Sapio Sciences Case Study

Founded in 2004, Sapio Sciences is a leading provider of Laboratory Information Management Systems (LIMS), Electronic Lab Notebooks (ELN), and scientific data management solutions, serving life sciences, biotechnology, and pharmaceuticals industries in the AI Generation.  

Sapio’s platforms streamline research, development, and laboratory processes, enabling organisations to manage data more efficiently and accelerate scientific discovery.  Over the years, Sapio has become a trusted partner for companies seeking advanced, scalable solutions to complex lab and data management challenges—helping them to be AI ready.  

The Problem

Besyncly parent brand, Eureka Solutions, implemented cloud ERP solution, NetSuite, to provide Sapio Sciences with the financial backbone for its continuing impressive growth. As part of this project, Sapio Sciences needed to connect its CRM with NetSuite to automate the flow of data between platforms and accommodate the company’s differing contract types.  

Sapio’s orders fall into two main categories: software subscriptions (Software as a Service or SaaS) and services, such as consultancy. A critical element in managing software subscriptions is the ability to recognise revenue across the course of a licence’s term and it was essential that this was accounted for in the setup of the connector. 

Not having the two systems integrated meant financial management of subscriptions was done manually in spreadsheets, leading to inefficiencies, data discrepancies, and a likelihood of error. The finance team would have to manually input all data required to raise a sales order, copying and pasting data from one screen to another—an inefficient and error prone way to work and untenable with the company’s projected growth.  

The Solution:

Having previously used another integration product, Sapio knew what was possible when systems were connected, and asked Besyncly to develop a connector for them as part of the company’s rollout of NetSuite. 

The bespoke Besyncly connector made for Sapio is a one-way integration from Veloxity CRM to NetSuite that takes a closed-won opportunity from Veloxity and transfers the data fields needed to create a sales order into NetSuite. Within this transfer is the ability to mark an order as being a subscription or perpetual which enables revenue recognition to be set up automatically.  

As well as removing the need for re-keying order data into NetSuite, the connector specifies the dates for revenue recognition to start and end, removing another task and ensuring the contract is mapped correctly in NetSuite.

The Benefits:

“The integration works so well; from the sales orders being generated in NetSuite, we can create the invoices and credit memos as needed, with no manual data entry required as the sales order data syncs beautifully into NetSuite”, says Paul Zarifa, Financial Controller at Sapio Sciences. 

He continues, “By fully automating the creation of sales orders in NetSuite via Besyncly, we save half a day in manually re-keying the sales orders, as well as time in managing the data in Excel.” 

“It’s a pleasure when something just works as it’s meant to; we don’t need to manage the integrations, it just happens and we only have to take action when there’s an error with a transfer, such as a gap in the data from Veloxity.” 

“The revenue recognition capability is hugely important to us; and so is the deferred revenue calculation, as that starts to form the basis of our forecasting. When we can accurately map our position, then we’re better able to look at what might be happening in the next quarter, half-year, year.“

“The joy for us is that our jobs stop being about just doing the tasks, and more about checking the data makes sense. Besyncly does these tasks for us, which sounds like simple stuff, but it all starts with that timesaving; taking teams away from those manual tasks frees them to begin the review and analysis process. This time to assess the figures and begin pre-audit checks sets us up for positive audits, which in turn drives investor trust and investor relations, so you can’t really put a value on that.”