xSuite Group: Meet the Masters of SAP-Based Business Workflow Automation

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Danny Schaarmann, President and CEO, xSuite North America It is said that 10,000 hours of practice is required to become a master of something.

So, if 30 years—that is 262,800 hours— of concentrated practice were poured into mastering the art of finance automation by a company, can we deem that enterprise a true expert?

Such profound mastery of digital and standardized financial document management is showcased by xSuite Group —a company that pioneers automation initiatives using solution sets it has developed to deeply integrate with SAP.

Initially established as a digital archiving company in Germany, xSuite’s founders sought to help businesses move from manual, paper-based practices to digitized workflows. However, several regulations at the time mandated the filing of physical copies of various financial documents for tax regulation purposes, except for a few initiatives launched by the country’s government. xSuite seized the opportunity and empowered several enterprises to enjoy the benefits of improved data accessibility and expedited workflows through its digitization solutions.

The company grew quickly from their starting point as a reseller and began focusing on building its own software for the SAP ecosystem. xSuite has never looked back since. “We started 20 years ago as a vendor, developing workflow solutions for SAP in the area of financial business processes such as accounts payable (AP) and procurement, and continue to do the same today using the latest technologies,” says Danny Schaarmann, President and CEO of xSuite’s North American division.

The company reached globally diverse marketplaces with its robust SAP solution and currently operates across Europe, Asia, and the North American regions. The products are standardized and more than capable of handling a variety of ERP (Enterprise Resource Planning) operations, yet were still consciously developed to be extremely flexible and scalable, capable of incorporating changes to best suit a client’s unique, individualistic business process requirements within SAP. Some of the company’s first projects revolved around assisting clients in managing their workflows better within its world-renowned software. “We are fans of SAP and do exactly one thing: automation in finance,” declares Schaarmann.

Understanding Automation from a Historical Perspective

Danny brings up an interesting idea that the processes the company automates are based on business principles that have been followed for hundreds of years. “Consumers want to buy a product and have it delivered to them, and they must pay the provider. That is the basic idea. Over time, this process of receiving purchase orders and supplying products has become more regulated, as policies differ from country to country,” he explains.

Having covered all aspects of international business and finance workflows over the past 20 years, xSuite has been leading the automation initiative with its comprehensive portfolio of on-premises and cloud-based solutions that seamlessly integrate with a client’s SAP and ERP infrastructures.
With its intuitive xSuite Cube offering, xSuite excels at streamlining and optimizing AP processes. The company’s industry-agnostic solution caters to the fast-growing need for automation in various use cases, especially considering how the pandemic has enforced work-from-home practices all over the world.

xSuite’s emphasis on continuously adopting and leveraging the latest technologies has further enabled the company to support its customers during these difficult times, where it comfortably manages over 100,000 invoices annually for each client.

Implementing many methodologies of enhancing business processes learned over several decades—in tandem with its near-perfect automation prowess— xSuite strengthens an organization’s finance management processes without any intervention needed from the end-user; everything happens in the background. The xSuite Cube product, for instance, resides within the SAP solution stack and utilizes state-of-the-art technologies like artificial intelligence (AI) to identify, learn, and recognize the correct values of new invoices and/or orders logged into the system. “We offer the deepest level of automation possible. Most components—particularly our cloud-based processes—do not even have a user interface,” says Schaarmann.

Going the Extra Mile for Customers and Partners

xSuite offers a unique approach for improving the communication and collaboration between vendors and their customers with its cutting-edge vendor portal. Software tools like SAP’s Ariba have raised the hopes of professionals everywhere, as they present the possibility of improving vendor-customer relationships through extremely simplified and frictionless vendor onboarding for various business processes.


We started 20 years ago as a vendor, developing workflow solutions for SAP to improve financial business processes such as accounts payable (AP) and procurement, and continue to do the same today using the latest technologies


However, according to the experts at xSuite, it is still a complex application, and many organizations will require a more straightforward approach. Thus, xSuite developed an extremely intuitive solution. Capable of fast integration, its vendor portal—what xSuite refers to as a Business Partner Portal—helps its clients better onboard vendors and manage financial documentation processes such as invoices, purchase orders, shipping notes, order confirmations, change of master data, and more, where all workflows are carefully monitored to effectuate robust fraud detection.

To further elucidate the company’s truly holistic approach to offering the complete solution, the case study of Dole Packaged Foods, a global leader in the delivery of high-quality fresh and packaged fruit, serves as the perfect example.

“We met members of the Dole organization at an SAP trade show over four years ago, and they expressed dissatisfaction with their automation processes at the time,” recalls Danny Schaarmann.
xSuite responded by demonstrating its best-practice approach where the organization’s automation experts carefully listened, understood the major problems in Dole’s current process, and subsequently offered a solution that addressed the client’s every need.

Dole Packaged Foods described their initial AP automation process as broken and in desperate need of a more efficient solution, especially since they were also in the middle of a digitalization journey. After carefully analyzing each part of their previous process, xSuite determined the problem did not lie within SAP; instead, the client was required to leave the ecosystem and utilize a third-party application to run their instances, which infuriated the users to no end. It also created several gaps in the workflow and was very poorly managed.

xSuite remedied the situation by deploying its solutions directly into Dole Packaged Foods’ SAP client and the client was taken aback by how smoothly the automation ran. Since then, Dole continues to place complete faith in Schaarmann and his team’s SAP competencies, which is a significant reason as to why the organization has now implemented xSuite’s entire product portfolio to automate a string of other business processes.

The Future of AP and SAP Automation

xSuite stands out as a global leader in the field of workflow automation and as an attractive employer that cares for people and the environment. The company seeks to nurture talent over a simple qualification and help employees grow to be productive individuals who positively impact their immediate societies.

"We are fans of SAP and do exactly one thing: automation in finance"

Additionally, xSuite supports several environmental activities, with the most notable one being its new partnership with the non-profit organization, Trees for the Future, where xSuite funds the planting of new trees in developing countries when invoices are processed in its cloud solution, helping to fight against hunger, poverty, and deforestation. Having recently onboarded a new company from Wisconsin, xSuite planted 2000 new trees. “We’re not just planting one tree per project. We have committed ourselves to creating an impact, not only in the world of automation, but also in the world we live in every day.” expresses xSuite North America’s President proudly.

With such strong software capabilities for managing financial operations in the background, xSuite is at the forefront of automation innovation with its forward-thinking ideologies for tomorrow’s AP processes and ERP functionalities. “We are at the beginning of our cloud roadmap to bring forth a new, more intelligent enterprise,” states Schaarmann. With the expectation of many big technological changes happening in the near future, xSuite is gearing up to help companies accept them more flexibly and profitably, ready to handle any crisis that may arise.

According to Danny, all signs lead to the cloud, which is why xSuite’s portfolio will be available as a 100 percent cloud offering in the next few rollouts. The organization intends to build more cloud-based and standardized products that are easier to use, have faster implementation times, and display the highest levels of scalability. “As an SAP customer, if you follow the SAP public cloud strategy in the future, you can trust that xSuite will be there with its solutions that are more than capable and eager to serve you,” Schaarmann concludes on a confident note.

Company
xSuite Group

Headquarters
Southborough, MA

Management
Danny Schaarmann, President and CEO, xSuite North America

Description
xSuite is a software manufacturer of applications for document-based processes. It provides enterprises across the globe with standardized, digital solutions, making work simple, secure, and fast. Implementing many methodologies of enhancing business processes learned over several decades—in tandem with its near-perfect automation prowess—xSuite strengthens an organization’s finance management processes without any intervention needed from the end-user; everything happens in the background. The xSuite Cube product, for instance, resides within the SAP solution stack and utilizes state-of-the-art technologies like artificial intelligence (AI) to identify, learn, and recognize the correct values of new invoices and/or orders logged into the system.

XSuite Group