Production NetSuite as the proving ground, not a sandbox
Brillio undertook the transformation internally, using its own procure-to-pay function as the reference implementation for ADAM Agentic AI in Finance. The platform provided the foundations a Finance use case requires: reusable, purpose-built agents from the Agent Marketplace; a tooling-agnostic integration layer spanning mailbox, ERP, data platform, intelligent document processing and search; and design principles covering atomic agent design, composable workflows, contextual memory, explainability and human-in-the-loop governance.
Applying it internally raised the standard of proof rather than lowering it. Because invoices post to production NetSuite, the platform had to demonstrate fail-closed controls, duplicate prevention, a complete audit trail and operational pause controls, not a proof-of-concept interface. In-house product and engineering teams co-designed Paystream with AP Leadership, Procurement, Digital and Corporate Workplace Services, NetSuite, BDP, Infrastructure and the CISO function, encoding policy in standard operating procedures and validators rather than informal practice.
Two invoice paths collapsed into one execution model
Accounts payable had historically treated PO and Non-PO invoices as separate operational models. The solution preserves that business distinction while consolidating execution on a common agent architecture, a shared validation rulebase and a single operations console.
- PO path. Three-way match across purchase order, GRN/SRN receipt and invoice, generating a Vendor Bill on a PASS result.
- Non-PO path. Validation against indexed vendor agreements, then direct Vendor Bill creation with the source email attached, on a PASS result with zero critical issues and zero warnings.
Six single-purpose agents replace manual keying
Ingest and Classifier. Polls entity mailboxes, extracts header and line-level fields, identifies country and entity, classifies PO versus Non-PO, routes credit-card and subcontractor invoices for human review, and applies audit metadata.
Matching. Resolves PO lines, vendor records and GRN/SRN receipts, or agreement terms on the Non-PO path, returning a confidence assessment rather than a binary determination.
Validation. Operates a ValidationOrchestrator encompassing more than 40 country and policy rules, including India GST slabs, withholding tax, totals, dates and vendor master data.
Exception. Governs notifications, Unprocessed disposition and human-in-the-loop rework.
Audit and Posting. Confidence-gates the NetSuite write, attaches the source email on Non-PO bills, persists Invoice Entry Status, and blocks duplicates where a NetSuite bill identifier already exists.
Supervisor and Orchestrator. Governs routing, retries and the escalate-versus-post decision.
No bill is ever created under ambiguity
Ambiguous or failed validation never creates a Vendor Bill. The invoice routes to an Unprocessed queue with a coded fail reason and a notification for human resolution. This established finance stakeholder confidence in automated posting from the outset: the failure mode is a visible, reportable queue rather than an incorrect entry in the ledger.
The AP Operations Dashboard, delivered as the AutonoPay 360 console, aligns with the ADAM Control Tower model: a command center covering straight-through processing rates, volume, NetSuite posting success and aging, together with batch monitoring, an exception workbench, vendor intelligence, entity-level performance, scheduler health and export for leadership reporting. Operational pause controls permit automated posting to be suspended without a code redeployment.
Every month-end close window honored through cutover
Delivery followed a phased, co-innovation model with internal Finance as the client, not a large-scale ERP replacement. Discovery assessed process, mailbox, NetSuite and data-foundation readiness, established the PO versus Non-PO volume and exception split, and identified country rules to encode in standard operating procedures. The roadmap prioritized PO three-way matching first for the highest control and automation yield, then the Non-PO agreement path, then the operations dashboard and supervisor repair loops.
Build and integration covered the Azure Functions scheduler, Graph mailboxes, Document Intelligence, Synapse feeds, the agreement index, NetSuite bill APIs, status persistence, notifications, Key Vault and operations dashboards, with country validators and standard operating procedures as the authoritative source. Unit, system integration and user acceptance testing ran with AP analysts against representative invoice samples. Cutover was sequenced, with GRN/SRN GL impact as a hard accounting gate, followed by PO go-live, dedicated Non-PO user acceptance testing, Non-PO go-live and stabilization. Month-end close windows were observed throughout.
Change management ran in parallel: the accounts payable role moved from manual entry to exception management; Procurement and workplace services took accountability for GRN/SRN quality and PO-creation standards; the CISO function cleared the threat model and production release; and an Operations Runbook covering pause controls, scheduler, incidents and rollback established sustainable supportability.
