NetSuite Implementation & Integration using Celigo for a Professional Services Company – Case Study

Executive Summary  

Dhruvsoft partnered with a leading professional services company specializing in quality compliance to implement NetSuite ERP and transform their business operations. The project focused on deploying NetSuite SuiteProjects, Order-to-Cash (O2C), Procure-to-Pay (P2P), and Finance and Record-to-Report processes to address inefficiencies in project management, financial operations, and procurement processes. Additionally, we integrated their Salesforce CRM system with NetSuite using Celigo, enabling seamless data flow across departments.

As a result of this implementation, the client achieved improvement in operational efficiency, gained end-to-end visibility into their financials and projects, and positioned themselves for scalable growth. This case study outlines how Dhruvsoft delivered a tailored solution to meet the client’s unique challenges, ensuring long-term success.

About the client    

The client is a leading provider of quality compliance services, specializing in assisting life sciences companies to develop healthier and safer products by streamlining the path to regulatory compliance. Their expertise encompasses various areas, including regulatory affairs, Good Practice (GxP) standards, and FDA compliance. They offer tailored solutions such as Computer System Validation (CSV), Computer Software Assurance (CSA), quality management systems, and supply chain quality management. By delivering specialized expertise, efficient processes, and advanced technology, the client enables organizations to achieve quality excellence and ensure compliance with complex regulatory requirements.

Challenges    

The client faced several operational hurdles that could have improved their efficiency and accuracy in financial reporting. The primary issues were:  

1. Inefficient Project and Revenue Tracking

Tracking projects and associated revenues was challenging. Without a streamlined system, monitoring financial performance and project profitability became difficult.  

2. Manual and Complex Commission Management

Calculating and processing employee commissions was cumbersome and prone to errors. The manual approach delayed payments and impacted employee satisfaction.  

3. Approval Bottlenecks for Timesheets and Expenses

The approval process for employee timesheets and expenses was slow and manual. Approvals required excessive back and forth, delaying crucial operations.  

4. Lack of Bank Transaction Integration with NetSuite

 Without integration, bank transaction data had to be manually entered, making financial reconciliation time-consuming and error-prone.  

5. Inaccurate Financial Reporting

The client needed help to produce accurate financial reports, limiting their ability to track performance and make informed decisions. Heavy reliance on manual processes led to errors, especially in finance and reporting.

6. Disconnected Systems

The absence of automation and integration between CRM and ERP led to delays in revenue recognition and reduced operational efficiency. The lack of an integrated system for managing projects, finances, and procurement caused inefficiencies and delays.

7. Scalability

The existing infrastructure could not scale to support their growing business and client base.

Solution Provided    

The Dhruvsoft team implemented a solution using NetSuite and Salesforce to overcome these challenges. Further, they have integrated the ERP and CRM using Celigo.

1. NetSuite SuiteProjects for Project Management  

• What We Did: Implemented SuiteProjects to manage the entire project lifecycle, from planning and resource management to billing and reporting.  
• Benefits: This gave the client real-time visibility into project performance, helping them track budgets, timelines, and resource allocations effectively.  

2. Automated Commission Management  

• What We Did: Set up an automated commission system in NetSuite to calculate and pay commissions based on sales performance.  
• Benefits: Reduced calculation errors and ensured timely commission payouts, improving employee satisfaction and retention.  

3. SuiteFlow Customization for Approval Workflows  

• What We Did: Customized SuiteFlow to automate timesheet and expense approvals. The system enabled email-based approvals for faster processing.  
• Benefits: Streamlined approval processes, reduced turnaround times, and minimized manual intervention. 

4. Bank Integration with NetSuite

• What We Did: Integrated the client’s bank transactions directly with NetSuite for automated financial reconciliation.  
• Benefits: Accelerated reconciliation processes, reduced manual data entry, and minimized errors.  

5. Enhanced Reporting with NetSuite  

• What We Did: Configured NetSuite’s reporting tools to provide insights into financial and operational performance.  
• Benefits: Enabled accurate and timely financial reporting, empowering the client to make data driven decisions.  

6. Salesforce Integration via Celigo  

• What We Did: Integrated Salesforce with NetSuite using Celigo. When opportunities are closed in Salesforce, all relevant data, including quotes and orders, are automatically transferred to NetSuite.  
• Benefits: Seamless data flow between systems improved financial reporting accuracy and ensured efficient invoicing.  

Implementation Process    

1. Planning and Discovery  

• We worked closely with the client to understand their existing workflows, pain points, and goals. This phase laid the foundation for a customized solution tailored to their needs.  

2. NetSuite and Salesforce Configuration  

• Configured project types such as Time & Material, Milestone, and Hybrid projects in SuiteProjects.  
• Set up complex commission structures aligning with sales hierarchies and quotas.  

3. Bank and Salesforce Integration  

• Implemented automated bank data synchronization.  
• Established a seamless connection between Salesforce and NetSuite for real-time data transfer.  

4. Testing and GoLive  

• Conducted rigorous testing to ensure data accuracy and workflow automation. The solution was then rolled out, ensuring a smooth transition.  

Results Achieved    

The integration delivered significant improvements in the client’s operations:  

1. Improved Project Management Efficiency  

• Real-time tracking of project metrics like budgets and timelines.  
• Enhanced visibility into project milestones and deliverables.  

2. Streamlined Commission Management  

• Automated, tiered commission calculations reduced disputes and errors.  
• Prompt payouts improved employee satisfaction.  

3. Faster Approval Processes  

• Automated workflows for timesheets and expenses sped up approvals.  
• Email-based approvals reduced delays.  

4. Accelerated Financial Reconciliation  

• Bank reconciliations, previously taking days, are now completed in hours.  
• Fewer discrepancies due to automated data syncing.  

5. Accurate Financial Reporting  

• Reduced manual effort in generating reports.  
• Reliable data empowers better business decisions.  

6. Operational Efficiency Boost  

• Automated reporting allowed teams to focus on strategic initiatives.  
• Seamless integration between systems ensured timely revenue recognition.  

Conclusion    

This case study highlights how Dhruvsoft helped the client overcome operational inefficiencies by integrating NetSuite and Salesforce. The tailored solution enhanced project tracking, streamlined commission management, and improved financial accuracy. By implementing NetSuite SuiteProjects, Order-to-Cash, Procure-to-Pay, and Record-to-Report, Dhruvsoft enabled the client to streamline operations, enhance efficiency, and scale effectively. The integration with Salesforce using Celigo further empowered the client to unify their sales and financial processes, paving the way for sustained growth.

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