Automated Invoice & Inventory Management for Fox River Associates

Fox River Associates is a specialty distributor of silicon-coated paper products. Their operations team was drowning in manual data entry — spending over 10 hours every week keying invoices and inventory updates into NetSuite.

The AP team was manually processing vendor invoices, entering line items one by one. Meanwhile, the inventory team was reconciling shipments and stock levels in spreadsheets before manually updating the ERP system.

Both processes were error-prone, time-consuming, and completely disconnected. The company needed a way to automate the flow of data while keeping humans in the loop for verification.

We built two custom automation systems that integrate directly with NetSuite, designed around the existing workflows of the AP and inventory teams at Fox River Associates.

AP Invoice Automation:

• Vendor invoices are automatically parsed and staged for review
• Line items are pre-matched to purchase orders and inventory records
• AP team reviews and approves in a clean interface
• One click syncs approved invoices directly to NetSuite

Inventory Automation:

• Shipment data is automatically pulled and reconciled
• Stock level adjustments are calculated and staged
• Inventory team verifies changes before syncing
• Direct integration with NetSuite eliminates re-keying

Both systems maintain human oversight where it matters — the team reviews and approves everything before it hits NetSuite — but eliminates all the tedious data entry work.

The automation transformed how both teams at Fox River Associates work:

• 10+ hours saved weekly — staff can focus on exceptions and strategic work
• Reduced errors — no more typos from manual data entry
• 50%+ faster invoice processing — a batch of 20 invoices went from 90 minutes to under 45
• Better visibility — real-time status tracking for all pending items
• Maintained control — nothing syncs without human approval