ZoneCapture:
AP Automation for NetSuite, in NetSuite
Scan and create vendor bills and credits automatically using intelligent OCR without leaving NetSuite.
Generally, yes. In most cases, if enough information is available via the invoice, ZoneCapture can automatically match the invoice to the Vendor (and purchase order) directly in NetSuite. If not, this process can be performed manually.
ZoneCapture can regonize a variety of fields, including: Invoice type (bill or credit), Invoice date, Due date, VAT registration number, Bank account number, Currency code, Total Net Amount, Total Tax Amount, Total Gross Amount, Payment reference (incl. Finnish Viite, Norwegian KID and Danish FIK), PO Number, Buyer Reference, various VAT Rates (if applicable).
Absolutely! ZoneCapture has the ability to match an incoming bill/invoice to an existing, native purchase order in NetSuite. Once the match is discovered, the PO will be billed using the items from the purchase orders. ZoneCapture also uses a unique Three-way Matching feature to help you filter through full matches, partial matches, and mis-matched invoices.
USED BY 750+ NETSUITE CUSTOMERS GLOBALLY
Why zone?
A native OCR and AP automation software solution for NetSuite. Less manual entry, fewer errors.
Whether you manage thousands of vendor bills and credits in NetSuite, or just a few, ZoneCapture is a better, quicker, and more fun way to create and manage transactions in your Accounts Payable (AP) function.
Developed based on actual NetSuite user requests, ZoneCapture uses a combination of OCR and AI technology to reduce manual entry by up to 83%, eliminate human error and enhance your existing NetSuite workflows and customizations as standard.
Developed based on actual NetSuite user requests, ZoneCapture uses a combination of OCR and AI technology to reduce manual entry by up to 83%, eliminate human error and enhance your existing NetSuite workflows and customizations as standard.
Less time entering vendor data. More time using it
Managing accounts payable manually or in multiple systems leaves you wasting countless hours just to close the books. As your business grows, keeping track of all your documents, data, and emails goes from manageable to manic quickly. With ZoneCapture, built for NetSuite, you can manage your entire AP process (and automate it) without ever leaving your NetSuite screen. Enhance existing workflows within the platform and use custom fields to reduce your manual entry significantly. This means you get more done in less time, giving you the freedom to manage and grow your vendor relationships, not their invoices.
Line-level recognition and automated three-way matching
Sure, the automatic creation of transactions is fantastic. Still, if the bills don’t match your POs or you process a bill for something you haven’t received, you can quickly pay for things you shouldn’t. We include 3-Way Match as standard in ZoneCapture. Using vendor name, reference, and transaction values, ZoneCapture automatically checks the status of existing purchase orders and receipts to line-level detail. Users can then access a transaction list in NetSuite displayed with our built-in, automatic traffic light system to provide at-a-glance confirmation of a full match, partial match, or mismatch between all of your bills and the original purchase order.
Split-screen view for simple processing, approving, and auditing
We trust technology enough to spend our entire careers building it. But we are finance people at heart, so checks and balances are inherent in our Zone Apps and SuiteApps. Split-screen view in ZoneCapture allows you to do just that. With a click, users can view the original document alongside the associated transaction record simultaneously, all directly within NetSuite, meaning complete transaction visibility at any point (approving, paying, auditing). Since ZoneCapture is a Native SuiteApp, users see what they need without searching endless folder structures or contacting colleagues. Heck, you don't even need to leave your NetSuite screen!
Smart OCR, AI, and auto-processing of selected transactions
ZoneCapture uses clickable auto-learning, or smart OCR technology, to continually improve the quality of data capture and, in turn, empower you to automate more processes with higher levels of trust. This functionality allows you to teach the system to remember custom fields on different invoice layouts for future bills, and doing so helps you prevent unnecessary future errors or mismatches. Our standard auto-matching functionality even allows you to select trusted vendors and recurring transactions to be automatically processed and authorized.
Multiple subsidiaries, languages, currencies, and customizations supported as standard
Operating natively in NetSuite, ZoneCapture plugs into your core set-up and extends the functionality to automate creating and matching vendor bills and credits. So, any existing customizations, custom fields, or workflows you have developed are supported, managed, or enhanced from day one. Given that real NetSuite users drive ZoneCapture, the software supports multiple subsidiaries, currencies, and almost any language or character set as standard. So, regardless of where your group companies or vendors exist – we’ve got you covered.
Simple, straightforward, and easy to use
We believe in user-friendly software. We even believe in fun software. ZoneCapture’s user interface allows new, veteran NetSuite users to easily navigate and manage vendor invoices, credits, and bills. All without leaving your NetSuite ERP. See your PO matches using our user-friendly dashboard. View invoices and bill records at the same time with split-screen View. And with continuous enhancements and updates to the interface and functionality, like e-invoicing capabilities, you can rest assured the app is as future-proof as it is pretty.
CHALLENGES
Automation can be scary, we totally get it
Can it really handle any type of invoice? I feel like we get some unique ones.
You’re right, you are unique! And yes, we can likely handle the invoice whether via PDF or e-invoice format. As different as invoices might look from vendor to vendor, the underlying data is essentially the same. This allows us to use intelligent OCR technology to discover the relevant data and capture it directly in your NetSuite instance so you spend less time entering all this unique data, and more time using it to pay your invoices accurately and on-time.
Do we really need another app for that? I mean, can’t we just do it manually?
Sure, you absolutely could. And many businesses today still enter invoices in manually (if they can). But with the growing complexity of business and the associated processes, keeping up with everything from e-invoicing regulations to invoices via email is going to get tiring and eventually chaotic. Meaning you’ll be playing catch up all the time, instead of building better vendor relationships. Plus, with ZoneCapture for NetSuite...you don’t even need another system.
Too much automation makes us nervous. How do we know it’s working?
Yeah, we feel you on this one actually. Like, a lot. Which is why we curbed our (and hopefully your) worries by building features like Three-way Matching and Split-screen View to let you do your checks-and-balances thing. Because as much as we believe in automation and smart OCR technology, we know that a human touch can go a long way. So do your thing. Check the tech. We’ll be right there with you. And then let it do the rest of the heavy lifting.
Painless SCAN & Capture
AP automation you can control (and love)
Managing accounts payable as a modern business should mean less work, not more. Even as your business changes. You need software that can scale with you while letting you keep control.
That's why the fastest finance teams are using forward-thinking technology to manage accounts payable, from automation to Smart OCR. And they're doing it on NetSuite with ZoneCapture.
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backwards Processes
Slow accounts payable is risky business (and no fun)
Manual processes
Manually managing, matching, and capturing vendor bill data in spreadsheets or your ERP system works for as long as you have hours available in the day. But when your business starts to scale faster than you can keep up, manual processes create a catch-up nightmare, leaving you vulnerable to countless errors.
Human errors
Capturing invoice and vendor bill data manually makes your business prone to errors you can't afford as you grow. And because not all invoices are created equally (or look remotely the same, sometimes), you're not only relying on accurate entry, but accurate manual discovery, too. Sifting through emails, PDF files, and browser tabs makes for a prime environment for errors to occur without intention or notice.
System vulnerabilities
When you're manually entering vendor details between systems or from a PDF or email, you're leaving yourself and your business open to security risks. The more spreadsheets, emails, and systems you need to keep track of, the easier it is for someone or something to slip through the cracks. It's easy to take advantage of all those passwords you have to remember or files you need to keep track of.
Process risks
Maintaining a secure workflow and process for managing accounts payable is key to reducing errors and meeting payment deadlines. When everything is manual or siloed between systems and emails, your processes are likely to break down and cause delays or critical errors, like missed payments, paying the wrong amount, or a bill getting stuck in the approval process.
Time constraints
Many finance teams find themselves under immense pressure to meet deadlines, from closing the month to paying vendors on-time to maintain good working relationships. Every second counts, which is why spending precious hours of your team's time on processes like data entry is likely costing your business more than you think.
Dirty data
One thing we see creep up on businesses time and time again is the looming impact of what we call dirty data, or data that you're not really sure is accurate. This happens unintentionally when just getting to the finish line is hard enough at the early stages of growth. But without attention early enough, it's easy to create a mountain of technical debt in the form of unusable data when your business starts needing it most.
Forward Finance
Faster, intelligent AP automation means more freedom. Less work.
Painless capture
With ZoneCapture, automatically create vendor bills and credits in real-time using intelligent OCR technology without ever leaving the NetSuite interface. Wave goodbye to manual entry. Hello intelligent.
Automated entry
Save costs and improve the accuracy of your accounts payable data by eliminating manual entry from the process. With intelligent features like Smart OCR, Clickable Auto-learning, Line Level Recognition, Supplier Auto Processing, and Three-Way Matching, you're not only ready to automate AP today. You're ready for whatever tomorrow brings.
Native experience
Because ZoneCapture is a native SuiteApp, NetSuite remains your single source of truth for everything finance. Bills and credits are created, stored, and are visible in real-time with their corresponding, native NetSuite records. Plus, capture additional fields and extend your existing NetSuite workflows and other customizations without skipping a beat.
Reduced effort
Every Zone App you use means less work and more freedom for you and your team. Businesses using ZoneCapture see a reduction in time-spent managing accounts payable processes by up to 83%. Combined with the reduction in errors from manual entry and direct integration with email for PDF and e-invoices, you'll be spending less time working and more time...well, whatever you think you should be doing that isn't entering in numbers to a field hour after hour after hour after hour. You get the point 😉
E-invoicing ready
With the global adoption of e-invoicing growing rapidly, preparing your business to capture e-invoices is likely to hit your list of priorities before you know it. ZoneCapture makes introducing your business to e-invoicing a painless process from the start. Whether you're using e-invoicing today or simply want to be ready for the future, we've got you covered.
Limitless potential
All Zone Apps were built with the intention of unlocking the growth potential of your business by freeing finance teams from the limitations of siloed, clunky software built as early as 1985. Yes. That's how old excel is. And while we love doing things manually here and there, we know it's no way to scale a business. Flexibility and scalability are core to every Zone App and its capabilities. When you use ZoneCapture, you're not only making today easier. You're making your future limitless.
PROCESS
How does ZoneCapture work?
Receive bills and credits
As your business receives bills and credits from vendors you do business with, all invoices in PDF or e-invoice format will get forwarded to a pre-selected email address.
This email address is unique to you and your business and is foundational to initiating the workflow with ZoneCapture.
This email address is unique to you and your business and is foundational to initiating the workflow with ZoneCapture.
Automated data entry and review
Once the invoice is received, ZoneCapture then uses intelligent Optical Character Recognition (OCR) technology to automatically scan and recognize relevant data on the invoice, or what we call Smart OCR.
ZoneCapture then automatically creates booking proposals by using the scanned data and mapping it directly into a NetSuite Vendor Bill. This means the entire process from receiving the invoice to capturing it in NetSuite is completely touchless and requires no external interface or manual entry.
ZoneCapture then automatically creates booking proposals by using the scanned data and mapping it directly into a NetSuite Vendor Bill. This means the entire process from receiving the invoice to capturing it in NetSuite is completely touchless and requires no external interface or manual entry.
Validate captured data
ZoneCapture users are then able to validate the details of the bills and credits proposals created by capture directly in NetSuite and the associated Vendor Bill record.
Features like Three-way Matching and Split-screen View allow for a focused approach to reviewing partially or mis-matched invoices and purchase orders for any possible errors.
Users can then take advantage of Clickable Auto-learning to enhance ZoneCapture's ability to handle unique invoices or data sets received by the business from various vendors.
Features like Three-way Matching and Split-screen View allow for a focused approach to reviewing partially or mis-matched invoices and purchase orders for any possible errors.
Users can then take advantage of Clickable Auto-learning to enhance ZoneCapture's ability to handle unique invoices or data sets received by the business from various vendors.
Create validated transactions
Once the data is reviewed and validated (manually or automatically), transactions are created from these proposals.
Because this all happens natively in NetSuite, all your existing workflows, customizations, and forms are all fully supported.
And with all your accounts payable data in one place, keeping an accessible record and trail of your invoices, purchase orders, and bills goes from painful to painless in a matter of minutes.
Because this all happens natively in NetSuite, all your existing workflows, customizations, and forms are all fully supported.
And with all your accounts payable data in one place, keeping an accessible record and trail of your invoices, purchase orders, and bills goes from painful to painless in a matter of minutes.
Videos
See Capture in action
Who benefits from e-invoicing? Everyone, that's who.
The winners are preparing their businesses for scale and variation in the way they manage vendor bills, instead of simply sticking to what they know. They are securing their ability to scale accounts payable and rapidly adapt to changes in the marketplace. With e-invoicing, businesses are unlocking limitless growth potential.
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How to Implement E-Invoicing
You will need to discover the scope of the project based on the current systems and platforms your business works with to conduct its invoicing processes (Zone is happy to help with this by the way!). We suggest having a walkthrough with a consultant or someone who is familiar with e-invoicing to understand how they operate and how to send to customers, etc. It would also be beneficial to run your e-invoices through a test environment as well. Be sure you are educated on your country’s specific guidelines related to e-invoices. The business needs to register with an e-invoicing network. Usually this is done through an online portal with tax identification information. A consultant can help you do this step as well if you run into questions. It’s typical for the registration to take 3-4 weeks to complete on the network side. All that’s left is to move your process from test or sandbox to production and you’re ready to send e-invoices.
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Get your ZoneCapture demo
Why wait to make automating accounts payable a painless experience? Talk to a Zone Apps expert and learn how ZoneCapture can help your business scale on NetSuite.
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Library
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