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How a Global SaaS Company with 1000+ Employees Transformed Their Operations Through a System Change with NetSuite and UniFi

Proven Steps They Took to Cut Costs, Eliminate Manual Work, and Scale Efficiently

  • Read time: 7 minutes
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Results at a Glance:

A global SaaS technology company with nearly 23,000 customers across 155 countries transformed their procurement and finance operations through strategic automation. By implementing Oracle NetSuite with the UniFi automation platform, they achieved:

  • 33% reduction in operational costs per month
  • 89% decrease in invoice processing time
  • 99% reduction in error rates
  • Significant drop in supplier queries due to improved data quality
  • 250+ staff hours saved monthly from eliminating manual invoice handling
  • Reports produced in hours instead of days, enabling faster leadership decisions

When leadership teams begin exploring a system change, it is usually because operational inefficiencies have become too costly to ignore. This was the case for a global technology company within the SaaS industry, operating with over 1,000 employees worldwide and serving nearly 23,000 customers in 155 countries.

The company needed a technology partner who would not only fix inefficiencies but also create a scalable framework for long-term operational improvement. FinanSys, with its unique combination of deep NetSuite expertise and the UniFi automation platform, proved to be the right solution—delivering a faster, more controlled, and cost-efficient way of working that continues to support their growth.

The Challenge

The company’s procurement and finance operations were struggling with critical inefficiencies that created costly bottlenecks:

  • Supplier Management Issues

Supplier records were inconsistent and difficult to manage across multiple business units, leading to duplicate and incomplete data that required constant cleanup.

  • Uncontrolled Purchase Orders

Purchase orders were created through untracked emails and spreadsheets, resulting in thousands of requests each month with little to no visibility. Email-based approvals created delays and gave finance leaders no real-time insight into purchasing activity.

  • Manual Invoice Processing

The finance team manually processed hundreds of invoices weekly, consuming more than 250 staff hours each month. This resulted in delays, errors, and strained supplier relationships as teams spent hours rekeying information and chasing mismatched entries.

  • Disconnected Systems

No integrated framework linked procurement and finance, creating operational silos and duplicated effort across the organization. The company had documented 14 duplicate data entry points and several approval loops that added no value but significantly delayed processing.

They needed a solution that would not only eliminate these inefficiencies but also scale with the business and deliver results quickly.

The Solution

The Foundation: NetSuite and UniFi Working Seamlessly

Working in collaboration with FinanSys, the company implemented Oracle NetSuite alongside UniFi to create a single, automated procure-to-pay framework. They needed a native ERP with proven scalability (NetSuite) and an automation layer purpose-built for finance (UniFi). The implementation focused on three core areas:

  • Vendor Onboarding

By standardizing vendor onboarding through UniFi, the company gained confidence that every supplier record entered into NetSuite was accurate, compliant, and consistent.

This eliminated the cost of cleaning up duplicate or incomplete data and provided the finance team with a reliable foundation for all downstream procurement activities.

  • Purchase Orders

Replacing email-based approvals with UniFi’s structured process gave the business greater control over commitments before spend occurred.

Budget checks and automated routing reduced delays and ensured approvals happened quickly, while finance leaders gained real-time visibility of purchasing activity across the organization.

  • Purchase Invoices

With UniFi Autonomous Processes handling data capture and validation, invoice processing time dropped by 89%.

Finance teams no longer spent hours rekeying information or chasing mismatched entries.Exceptions were surfaced immediately, allowing quicker resolution and stronger supplier relationships.

The 6-Step Implementation Process

The company followed a strategic approach that can be replicated across any organization:

  • Identify the Cost of Inefficiency

They quantified the business impact by calculating that manual invoice handling alone consumed more than 250 staff hours each month, building a data-backed business case that secured leadership buy-in quickly.

  • Map the Current Process End-to-End

They documented every stage of their procurement and finance workflows, uncovering 14 duplicate data entry points and several approval loops that added no value but delayed processing.

  • Target the High-Impact Areas First

Rather than attempting wholesale change, they focused on vendor onboarding, purchase orders, and invoice processing—the stages generating the highest cost and error rates—delivering measurable savings within the first quarter.

  • Integrate, Don't Bolt On

Working with FinanSys, they integrated Oracle NetSuite with UniFi rather than adding another standalone P2P application. All procurement activities flowed through a single system with live ERP data, creating a simpler, lower-cost framework with no duplicate data or additional software to manage.

  • Automate the Repetitive Work

They used UniFi’s Autonomous Processes to handle data extraction, validation, and matching, freeing their team to focus on reviewing exceptions and analyzing spend patterns rather than manual data entry.

  • Measure, Optimize, Expand

They tracked results through cycle-time reports and monthly cost savings. Once the impact was clear, they expanded automation to customer onboarding and other workflows, creating a repeatable model for scaling automation across the organization.

The Overall Impact

Together, these changes transformed procurement from a bottleneck into a strategic enabler. The company achieved accelerated cycle times, lower processing costs, and cleaner data feeding directly into leadership decisions. The leadership team could now rely on clean data to make better financial decisions, with reports produced in hours rather than days.

partnership

As the company’s CFO stated:

With UniFi and NetSuite, we have taken weeks out of our processes and given our finance team the tools and data they need to work with confidence.

This transformation demonstrates that organizations don’t need to replace everything at once. By following a focused, strategic approach, CFOs, Finance Directors, COOs, Financial Controllers, and decision-makers in any major business function can deliver measurable results while reducing risk and driving sustainable operational improvement.

Where To Go From Here ?

By following these steps, the company went from a fragmented, manual operation to a streamlined, data-driven process that scales with the business.

If you are a CFO, Finance Director, COO, Financial Controller, or a decision-maker in any major business function planning a systems change, using this model can help you focus your efforts, reduce risk, and deliver measurable results without replacing everything at once in your organisation.

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