We’re a Global Player for Accounts Payable Invoice Automation and P2P Processes with SAP: xSuite Group

Best practices for automating accounts payable (AP) change over time as technology expands the scope of business activities. Saving time, effort, and money while maintaining a high standard of quality are some of the fundamental elements of AP best practices that have lasted the test of time.

It takes more than just choosing an AP platform to get the most out of an AP automation solution. It entails a variety of tasks, such as setting up the system to meet your financial constraints and company objectives. Utilizing the system's functions to the fullest extent will assist your company reduce payment errors, unanticipated costs, and improve cash flow.

One of the top software developers of intelligent apps automating document-based business processes is xSuite Group. With their knowledge of SAP workflows for accounts payable, they supply all of their services and software from a single source to enterprises all over the world. Their products are used by more than 200,000 users from mid-sized to big businesses and government organisations to handle more than 60 million invoices annually.

We interviewed Jan Schulze, Head of Product Management, to get a good understanding of the company

Q. How did the concept for xSuite come about, and how has the company developed since its inception?

Innovation is part of xSuite's DNA. That is why we have reinvented ourselves several times over the years: From a reseller of archiving solutions, to a software manufacturer, and now we are transforming into a cloud company. Only one thing has always remained the same: Our focus on SAP and business processes.

When the company was founded in 1994 in the small German town of Ahrensburg, digitization was still in its infancy. But the founders of xSuite recognized the potential of digitization already at that time. That's why the company started with reselling and implementing digital archives – esp. for SAP user companies.

In the mid-2000s, xSuite changed its business model and became a software manufacturer. The first in-house developed solution was the SAP-integrated invoice workflow – still our most popular product! In the following years, we’ve added further digital workflow solutions. Always in focus: the automation of business processes in SAP.

Today, we are in the next wave of transformation. SAP wants to bring its customers into the cloud, and these very customers we strive to support with solutions tailored to SAP – in and for the cloud.

Q. Why did xSuite pick SAP as the foundation for its innovations in products and services?

SAP user companies have always been front runners when it comes to using innovative technology on the one hand – and are particularly demanding on the other hand. But that actually fits 100% with what we demand of ourselves: We are passionate about innovative, digital solutions and we always strive to find the best solutions for our customers. So, working with SAP user companies has come about quite naturally. It simply fit, right back from the days when we only sold archiving software.

The market of SAP user companies is of course very attractive to ISVs in general. SAP offers standardization across a broad market, and provides partners, like us, with numerous possibilities to enhance and refine the SAP offering, at both the technical and business level. That’s why we also rely

on close cooperation with SAP, which can be seen, for example, in our numerous certifications.

Q. How has the company's SAP integration grown over time? Can you describe the services that xSuite offers to its customers on the SAP platform?

Our starting point was AP automation, namely an SAP-integrated invoice workflow that addressed the SAP modules MM and FI. Our credo was always to have a clean integration, i.e. in our own namespace and without Z-programming. SAP also appreciates the advantages of this approach now, when they promote the "Clean Core" as the ideal standard.

After invoice automation, we looked at other document processes, with a focus on P2P, and seamlessly integrated them into SAP as well. These include, for example, the requisitioning process, as well as the processing of incoming order confirmations and delivery bills. Of course, archiving with us also takes place in the SAP-integrated cosmos, for which we employ our SAP-certified interfaces for ArchiveLink, CMIS and ILM.

The next step is to support SAP user companies in their cloud transformation and their switch to SAP S/4HANA. For this, we offer new solutions on the SAP Business Technology Platform, such as a supplier portal and, of course, our favorite: a digital invoice workflow.

Q. How has the way businesses handle invoice payments changed as a result of xSuite's SAP Accounts Payable invoice automation?

With xSuite, invoicing management becomes more digital, more automatic, more transparent – but above all: significantly faster. One of our customers in the entertainment industry, for example, has reduced its average processing time from 30 to only 3 days. And this is not an exception, average time savings of at least 50% are achieved by all customers with the introduction of our solution.

When processes are significantly faster, our customers have more control and get into the driver's seat: Faster payments improve the relationships with suppliers, save queries and avoid reminder fees. And faster processes free up room, for example, for dynamic discounting approaches (i.e. if a company asks their supplier to give them a discount of x% if they pay the invoice before it is due). This way, a positive ROI can be achieved rapidly.

Q. The company not only offers cutting-edge and practical SAP-integrated products but also training and certification to prospective customers. Can you describe how this will help businesses?

As part of our xSuite ACADEMY, we offer a comprehensive training program for customers and partners. Our goal is to enable power users in procurement and AP as well as business IT on the customer side to act as autonomously as possible when it comes to day-to-day management of the software and minor adjustments.

On the other hand, our technical support and our process and technology consultants are of course always there to help our customers. Our consultants continuously support customers in further developing, optimizing or adapting processes to changing requirements so that they can get the greatest benefit from their SAP system.

Q. What problems has the company faced over the years? What are some of the key takeaways from these challenges?

The biggest challenge in our business is the speed of innovation. What was brand-new, innovative and state-of-the-art just a few years ago might already be obsolete today. On the other hand, this speed, the dynamic is exactly what makes our work so exciting and motivates us!

A central learning of ours is to always have our ear to the market and not to rest on our laurels. That's why we are always striving to become better, both in our solutions and in our know-how and consulting expertise. Our goal is always to deliver real added value to our customers.

In addition to the cloud transformation, we therefore introduced subscription licensing at the beginning of this year to meet the demands of the market and offer our customers even more flexibility.

Meet the pillar of the company

Jan Schulze is a graduate of business informatics; he is an expert in business and IT topics and thus optimally combines the relevant expertise. As a passionate field hockey player, he is a true team player and is always fully committed to what he does.

“Our core competence lies in accounts payable (AP) automation in SAP, for mid-to large-size corporations, as well as for public clients.”