Case Study

Building a Smarter, More Secure AP Process with Coupa Pay

Turning Complexity into Financial Clarity in Life Sciences

With a small but mighty finance team supporting the needs of a growing life sciences organization, a leading diagnostic testing company faced a set of challenges that could easily have slowed operations and strained resources. Rather than accept inefficiencies as inevitable, leadership saw an opportunity for transformation.

The company’s Controller understood that managing accounts payable manually — through clunky system interfaces and outdated processes like check printing — was not just cumbersome; it was unsustainable. With user frustration mounting and limited visibility into workflows, the time had come for change. As a healthcare organization entrusted with sensitive patient data, the company needed a solution that delivered more than convenience. It had to be secure, HIPAA-compliant, and deeply integrated with its existing NetSuite ERP.

Manual Processes and Frustrated Teams

While the organization continued to grow, its finance operations had not kept pace. The legacy system made even routine tasks feel burdensome, and manual workflows bogged down the accounts payable (AP) function and drained productivity. Finance staff lacked visibility into invoice status, and leadership had no clear way to track processing times or pinpoint bottlenecks. The team even printed and mailed checks by hand — an outdated process that consumed valuable time and focus.

The AP team was not just under pressure; they were underpowered, and the need for a scalable, intuitive solution became urgent.

Choosing a Partner Who Understands the Industry — and the Stakes

When the team began evaluating options, they were not just looking for software — they were looking for synergy. Coupa’s Coupa Pay module stood out with its intuitive design, robust invoice automation, and seamless digital payment capabilities. Even more important, it could deliver a HIPAA-compliant environment tailored to their needs.

Technology was only part of the equation, though. The company selected Acquis Consulting Group (Acquis) as its implementation partner not simply for the firm’s Coupa expertise, but because Acquis deeply understands the nuances of the life sciences industry. Acquis brought a structured, yet flexible, approach — one that combined best practices with a willingness to challenge assumptions constructively, always keeping the client’s goals in focus.

Modernizing AP Processes with Coupa Pay

Acquis and the client joined forces with a clear mission: streamline AP processes without compromising security or compliance. Together, the teams took deliberate steps to ensure the solution would be both powerful and practical:

Eliminated manual check runs with fully automated invoicing and payments

Integrated Coupa Pay and NetSuite to form a cohesive, scalable financial ecosystem

Protected sensitive data through a HIPAA-compliant instance that met stringent regulatory standards

Understanding that even the best technology falters without proper adoption, Acquis conducted weekly training sessions to equip users with both technical skills and a deeper understanding of how the new system would transform their daily work.

Measuring Success Beyond Metrics: From Frustration to Fulfillment

The impact of the Coupa implementation transcended traditional ROI measures. The client’s AP team gained real-time visibility into invoice status, allowing them to identify and eliminate bottlenecks before they became problems. The approval process, once a source of constant frustration, transformed into a streamlined workflow that empowered approvers.

Perhaps most tellingly, the emotional climate shifted dramatically. “Since implementing Coupa, our AP teams are actually happy about the software they’re using,” shared the client’s Controller. This sentiment — the transition from daily frustration to genuine satisfaction — represents the human dimension of successful digital transformation.

Building Tomorrow’s Finance Function Today

In an industry where precision is non-negotiable, this healthcare leader now brings the same discipline to its financial operations. With Coupa Pay fully integrated into NetSuite and embraced by its team, the company has built a smarter, more secure foundation for growth.

Backed by a scalable platform and a trusted partner in Acquis, the organization is ready to extend its digital transformation across the broader procurement lifecycle.

This journey proves that operational excellence and employee satisfaction are not opposing goals. With the right strategy, they go hand in hand.

Learn more about Acquis’ partnership with Coupa →

Continue Reading: