A Hero’s Journey: How an Accounting Team Saved 40 Hours A Month with NetSuite Integration

A Hero’s Journey: How an Accounting Team Saved 40 Hours A Month with NetSuite Integration

Every business knows the weight of manual tasks can feel like carrying a heavy load up a steep mountain—slow, exhausting, and seemingly never-ending. For this tech services firm, that mountain was payroll and employee data management, which had become an uphill battle for both their HR and accounting teams. With each pay period, they faced a grueling process: manually entering payroll data into two different systems, updating employee information, and hoping with crossed fingers that errors didn’t slip through the cracks. But when the burden grew too great, they found their guide for the climb: automation and NetSuite integration.

The Challenge: Battling the Beast of Manual Data Entry

At the peak of every month, the tech company’s teams prepared for their toughest battle. Manually inputting payroll data, adding new hires, and updating employee records had become a time-devouring beast. It consumed a full week’s worth of productivity, leaving the HR and accounting departments too drained to focus on strategic tasks that could help the company succeed.

As the business grew, so did the mountain of data. What was once manageable had become an avalanche of spreadsheets, prone to human error and inconsistencies that could spell disaster for the accounting team.

The Call to Adventure: Enter Flexspring

Most accounting pros use enterprise resource planning (ERP) software like NetSuite to handle daily finance and accounting tasks. Syncing this software with other core HR apps is essential for efficient and optimized workflows. ERP integration automates this process, saving time and eliminating human error.

Realizing they needed an experienced integration guide to scale this payroll data mountain, the company turned to Flexspring, recommended as an industry expert in building custom data integrations. The mission? To create an automated Paylocity connector to NetSuite, a seamless path, that would eliminate the time-consuming manual labor of transferring payroll data and employee updates.

This NetSuite integration solution is more than just a shortcut—it’s a bridge over the treacherous terrain that had once caused the company’s HR and accounting teams to stumble. Flexspring built a system that automatically synced payroll data, new hires, and employee updates between the two platforms, ensuring the data was always consistent and up-to-date.

The Journey: Crafting the Perfect Integration

Flexspring’s solution goes far beyond a one-size-fits-all fix. Like a master mapmaker, their team crafted a tailored integration that met every unique need. The result? An automated workflow that turned the tech company’s uphill battle into a smooth ascent to success.

1. Paylocity Payroll to NetSuite Journal Entries: Instead of tediously entering data into NetSuite after each payroll run, the integration extracted details like earnings, taxes, and deductions directly from Paylocity. These details flowed effortlessly into NetSuite, where a single journal entry was created for each payroll run. The integration grouped the data by account codes, cost center, location, and even balanced debits and credits. The automation also sent an alert only if something was missing or didn’t balance.
   
2. New Hires and Employee Updates from Paylocity to NetSuite: Whenever a new employee joined or an existing employee’s data was updated, Paylocity and NetSuite communicated instantly. The integration ensured employee records were accurate across both systems, eliminating the risk of manual errors creeping into payroll or workforce management.

The Heroic Feature: A Golden Key for Employee Profiles

This integration brought more than just efficiency—it offered something truly game-changing. The company’s senior consultant leading the project discovered that Flexspring’s solution enabled her teams to map employee data to a native field in NetSuite seamlessly.

“This allowed us to create a link to access an employee profile directly from the journal entry—a functionality we wouldn’t have had with only a custom field,” the consultant said. “This feature helps us monitor project resources and eliminates the manual process of searching for the employee based on their ID, then finding the project and the allocated resources.”

The consultant emerged as the hero leading this transformation. Through NetSuite integration she enabled the company’s HR and accounting teams to unlock real-time visibility into their workforce, making it easier to manage project resources and make informed decisions.

The Victory: Freeing Up A Week’s Worth of Work, Forever

With the integration complete, the company’s teams finally reached the summit. The once-daunting manual process was now a thing of the past, and the results were transformative:

• A Week’s Worth of Time Saved: The HR and accounting teams reclaimed an entire week of work each month. No more getting bogged down in the endless task of data entry.
• Unmatched Accuracy: Automated data transfers between Paylocity and NetSuite ensured there were no gaps or errors in payroll processing. Every record stayed up-to-date, and every journal entry was correct.
• Freedom to Focus: Instead of wrestling with data, the HR team could finally focus on what mattered most—supporting their growing workforce, fostering culture, and driving business growth.

“The Paylocity to NetSuite integration has had a positive effect across the company,” the senior consultant added. “Automation saves the accounting team 40 hours a month, which translates into a full week of work every month. The HR team has had a significant boost in morale, and managers from various departments love the ability to drill down into the financials for better insights.”

Conclusion: Reaching the Summit with Flexspring

Our senior consultant took charge and became the heroic champion of change by identifying the need for improvement and spearheading the effort to make it happen. This journey shows that scaling new heights of innovation and transformation is possible for any company brave enough to take the first step. Embracing integration and automation with an experienced guide overcomes even the steepest business challenges.

Author Byline:

Yan Courtois is the CEO of Flexspring, a company that focuses on HR data integration. With Flexspring, Yan leads a team of experts who provide custom and turnkey data integration for HR apps that’s fast, easy, and cost-effective.