Introduction
Our client is a U.S.-based wholesaler and online retailer specializing in European-inspired kitchen and bath appliances. Their products include a range of hoods, wine coolers, fireplaces, shower panels, and bathtubs. Headquartered in the U.S., the company generates revenue primarily through direct product sales on its website and via major platforms such as Amazon, Wayfair, and Walmart. To support their rapid growth, reduce operational challenges, and maintain financial accuracy across high transaction volumes, the company sought our support for back-office functions related to accounts payable and accounts receivable
The Problem
Due to a sudden surge in sales due to retail markup, the company faced recurring inefficiencies in its financial workflows, and the client’s internal team was spending too much time fixing errors rather than focusing on growth:
- The team lacked a proper process for credit and payment memo processing
- There were manual errors in entering and reconciling financial data
- The company was missing or delaying PODs, which made it hard for them to resolve disputes
- Manual processes slowed down settlements across NetSuite and vendor portals
These challenges not only created operational inefficiencies but also risked damaging vendor trust.
Decision to Transition
The client wanted to resolve these issues and decided to partner with an expert AR/AP service provider. They were specifically looking for:
- A partner with hands-on experience in NetSuite and vendor portals.
- A team that could deliver accurate results in a timely manner – without much oversight.
- A cost-effective solution that avoided the need for additional in-house staff.
KnowVisory Global checked all the boxes and became the partner of choice.
The Challenge
Working on the books came with its own set of challenges:
- High Transaction Volume: The company had large volumes of AP/AR records, which had to be processed with precision.
- Consistency & Accuracy: Every credit memo, payment memo, and POD upload needed to be handled accurately and in a time-bound manner.
- Multi-Platform Coordination: All deliverables had to be shared consistently across all platforms, including Google Drive, NetSuite, and multiple vendor portals.
- Resource Optimization: With only one dedicated resource, work had to be assigned efficiently to maintain accuracy and prevent burnout.
The Solution
We created a structured workflow that streamlined both AP and AR functions. Step 1: Creating Credit & Payment Memos in NetSuite
- We downloaded remittance files from vendor portals or the client’s shared drive.
- Our bookkeeper then organized and formatted the data for accuracy.
- Credit memos were created to adjust customer balances.
- We then issued payment memos for partial or full settlements.
- Our team verified and posted all entries without errors.
Step 2: Proof of Delivery (POD) Management To resolve disputes and to validate payments, we:
- Retrieved PODs directly from NetSuite.
- Uploaded them into the vendor portals on time.
- Rechecked vendor records to confirm payments were processed.
By combining automation within NetSuite and structured data handling, we were able to bring clarity and speed to the client’s AP/AR cycle. Tools that we used include NetSuite, Google Drive, Amazon, Wayfair, and Lowe’s vendor portals.
The Result
Conclusion
- The partnership quickly paid off, and the company was able to achieve:
- Improved data clarity
- Significant reduction in errors, which made it easier to review records
- Streamlined workflows that led to quick payment settlements
- Accurate documentation that led to smoother vendor interaction
- Accurate documentation that led to smoother vendor interaction
- >95% success rate of bot case completion
- SDK delivered for native platforms, enabling Virtual & Live agent communications across multiple mobile platforms