSave also has a full mobile app, downloadable from the app stores rather than a mobile-friendly website, so users can approve and review invoices while away from their desks.
10:29 — Approve or reject with permissions and audit trail — Acting as a reviewer, the presenter shows the captured data and notes that permissions govern who can change coding, backed by an audit trail of changes. Approval requires a signature and click; rejection requires a stated reason, and approval triggers a rules check that can escalate the invoice.
12:02 — Submit to NetSuite step — Approved invoices move to a submit-to-NetSuite step that lets the customer decide when the record is created. Full automation on final approval is possible, but most clients keep the step to review the workflow tracking comments, approval history, due dates, and post dates before creating the invoice.
13:26 — Submitting and NetSuite validation — Invoices can be submitted individually or as a batch, and typically appear in NetSuite in roughly 15 to 35 seconds rather than through an overnight sync. PaperSave must follow NetSuite's rules, so improperly coded invoices are rejected with a reason, notifying designated users to correct and resubmit.
15:05 — The created bill inside NetSuite — In NetSuite, the presenter opens the transactions list of entered bills and views the record just created for vendor 360 Network. A PaperSave tab on the record holds the supporting document, which opens to show the image, full audit trail, and the metadata used for routing and creation.
16:30 — Simple search outside NetSuite — Back in PaperSave, users who are not NetSuite users can find documents themselves. Simple search takes a single value such as a vendor name, account code, invoice number, or bill number and returns matching documents that live in NetSuite, without opening NetSuite.
18:36 — Sharing documents — Selected documents can be printed, emailed to a vendor with the document attached, or shared internally by copying a link into Teams, Slack, or another chat tool. These sharing options are identical whether the user is working inside or outside NetSuite.
19:25 — Advanced search and Excel export — Advanced search builds queries with and/or conditions across the same profile fields used in the workflow, demonstrated with an invoice-date range. Results can be selected, shared, or exported to Excel for reporting, where column B must not be deleted because it links each row back to the document in PaperSave.

Questions this webinar answers

Do PaperSave users need NetSuite licenses?

No. A PaperSave user does not have to be a NetSuite user. Approvers, reviewers, and users who only need to pull documents out of the system can work in PaperSave without a NetSuite license, and PaperSave users are unlimited.

How do invoices get into PaperSave in the first place?

Two capture methods are covered. Local scanners are supported and can scan directly into a vendor record or add documents to an invoice or record that already exists. PaperSave can also monitor an email inbox, connect to it, pull attachments from incoming messages, and bring those invoices into the workflow. Email capture can also bring in the body of the email, and when a message has multiple attachments PaperSave can create separate invoices from them.

What data does the OCR capture, and how accurate is it?

OCR runs automatically in the back end as soon as a document arrives from a scanner or email. It reads the vendor, reference number, invoice date, and invoice amount, and can pull due dates from the invoice or calculate them from the invoice date. Each captured value shows a percentage that represents the OCR engine's accuracy level — how confident it is that it found the right information.

Can invoice coding be filled in automatically?

Yes, in part. Because PaperSave is natively integrated with NetSuite, it can read defaults configured on the vendor card — such as remit-to address, payment terms, and the expense accounts typically used for that vendor — and suggest those as the initial coding for an invoice, alongside the values OCR read off the document.

How is approval routing decided?

Routing is driven by configurable workflow rules based on the customer's business processes. A common example is dollar-amount thresholds: a user can approve up to a set limit, and anything above that escalates automatically to the person they report to, continuing up to someone with unlimited approving authority. When routing is not automated, an invoice can be handed to a user who selects the reviewer or a list of reviewers manually, and multiple invoices can be routed at once.

Does PaperSave catch duplicate invoices?

Yes. Out of the box, duplicate detection is based on the reference number for a given vendor. PaperSave checks NetSuite to confirm the invoice has not already been created there, and also checks its own workflows to confirm the same invoice is not already mid-approval. The rule can be adjusted to account for other factors.

How long does it take for an approved invoice to appear in NetSuite?

From clicking submit to the invoice appearing in NetSuite is roughly 15 to 35 seconds depending on the environment. It is not an overnight sync — the data entry happens right away, so the document is generally waiting in NetSuite by the time the user switches over.

What happens if NetSuite rejects an invoice PaperSave tries to create?

PaperSave has to follow the rules NetSuite has in place, so an invoice that is not coded properly will be rejected. The rejection triggers a notification to designated users, such as an AP reviewer, and PaperSave provides wording explaining why it was rejected — for example bad coding or a missing posting date. Once corrected, the user clicks resubmit and PaperSave attempts the data entry again.

How do users find documents after the fact?

PaperSave offers simple and advanced search, both usable without opening NetSuite. Simple search takes a single value such as a vendor name, account code, invoice number, or bill number. Advanced search builds queries with and/or conditions across the same profile fields captured during the workflow — for instance an invoice date less than today and greater than the start of the year to return a date range. Results can be selected, shared, or exported to Excel; in the export, column B must not be deleted because it links each row back to the document in PaperSave.

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