A person wearing glasses and a lab coat sits at a desk, working on a computer in a bright room with large windows.

Visby Medical Cuts Month-End Close 5 Days with AI-Powered AP Automation

A person wearing glasses and a lab coat sits at a desk, working on a computer in a bright room with large windows.

10 → 5

days reduced for close

$11K

cashback with virtual card

24

hour re-implementation

Founded nearly 15 years ago, Visby Medical, a medical diagnostics company, developed the first disposable multiplex PCR diagnostic, offering over-the-counter tests for COVID-19, flu, and sexually transmitted infections across domestic and international supply chains.

Joe Loney, Associate Controller at Visby, manages a lean 1.5-FTE AP team that processes hundreds of invoices monthly from domestic and international suppliers using NetSuite as its core ERP. After a costly detour to another AP solution that caused integration failures, team burnout, and close delays, Visby re-implemented Tipalti Accounts Payable in 24 hours. This move cut the month-end close from 10 days to 5 and reduced AP headcount from 3 to 1.5 FTEs.

The great thing about Tipalti is it lets AP be in a place where you don't have to think about it too much, and that frees us up to focus our energies on places that matter a little bit more.

Joe Loney

Associate Controller, Visby Medical

Challenge

A Cost-Cutting Switch That Broke AP Operations

Visby Medical runs lean finance operations around NetSuite, relying on automation to drive accounts payable with minimal headcount. However, a switch to a lower-cost AP solution triggered broken integrations, heavy manual rework, supplier onboarding failures, and an uncontrollable month-end close process.

  • Broken NetSuite sync multiplied manual rework. Because the new system failed to fully sync transactions, the AP team had to manually re-key bill payments and invoices that had already been processed.
  • Month-end close stretched from 5 days to 7–8 days. Missing transactions forced the team to calculate extra accruals for items that should have posted automatically.
  • International supplier onboarding collapsed. Vendors across China and Vietnam, roughly half of Visby’s 40 inventory suppliers, failed to enroll despite repeated attempts, straining relationships with key manufacturing partners.

The switch added operational risk, damaged team morale, and left Visby’s AP function in an unsustainable position after only three months.

Our AP Manager was up until midnight just trying to close the books, basically having to make accruals for everything that should have just automatically posted. It didn't feel great to put people in that position where all of a sudden they have this very difficult job for no reason.

Joe Loney

Associate Controller, Visby Medical

Decision

A Proven Track Record Made Returning to Tipalti the Easiest Call

After three months of operational friction on the replacement system, Visby Medical returned to Tipalti. Because the team already knew it worked within their NetSuite-based finance stack, the prior six-year track record gave Joe total confidence that they could quickly and reliably restore the original configuration.

  • Seamless NetSuite integration. Visby required complete, automatic transaction syncing without manual re-keying, tedious reconciliation work, or accounting-period issues.
  • International vendor support was non-negotiable. With roughly half of Visby’s 40 inventory suppliers based in China and Vietnam, the team needed reliable foreign currency support and a frictionless vendor onboarding process for overseas suppliers.
  • Intuitive, lean operations. In a finance function operating with only 1.5 full-time employees, the team needed an easy-to-use platform. Joe knew from experience that he could step into Tipalti without specialized daily training to process high-priority bills.

Ultimately, the decision came down to proven execution: Tipalti had already demonstrated it could seamlessly support Visby’s unique AP workflows, international supplier base, and lean operating model.

I knew that I could re-implement Tipalti in 24 hours, and I also knew that it would work. It was the easiest thing I could have possibly done—just jump right back on the horse.

Joe Loney

Associate Controller, Visby Medical

Solution

Tipalti AP Automation Re-Implemented in 24 Hours with Full NetSuite Integration

Visby Medical re-implemented Tipalti Accounts Payable in a single day. Because Visby had never severed the original NetSuite API connection, the go-live call took just 15 minutes, allowing the team to process invoices that same morning. This rapid deployment instantly restored full AP automation across domestic and international suppliers, ending three months of painful manual workarounds.

Reliable NetSuite Integration That Eliminates Manual Reconciliation

Tipalti’s NetSuite integration automatically posts every transaction directly into NetSuite. This real-time sync eliminates manual re-keying and Excel-based reconciliation that plagued the prior system. For Visby, this integration guarantees complete, accurate subledger data, enabling the team to close the books in 5 days.

Seamless International Vendor Onboarding and Multi-Currency Payments

Because over half of Visby’s inventory suppliers operate in China and Vietnam, Tipalti’s global payment capabilities and self-service supplier onboarding resolved the enrollment failures that had frustrated international vendors. Suppliers now independently enroll and receive multi-currency payments, eliminating the repeated back-and-forth communication that strained relationships.

OCR Invoice Capture and Automated Approval Routing

OCR-powered invoice capture and automated approval workflows replaced the fully manual keying and matching process.

Per-invoice processing time dropped from 1 to 2 minutes to seconds. That massive efficiency gain freed the AP team to take on high-value general ledger tasks beyond core accounts payable work.

Pay by Card with Cashback Rewards

Visby also adopted Tipalti’s Pay by Card program, deploying virtual card payments that many vendors prefer. To date, the program has generated approximately $11,000 in cashback, transforming a routine payment method into a profitable cost-recovery opportunity. 

Intuitive Interface for a Lean Team

Tipalti’s email-based approvals let team members approve, comment on, and update invoice coding without logging into the platform, so backup approvers can step in immediately without daily system access.  Joe himself has processed high-priority invoices with no formal training, a critical capability for a company running AP with just 1.5 FTEs.

We had a 15-minute go-live call and then just literally went live because we were already trained up and knew what to do. That was the fastest I've ever done an implementation—it took 15 minutes to bring it back up.

Joe Loney

Associate Controller, Visby Medical

Impact

Faster Close, Leaner Team, and AP That Runs Itself

Returning to Tipalti restored Visby Medical’s AP operations and gave the finance team a sustainable workflow again. With Tipalti Accounts Payable and NetSuite integration in place, Visby reduced close time, lowered manual AP effort, and continued running the function with a lean team.

  • Tipalti Accounts Payable helped Visby reduce the month-end close from 10 days before automation to 5 days by automating AP workflows and removing the manual re-keying and accrual workarounds that had stretched close to 7–8 days during the failed migration.
  • Tipalti AP automation enabled Visby to cut its required headcount from 3 to 1.5 full-time employees.  By reducing manual invoice processing work, the team was able to spend 25% of their time on general ledger tasks instead of 100% on core AP. 
  • Tipalti Pay by Card helped Visby generate approximately $11,000 in cashback by turning selected vendor payments into a cost-recovery opportunity through virtual card payments.
The great thing about Tipalti is it lets AP be in a place where you don't have to think about it too much, and that frees us up to focus our energies on places that matter a little bit more.

Joe Loney

Associate Controller, Visby Medical

Next

Exploring Tipalti's AI to Further Multiply a Lean Team

With AP running smoothly, Visby Medical is turning its attention to the next efficiency frontier. Joe plans to explore Tipalti’s agentic AI capabilities to further reduce manual touchpoints across the AP workflow. For a team of 1.5 FTEs already handling hundreds of invoices a month alongside general ledger responsibilities, AI-powered automation represents a direct path to maintaining flat headcount while continuing to scale operations. Joe views any tool that freed his team for higher-value activities aligns with Visby’s operating philosophy: invest in the right technology so a lean team can punch above its weight.

FAQs

Still Have Questions?

Why did Visby Medical switch back to Tipalti after trying another AP solution?

Visby Medical originally left Tipalti to cut costs but found that the replacement solution’s NetSuite integration was nonfunctional, international vendors couldn’t enroll, and the AP team was forced to use manual workarounds that extended the month-end close from 5 days to 7–8 days. After three months without adequate support, Visby re-implemented Tipalti in 24 hours and immediately restored full AP automation.

What business impact did Visby Medical see with Tipalti Accounts Payable?

Tipalti helped Visby reduce month-end close from 10 days to 5, cut AP staffing from 3 FTEs to 1.5, and free roughly 25% of the remaining AP team’s time for general ledger and other finance work. The Pay by Card program has also generated approximately $11,000 in cashback.

How does Tipalti integrate with NetSuite for Visby Medical?

Tipalti’s NetSuite integration ensures that every bill and payment processed in Tipalti automatically posts to NetSuite without manual re-keying or spreadsheet-based reconciliation. This reliable sync was the single most important factor in Visby’s decision to return, after experiencing incomplete transaction postings and closed-period overrides with a competing solution.

Is Tipalti a good fit for lean mid-market finance teams with international suppliers?

Yes. Visby’s experience is proof. The company operates with just 1.5 AP FTEs and manages roughly 40 inventory suppliers split evenly between the U.S. and international locations, including China and Vietnam. Tipalti’s self-service supplier onboarding, multi-currency payments, and intuitive interface allow the lean team to manage hundreds of invoices monthly without adding headcount, a combination Joe describes as the gold standard for mid-market AP automation.

How long did it take Visby Medical to re-implement Tipalti?

Visby re-implemented Tipalti in approximately 24 hours. Because the NetSuite API connection had never been disconnected, the team held a 15-minute go-live call and began processing invoices that same morning, the fastest implementation Joe has ever done.

Related Resources

A person wearing glasses and a lab coat sits at a desk, working on a computer in a bright room with large windows.

Sensei

“When a company is scaling, you need smart systems in place. We don’t want our team to get stuck in a role they can’t grow out of. Having all our payments processed on time has alleviated the manual work for my team. Now, they can grow in their career and build longer relationships with the company.”

Accounts Payable United States, Global Healthcare 100 – 1000
Two medical professionals in lab coats review information on a laptop in a hospital corridor.

Gravie

“Tipalti’s Pay by Card program has made our payment process seamless—vendors get paid faster, and my workload is lighter. The cashback is a nice bonus on top of the time savings we’ve gained. [With Tipalti], we’ve saved 20 hours a week. We’ve been able to shorten our month-end closing process by a day.”

Accounts Payable Mass Payments Card United States Healthcare 100 – 1000

Seamless Integration Starts Here

Global AP Automation and Payments Integration for Oracle NetSuite

Maximize efficiency and easily scale with Tipalti’s AP automation for NetSuite. Global, end-to-end automation for a seamless ERP integration with NetSuite.

Explore ERP Integration

Ready to Save Time and Money?

Explore the platform further and request a demo.

Book a Demo