Invoicing with Ease: How O’Neil Software Streamlined Global Billing Operations

Aria Lukman, VP Finance, shares how O’Neil succeeds with New Software.

About O’Neil Software

O'Neil Software is a global leader in records and information management solutions. Drawing on 40 years of expertise, O’Neil Software serves more than 1,000 records management company locations across 88 countries. They prioritize integrity, innovation, and excellence to deliver tailored solutions that drive operating performance and financial efficiency for customers from their regional centers in the US, UK, and Australia. 

About New Software

New Software is an AI-powered code development platform that empowers finance and IT professionals in enterprises to create custom software for their ERP systems like Oracle's NetSuite. Globally transformative companies have adopted New Software to extend their ERP for custom integrations, automations, and applications.

 Background

As a forward-thinking organization, O’Neil is always seeking ways to optimize its operations and deliver the best possible service to its clients. The company recognized that its existing contract management and billing preparation processes were hindering its ability to scale and meet the growing demands of its business and customers.

The challenge

The primary contracting friction for O’Neil was the time-consuming nature of its manual contract review, billing preparation process, and invoice creation.

The company depended on disparate tools and manual methods, such as exporting product usage data and billing parameters from various sources like HubSpot® and NetSuite®, then combining and calculating billing amounts in Microsoft Excel® before importing the data back into NetSuite via CSV.

This approach was not only cumbersome but also susceptible to human error due to complex billing structures with multiple styles (one-off, multi-currency, multi-subsidiary, tier, subscription pricing structures), requiring their finance team several days to complete each month.

The solution

To tackle these challenges, O’Neil collaborated with New Software, an AI-powered code development platform. Together, we created a custom software application designed specifically to meet O’Neil Software requirements. The application effortlessly integrates with O’Neil’s current ERP system, NetSuite and HubSpot, streamlining the process of importing and exporting data between systems.

It also encodes O’Neil’s business logic, allowing for self-service maintenance in the future. This project eliminates the necessity for extra modules and the manual manipulation of data.

The results

The implementation of the custom software developed by the O’Neil Software finance team and built on New Software, yielded immediate results.

With its VP Finance, Aria Lukman leading the way, O’Neil Software experienced a significant reduction in billing preparation time, from 3-4 days to just minutes, saving approximately 30-40 hours of preparation time per billing cycle. This newfound efficiency allowed the O’Neil finance team to focus on higher-value tasks and strategic initiatives designed to drive the company's growth and success.

In addition to the time savings, O’Neil is also benefiting from increased data accuracy and consistency, minimizing the risk of human error and ensuring more precise billing for customers. The application's user-friendly interface and intuitive workflows make it easier for the O’Neil finance team to manage and monitor the billing process, further enhancing the company's operational efficiency.

Demo: Custom billing application on NetSuite

Why New Software wins

Bottom line

By partnering with New Software and leveraging its AI-powered code development capabilities, O’Neil Software was able to transform its contract management and billing preparation process.

The custom application developed by New Software not only saved O’Neil valuable time and resources but also better positions the company for future growth and success.

With its commitment to innovation and continuous improvement, O’Neil Software continues to set the standard for excellence in the records and information management industry.

To learn more about O’Neil Software and its groundbreaking Cloud Platform for off-site records management, visit oneilsoftware.com.

To learn more about New Software and our ERP extension platform, visit new.software.