0:06 — Introduction and agenda — The presenter welcomes attendees, asks that questions be posted in Zoom's Q&A, and introduces himself as Greg Zerinda, director of product management at Pairsoft, with just over eight years at the company and about two years as a prior PaperSave customer. He outlines the agenda: company overview, product overview, key features, and then the demo. 1:05 — Pairsoft company overview — Pairsoft has been in the market for some time and maintains tight integrations with several ERPs, including Blackbaud, Microsoft, and Oracle products. The presenter cites industry experience and a position in the procure-to-pay space, and shows a snapshot of the company's G2 ratings. 1:55 — PaperSave product overview — AP automation is described as the core of the product, with a payments solution that pays invoices after they have been approved and created in NetSuite. The product also includes document management, analytics, a mobile app, and tight integration with NetSuite. 2:42 — Routing rules and licensing — Routing rules are flexible and support unlimited approvers, since licensing is not approval-based. Users of PaperSave do not need NetSuite licensing, even though the two systems are tightly connected, and automatic routing is available. 3:25 — NetSuite API integration — PaperSave uses NetSuite's API to pull data out of NetSuite and push bills back in, creating transactions live with no delay. A PaperSave tile inside NetSuite lets users pull up documents that went through the workflow directly on the NetSuite records. 4:06 — Document management capabilities — Documents can be searched by document text or by other metadata stored on the document. Documents can also be exported quickly, which the presenter frames as useful for audits when a list of all invoices from a particular vendor is needed. 4:42 — Demo: workflow list and adding documents — The demo starts on the PaperSave homepage, where the presenter opens the workflow tile to reach the workflow list. As an admin he sees all items while end users see only items assigned to them, and he adds a document by drag-and-drop, noting that a monitored centralized AP mailbox can pull invoice attachments in automatically. 5:37 — OCR capture and field automations — OCR reads the vendor, invoice number, invoice date, amount, and PO number and auto-populates the form, whose lookups and drop-down values such as locations come from NetSuite. Duplicate checks run against both NetSuite and PaperSave, and further automations pull default currency, default expense accounts, payment terms, and discounts from the vendor. 7:00 — Line items and allocations — Expense line item and item tables are both present; defaults can be kept or deleted and replaced, and there is no limit on the number of line items. Preset organizational allocations can be brought into PaperSave and split across line items automatically. 7:35 — Reviewer selection and submission — The presenter selects a reviewer to approve the invoice and notes that approvers can be automated per vendor or per account so they appear in the list automatically. After submission, the item is assigned to the chosen reviewer, Bruno, and appears in the workflow list. 8:20 — Email notifications and approver view — Approvers can be notified on assignment or through recurring email reminders at intervals such as 12 or 24 hours, with clickable links and approve or reject actions available in the email. The approver's screen resembles the capture screen, with each field controlled by permissions so the approver can edit what they are allowed to edit or simply approve or reject. 9:32 — Rejection, comments, and escalation — Rejecting forces a comment, and the item returns to accounts payable where the AP processor sees it in a conversation panel; PaperSave records both who owned the item and who performed the action, and admins can be configured to act on behalf of others. The comment also appears at the top of the email notification when the item goes back to the approver, and automatic escalation by dollar threshold can pass an item up to a manager until it reaches someone with the proper limit. 11:06 — Submitting bills to NetSuite — At the final workflow step the presenter filters to that step and can either review items one at a time or, if approvals are locked down, select them in bulk. Submitting makes a live call to NetSuite to create the invoices, and the detailed workflow item history records that the transaction was created. 12:12 — Annotations, sharing, and audit history — Documents support annotations such as sticky notes, redactions, and text, and can be downloaded, printed, and shared. A downloadable workflow item history includes all field values, a copy of the document image, and the full history, which the presenter describes as useful for auditors. 13:02 — Viewing the created bill in NetSuite — Back in NetSuite, the submitted invoices appear and the presenter opens one to show that the fields and line items from PaperSave were passed over. Line details such as department, class, and customer are supported but were not supplied in the demo, and the PaperSave tile on the record opens the document image, field values, and workflow history, which stay with the document. 14:19 — Browsing and searching documents — The browse area drills into NetSuite purchasing and vendor bill to list all vendor bills that have documents in PaperSave, where a quick search by vendor name such as Amazon narrows the list and the results can be exported and shared. A simple search covers document contents and field values without refinement, while advanced search allows criteria such as vendor containing a value and amount greater than a set number. 15:57 — Search results, exports, and mobile app — Advanced search results can be selected and downloaded, or exported to an Excel sheet containing the field information plus clickable links back to the documents in PaperSave, and searches can be saved and reloaded with adjusted date or amount criteria. The session closes with a note that the mobile app performs many of the same functions, including approvals and approver notifications.

Home / Resources / Webinars

Demo: PaperSave, Natively Integrated AP Automation and Payments for NetSuite

Key takeaways

PaperSave is an AP automation, payments, and document management product that integrates directly with NetSuite using NetSuite's API to pull data out and push bills back in as live transactions.
Licensing is not approver-based — an unlimited number of approvers can use PaperSave, and those approvers do not need NetSuite licenses.
Invoices enter the workflow by drag-and-drop or by monitoring a centralized AP mailbox, then OCR extracts vendor, invoice number, invoice date, amount, and PO number to auto-populate fields sourced from NetSuite.
Automations include duplicate checking against both NetSuite and PaperSave, default currency and expense accounts from the vendor, payment terms and discounts, automatic approver routing, and dollar-threshold escalation to a manager.
Rejections require a comment, and the comment flows back to AP through a conversation panel and appears at the top of the email notification when the item is re-routed.
Documents can be found via a browse area organized by NetSuite record type, a simple full-text search across document contents and field values, or an advanced search with field criteria that can be saved and reloaded.
A PaperSave tile inside NetSuite shows the document, its field values, and the detailed workflow history on the NetSuite record itself, and a mobile app supports approvals and notifications.

Overview

This session was a product demonstration of PaperSave for NetSuite, presented by Greg Zerinda, director of product management at Pairsoft, who noted he had been with the company just over eight years and had previously been a PaperSave customer for about two years. He opened with a short company overview — Pairsoft has been in the market for some time, maintains integrations with several ERP vendors including Blackbaud, Microsoft, and Oracle products, and has been active in the procure-to-pay space — along with a brief look at its G2 ratings, before moving quickly into the demonstration.

The product overview framed AP automation as the core of PaperSave, surrounded by a payments capability that pays invoices after they have been approved and created in NetSuite, a document management component, analytics, and a mobile app. Two points were emphasized before the demo: routing is flexible with unlimited approvers, and licensing is not approval-based, so users who approve invoices in PaperSave do not need NetSuite licensing of their own. The integration itself uses NetSuite's API to pull reference data out of NetSuite and push bills back in, creating transactions live rather than on a delayed batch, and a PaperSave tile inside NetSuite surfaces the related documents on the record.

The demo followed a single invoice end to end. From the PaperSave homepage, the presenter opened the workflow tile and the workflow list, noting that as an admin he sees every item while end users see only what is assigned to them. He added a document by drag-and-drop, mentioning that documents can also be pulled automatically from a monitored centralized AP mailbox. OCR then attempted to read the vendor, invoice number, invoice date, amount, and PO number and auto-populate the form, whose lookup and drop-down values — such as locations — come directly from NetSuite. Duplicate checks run against both NetSuite and PaperSave, and other automations pull the vendor's default currency, default expense accounts, payment terms, and discounts. Expense line items and item tables are both available, defaults can be kept or replaced, line counts are unlimited, and preset allocations can be brought in and split out automatically.

Routing was shown by selecting a reviewer manually, with the note that approvers can instead be derived automatically per vendor or per account. Once submitted, the item was assigned to a reviewer named Bruno, who receives an email notification either on assignment or on a recurring reminder cadence such as every 12 or 24 hours, with clickable links and approve or reject actions in the email itself. Rejection forces a comment; the presenter rejected with a comment, and the item returned to Julio, the AP processor, who saw the comment in a conversation panel. PaperSave records both who owned the item and who performed the action, and workflow admins can be configured to act on behalf of others. The item was then sent back for approval, with automatic escalation by dollar threshold described as an option when an approver's limit is exceeded. At the final step the presenter filtered to that step, selected items in bulk, and submitted them, which made a live call to NetSuite to create the bills; the workflow item history recorded the created transaction.

The closing portion covered document handling. Documents support annotations such as sticky notes, redactions, and text, and can be downloaded, printed, and shared, and a downloadable workflow item history bundles the field values, a copy of the document image, and the full history, which the presenter described as useful for auditors. Back in NetSuite, the created bill showed the fields and line items passed over from PaperSave — line details such as department, class, and customer are supported but were not supplied in the demo — and the PaperSave tile opened the document and its history from the NetSuite record. Finally, three retrieval paths were shown: a browse area drilled into NetSuite purchasing and vendor bill, a simple search across document contents and field values, and an advanced search with criteria such as vendor containing a value and amount greater than a threshold, with results downloadable, exportable to Excel with clickable document links, and savable for reuse. The mobile app was mentioned last as supporting approvals and notifications.

Chapters

0:06 — Introduction and agenda — The presenter welcomes attendees, asks that questions be posted in Zoom's Q&A, and introduces himself as Greg Zerinda, director of product management at Pairsoft, with just over eight years at the company and about two years as a prior PaperSave customer. He outlines the agenda: company overview, product overview, key features, and then the demo.
1:05 — Pairsoft company overview — Pairsoft has been in the market for some time and maintains tight integrations with several ERPs, including Blackbaud, Microsoft, and Oracle products. The presenter cites industry experience and a position in the procure-to-pay space, and shows a snapshot of the company's G2 ratings.
1:55 — PaperSave product overview — AP automation is described as the core of the product, with a payments solution that pays invoices after they have been approved and created in NetSuite. The product also includes document management, analytics, a mobile app, and tight integration with NetSuite.
2:42 — Routing rules and licensing — Routing rules are flexible and support unlimited approvers, since licensing is not approval-based. Users of PaperSave do not need NetSuite licensing, even though the two systems are tightly connected, and automatic routing is available.
3:25 — NetSuite API integration — PaperSave uses NetSuite's API to pull data out of NetSuite and push bills back in, creating transactions live with no delay. A PaperSave tile inside NetSuite lets users pull up documents that went through the workflow directly on the NetSuite records.
4:06 — Document management capabilities — Documents can be searched by document text or by other metadata stored on the document. Documents can also be exported quickly, which the presenter frames as useful for audits when a list of all invoices from a particular vendor is needed.
4:42 — Demo: workflow list and adding documents — The demo starts on the PaperSave homepage, where the presenter opens the workflow tile to reach the workflow list. As an admin he sees all items while end users see only items assigned to them, and he adds a document by drag-and-drop, noting that a monitored centralized AP mailbox can pull invoice attachments in automatically.
5:37 — OCR capture and field automations — OCR reads the vendor, invoice number, invoice date, amount, and PO number and auto-populates the form, whose lookups and drop-down values such as locations come from NetSuite. Duplicate checks run against both NetSuite and PaperSave, and further automations pull default currency, default expense accounts, payment terms, and discounts from the vendor.
7:00 — Line items and allocations — Expense line item and item tables are both present; defaults can be kept or deleted and replaced, and there is no limit on the number of line items. Preset organizational allocations can be brought into PaperSave and split across line items automatically.
7:35 — Reviewer selection and submission — The presenter selects a reviewer to approve the invoice and notes that approvers can be automated per vendor or per account so they appear in the list automatically. After submission, the item is assigned to the chosen reviewer, Bruno, and appears in the workflow list.
8:20 — Email notifications and approver view — Approvers can be notified on assignment or through recurring email reminders at intervals such as 12 or 24 hours, with clickable links and approve or reject actions available in the email. The approver's screen resembles the capture screen, with each field controlled by permissions so the approver can edit what they are allowed to edit or simply approve or reject.
9:32 — Rejection, comments, and escalation — Rejecting forces a comment, and the item returns to accounts payable where the AP processor sees it in a conversation panel; PaperSave records both who owned the item and who performed the action, and admins can be configured to act on behalf of others. The comment also appears at the top of the email notification when the item goes back to the approver, and automatic escalation by dollar threshold can pass an item up to a manager until it reaches someone with the proper limit.
11:06 — Submitting bills to NetSuite — At the final workflow step the presenter filters to that step and can either review items one at a time or, if approvals are locked down, select them in bulk. Submitting makes a live call to NetSuite to create the invoices, and the detailed workflow item history records that the transaction was created.
12:12 — Annotations, sharing, and audit history — Documents support annotations such as sticky notes, redactions, and text, and can be downloaded, printed, and shared. A downloadable workflow item history includes all field values, a copy of the document image, and the full history, which the presenter describes as useful for auditors.
13:02 — Viewing the created bill in NetSuite — Back in NetSuite, the submitted invoices appear and the presenter opens one to show that the fields and line items from PaperSave were passed over. Line details such as department, class, and customer are supported but were not supplied in the demo, and the PaperSave tile on the record opens the document image, field values, and workflow history, which stay with the document.
14:19 — Browsing and searching documents — The browse area drills into NetSuite purchasing and vendor bill to list all vendor bills that have documents in PaperSave, where a quick search by vendor name such as Amazon narrows the list and the results can be exported and shared. A simple search covers document contents and field values without refinement, while advanced search allows criteria such as vendor containing a value and amount greater than a set number.
15:57 — Search results, exports, and mobile app — Advanced search results can be selected and downloaded, or exported to an Excel sheet containing the field information plus clickable links back to the documents in PaperSave, and searches can be saved and reloaded with adjusted date or amount criteria. The session closes with a note that the mobile app performs many of the same functions, including approvals and approver notifications.

Questions this webinar answers

Do approvers need their own NetSuite licenses to use PaperSave?

No. Licensing for PaperSave is not approval-based, so an unlimited number of approvers can be given access, and those users do not need NetSuite licensing of any kind. PaperSave sits outside NetSuite while remaining tightly connected to it.

How do invoices get into the PaperSave workflow?

Documents can be dragged and dropped directly into the workflow, which is how the demonstration added them. PaperSave can also monitor a centralized AP mailbox that vendors already send invoices to, automatically pulling the attachments out and adding them to the workflow.

What data does the OCR extract from an invoice?

OCR attempts to identify the vendor, invoice number, invoice date, amount, and PO number, and uses them to auto-populate the form fields. For organizations doing PO matching, the PO number is pulled off the document as well. Lookup and drop-down values on that form, such as locations, come directly from NetSuite.

How does PaperSave create the bill in NetSuite?

It uses NetSuite's API to both pull data out of NetSuite and push bills back into it. When items are submitted at the final workflow step, PaperSave makes a live call to NetSuite to create the invoice transactions, so there is no delay in record creation, and the detailed workflow item history records that the transaction was created.

What happens when an approver rejects an invoice?

The approver is required to enter a comment before the rejection goes through. The item returns to accounts payable, where the AP processor opens it and reads the comment in a conversation panel. The processor can correct it and route it to someone else, or send it back with a reply, and that comment also appears at the top of the resulting email notification.

Can approvals be routed automatically instead of chosen by hand?

Yes. Approvers can be configured per vendor or per account so that the correct reviewers appear automatically rather than being selected manually. Automatic escalation by dollar-amount threshold is also available — if an item exceeds an approver's threshold, it escalates to that person's manager and continues up the chain until it reaches someone with the appropriate threshold.

How are approvers notified of items waiting for them?

Notification options include an email as soon as an item is assigned, or recurring email reminders at a chosen interval such as every 12 or 24 hours. Those emails contain clickable links to open the item in PaperSave, and approve and reject actions are available from within the email itself. Approvers who have the mobile app installed are also notified through it.

What are the options for finding a document after it has been processed?

There are several. A browse area organizes documents by NetSuite record type — for example, drilling into purchasing and vendor bill lists all vendor bills that have documents — and supports quick searching by vendor. A simple search covers document contents and field values without refinement. An advanced search allows field-level criteria, such as vendor containing a given name and amount greater than a set value, and those searches can be saved and reloaded later with adjusted criteria.

What can be done with the documents themselves?

Documents support annotations including sticky notes, redactions, and text added to the page, and they can be downloaded, printed, and shared. A workflow item history can also be downloaded that contains all of the field values, a copy of the document image, and the complete history, which was described as useful for sharing with auditors. Search results can be downloaded in bulk or exported to an Excel sheet that includes clickable links back to the documents in PaperSave.

Table of Contents

Get A Demo:

Simple solutions. Powerful results. Seamlessly integrated.

Get a PairSoft Demo