Hyperbots Data Model Designer for out of the box ERP/HRMS Mapping

A discussion with John Silverstein, CEO and Founder of Liv Data LLC, about company-specific configuration capabilities with Hyperbots

How Did Hyperbots Cope with ERP Customization Complexity During Integration?

Jace Kitchen, AE Hyperbots: Well, thanks again for joining today, John. Today's discussion is going to be around Hyperbots' company-specific configuration capabilities. First question for you: Your ERP is highly customized. How did Hyperbots cope with that complexity during integration?

John Silverstein, CEO and Founder, Liv Data LLC: Yeah, that's a good question. And that always comes up - the complexity during the integration and how you do any customizations and things in the different configurations which you run into in any of these sorts of implementations. So the connector for Hyperbots maps straight into the NetSuite subsidiary tables and user-defined fields. There's no middleware, no hard coding. Hyperbots has a data model designer that lets us bind the program ID, the funding source, and any other bespoke type fields in the browser UI. So we were posting transactions inside three weeks. Competitors told us to standardize first.

How Are User Roles and Org Hierarchies Imported?

Jace: And how are user roles and org hierarchies imported?

John: Yeah, the roles and hierarchies are imported from the HRMS in this case. And Hyperbots reads the Workday job codes and then creates the roles - if the person's an AP clerk, procurement officer, plant controller, all those roles come forward from the HRMS system.

Did You Have to Alter Existing Business Processes to Fit the Tool?

Jace: Awesome. And did you have to alter existing business processes to fit the tool?

John: No, we did not have to alter the business processes. We created a tax verifier role that was unique to the telecom entity and then routed disputed invoices to it. And we made sure to keep the retail entity on a one-step or two-step flow, all done with no-code screens. So it can customize and go with whatever business process you have. That's one of the great things about it - you don't have to change and try to alter how you actually run your workflows and things within your business.

Can You Brand or Rearrange Screens?

Jace: And UI preferences can be political. How could you brand or rearrange screens?

John: Yeah, so we inserted our own color palette and then we pinned the top ten aging vendors on the dashboard. So we were able to move things around. We had modules that were irrelevant to retail, and Hyperbots generalized the UI framework. It binds the widgets to data models, so layout changes - you can just move things around. It takes minutes.

How Granular Are Approval Limits?

Jace: And how granular are approval limits?

John: The limit tables run by role and cost center. So managers can go up to 10K, directors 25K, or CFO unlimited. We set those up so we can get pretty granular. And we overrode one project code so it was 50K because of a government grant. Again, it's no-code - you just make the adjustments in the UI.

Can Workflows Be Standardized for Some Entities and Granular for Others?

Jace: And can these workflows be standardized for some entities and then granular for others?

John: Yeah, absolutely. Retail uses a single simplified invoice workflow. Manufacturing runs invoice, PO, and granular accrual workflows. Hyperbots allows you to toggle between standard or granular modes per entity.

How Did the Platform Learn Your Chart of Accounts Quirks?

Jace: And how did the platform learn your chart of accounts quirks that you guys would see?

John: That's a good question because there are quirks within every entity and sometimes within your own business. And it's not just business by business. A GL recommender agent goes in first - it analyzes 24 months of journals, and then it reaches 99% coding accuracy. We reached that within the second month. So when we added a new ledger, the agent retrained overnight. We didn't have to remap or anything. So it just automatically retrains, which is really nice.

How Tailored Can Matching and Accrual Policies Be?

Jace: And talk about matching and accrual policies. How tailored can those be?

John: Yeah, so this is another great feature of Hyperbots. We were able to apply strict three-way matching for hardware POs, and then for SaaS, we did a two-way match, and no matching for utilities. Accruals cut off daily for the project division and monthly for retail. So we're able to decide how things post and how frequently they post and what the matches are. And you can go beyond two-way and three-way matching - we have that ability, so we can even match on other items within an invoice and make sure that the rules live up to our policies. And we can edit without having to get IT involved.

How Far Can You Customize PO Templates, Notifications, and Audit Trails?

Jace: Yeah, that's nice as well. Don't have to get them involved. And PO templates, notifications, audit trails - how far can you customize?

John: Yeah, we use the project code templates in construction and lean templates in retail. The notifications differ. So controllers get Teams alerts; plant buyers get email digests. Our audit trails include our own environmental approval. And the competitors that we checked couldn't even add a field to the log. So that was, you know, a good plus again.

Where Do Competing Platforms Fall Short on Company-Specific Flexibility?

Jace: Sure. And where do competing platforms fall short on company-specific flexibility?

John: Yeah, so the competitors - where they fell short was importing roles. They charge professional service fees for custom fields too. So you have to maintain them and you can't remap and retrain that easily when you do the customization. You can't write to non-standard GL segments. You're limited to one template per document type. Hyperbots treats all of them in a table-driven config, so you can continue without having to have professional services for any custom fields.

How Long Did the Whole Configuration Cycle Take?

Jace: And on the configuration side of it, how long did the whole configuration cycle take?

John: We were four weeks end to end for two midsize entities, well inside the Hyperbots four-to-six-week promise. So that was a very quick win compared to competitors as well. And some of the legacy tools where you're sometimes implementing for months - you can get up and running in weeks in this case. Half the timeline quoted by the next best vendor. So we were half - it's a minimum of three months at most vendors.

What Happens When an Employee Changes Departments?

Jace: Yeah. And what happens when an employee changes departments?

John: Yeah, so because you're integrated with the HRMS, an event is automatically triggered from the HRMS when the department's changed in there, and then Hyperbots will revoke the old permission and grant new ones based on the HRMS. So those updates and approval limits happen automatically, and you don't have to manually clean up or have audit findings. This does require that you maintain and that you have all your roles set up properly, and you can move things around appropriately with the right permissions.

Can You Walk Us Through a Real-World Policy Tweak That You Did Yourself?

Jace: Sure. And could you walk us through a real-world policy tweak that you did yourself?

John: Yeah, we had to have a temporary $5,000 approval cap for seasonal hires. I opened the rule table and just set the threshold and hit publish, and then it was live. Didn't have to go back, no professional services, no code. I was able to just go in and alter it within minutes. And there was no deployment outage or anything. We didn't have to take the system down or any of that.

How Does This Configurability Translate into a Competitive Advantage?

Jace: Sure. And how does this configurability translate into a competitive advantage?

John: The key is it's faster acquisitions. We onboarded a niche aerospace unit without forcing them to bend their processes or wait for IT. Their finance stack looked native within a month. Our PE board loved the speed.

Final Scorecard: Hyperbots Versus Customizable Competitors

Jace: And final scorecard - Hyperbots versus customizable competitors.

John: Yeah, Hyperbots offers yes on every configurability row: custom ERP integrations, no-code fields, granular workflows, flexible templates. Most of the rivals scored half that. This approach cut our IT spend by $200K and delivered a "fits like a glove" experience. Finance can actually enjoy it and not have to wait and go back and forth with IT dev and all these parts of the organization. It's live and customized and fits your needs right away.

Jace: Awesome. That is all I had for you today. Thank you, John.