Advancing Oracle NetSuite Operations with Hyperbots AI Co-pilots

Jace Kitchen:
Hello. Thanks for joining me today, John. A quick introduction of myself, my name is Jace, and I'm an Account Executive here at Hyperbots. I've been here for a few months now and have spent about six years in the SaaS space, primarily focusing on automation in Finance and Accounting.

With me today is John Silverstein. He's the VP of Financial Planning and Accounting at XR Extreme Reach, with over 20 years of finance leadership experience. He has led finance transformations and strategic initiatives at GE, Synchrony Financial, Google, CGS, and a few other companies. From automating processes to optimizing cost structures and ERP rollouts, John has delivered measurable impact across both Fortune 500 companies and high-growth startups. Thank you again for joining us today, John.

John Silverstein:
Yeah, thanks for having me.

Jace:
Of course. Today’s primary discussion topic will be Hyperbots AI co-pilots while using Oracle NetSuite. John, what makes Hyperbots AI co-pilots a natural fit for Oracle NetSuite?

John:
The great thing about Hyperbots is that they already have a pre-built connector to NetSuite. So, from a deployment perspective, it's just configuration. No need for heavy coding. And with AI, you don’t need to know as much code as you used to. The co-pilots can read and write to every finance object, from the Chart of Accounts (COA) to GL, POs, GRNs, invoices, payments, vendor master, even custom fields via the NetSuite RESTlets and SuiteTalk API. So, you can use either one.

The connector supports both real-time streaming, multi-instance sync, and also hashed audit logs. It’s seamless and allows you to get up and running fast without building out a new API integration. Once live, NetSuite remains the single source of truth. Hyperbots does not become a separate source in your process.

Jace:
Sure. And how long does it typically take to get a co-pilot live on NetSuite?

John:
For most clients, the full cycle with sandbox mapping, UAT replay, and production cutover takes about two to four weeks. All we need are API credentials, a UAT tenant, and a 90-minute field mapping workshop. We handle the rest. If you request additional custom objects, we might take a few extra days just to ensure the core plumbing is ready and off the shelf.

Jace:
So, definitely a much smaller lift than an actual ERP implementation.

John:
Exactly. This is definitely not an ERP implementation.

Jace:
How often does Hyperbots sync data with NetSuite, and what cadence do you recommend?

John:
The sync cadence is selectable per data class. You can choose real-time, hourly, daily, or weekly. For metadata like company data and Chart of Accounts (COA), we recommend real-time or at least daily, to ensure smooth operations if there are any changes.

For master data like vendors, items, and GL accounts, daily syncing is fine, since they don’t change as frequently. This keeps the data accurate and updates it quickly without affecting system performance.

For transaction data like POs, GRNs, and invoices, hourly syncing is common, though we recommend real-time syncing for things like PO postings, invoices, journal entries, and accruals. This ensures you’re always seeing the latest data when something changes.

Jace:
So it's very flexible depending on your internal processes and workflows.

John:
Exactly.

Jace:
Could you walk me through how each Hyperbots Co-pilot automates a typical task inside NetSuite?

John:
Sure. I like to think of each co-pilot as handling a specific role or responsibility, almost like a virtual employee.

• Invoice Processing Co-pilot reads a PDF invoice, performs a three-way match with PR and GRN, auto-codes the GL, and posts the voucher. About 80% of invoices can be processed straight-through (STP).

• Accruals Co-pilot pulls open PO and GRN queues, books month-end accrual journal entries, and auto-reverses them once the invoice arrives. This is a huge advancement compared to the traditional, time-intensive accrual process many teams follow. In this case, you essentially have an “employee” that posts and reverses entries in real-time, without needing to close the books.

• Procurement (PR & PO) Co-pilot pulls Purchase Request (PR) lines from contracts, checks budgets, routes approvals via Slack, creates PO records, and dispatches them to vendors. This streamlines the process significantly with no waiting required for emails or manual routing.

• Vendor management Co-pilot ingests W-9 forms, validates EINs, ensures proper approvals, and updates the vendor master automatically. You’re not waiting to input W-9s manually from PDFs anymore.

• Payments Co-pilot handles analysis, discounts, cost of capital proposals, pay dates, ACH batch execution, and posts cash entries. These actions are all automated and occur in real-time. No more waiting for someone to manually check the bank account and post entries.

• Sales Tax Verification Co-pilot ensures that origin, destination, zip codes, line item tax codes, and more are validated before posting invoices. This reduces re-work and prevents overpaying taxes.

All of these co-pilots work natively in NetSuite with full reading and writing capabilities. No CSV uploads required, which are typical in other platforms and often delay processing.

Jace:
Right. And how does Hyperbots handle exceptions or failed transactions in NetSuite?

John:
Every write operation is immediately followed by a read-back. If NetSuite returns an error, like a locked period or a missing segment, the connector retries with exponential backoff. After three failures, the transaction is parked in an integration exceptions queue, with the full NetSuite error string, and a Slack alert is sent to AP or IT. Nothing silently fails. Every attempt is logged in a hashed audit trail, so you can correct issues and improve the process over time.

Jace:
That ensures nothing slips through the cracks. What safeguards are in place for security, data integrity, and customization?

John:
We use TLS 1.3 encryption and AES-256 standards. It’s SOC 2 Type II and ISO 27001 certified. From a role-based access standpoint, you have defined scopes, so your API token won’t see restricted items like payroll.

It also supports custom fields and multi-currency. We can map any SuiteScript custom column or record and post that amount using NetSuite’s native FX rates. The multi-instance switchboard provides a single pane to view traffic across subsidiaries or sandbox and production environments, while respecting your unique NetSuite configuration.

Jace:
And if a company migrates off NetSuite or upgrades to the latest release, what happens to the integration?

John:
Hyperbots connectors are versioned. During a migration, we can enable a dual-write mode, so it writes to both instances, posting to both ledgers until cutover. This ensures you remain live and operational during the transition. For NetSuite upgrades, it’s equally smooth. We use versioned RESTlets abstracted by the connector, so co-pilots continue to operate without requiring code changes.

Jace:
That’s awesome, it helps maintain continuity even through system changes. How do you prove that every write into NetSuite landed as intended?

John:
We do that through read-back validation. It compares every field, such as amount, currency, subsidiary, class, department, to the intended payload. If anything diverges, the transaction is rolled back or corrected automatically. A green check badge appears when there's a bit-for-bit match, giving finance full confidence in ledger integrity.

This process is automated and more accurate than using spreadsheets or CSVs, which can result in errors like an extra comma or a cut-off file. We've encountered that at Extreme Reach ourselves. With Hyperbots, you get API-level accuracy and real-time visibility; no need to wait for a month’s worth of transactions to be validated manually.

Jace:
Absolutely. That visibility and accuracy are huge. That’s all I had for you today, John. Thank you, as always, for joining us. We look forward to more conversations soon.

John:Alright. Thank you.