About the Client

Our client is a prominent healthcare organization focused on delivering high-quality care while managing complex financial operations across multiple healthcare programs. As the organization scaled, its finance team relied on enterprise financial systems such as Sage Intacct and Microsoft Dynamics 365 Business Central as the primary systems of record for accounting, payments, and vendor management.

However, procurement and invoice workflows were handled through Coupa Compass, creating a fragmented financial data environment.

To streamline financial operations and improve visibility across procurement and accounting workflows, the client partnered with Santeware Healthcare Solutions to build an automated integration platform connecting Coupa with Sage Intacct and Microsoft Dynamics 365 Business Central.

This integration created a unified ecosystem for procurement, invoicing, vendor management, and financial reporting.

Problem Overview

Operating multiple financial platforms alongside a procurement system created significant operational challenges for the client’s finance and procurement teams.

Manual Invoice Synchronization

Invoices generated in Coupa required manual entry and reconciliation in Sage Intacct and Business Central, increasing administrative workload and the likelihood of financial discrepancies.

Disconnected Procurement and Accounting Workflows

Procurement activities in Coupa and accounting records in the ERP systems operated independently, resulting in delayed financial updates and inconsistent reporting.

Supplier Data Inconsistency

Vendor information was maintained separately across Coupa, Sage Intacct, and Business Central, creating duplicate supplier records and complicating vendor management.

Limited Financial Visibility

Without automated synchronization, finance teams lacked real-time insight into invoice approvals, payment status, and supplier transactions across procurement and accounting systems.

Technology Architecture

The architecture was designed as a secure ETL integration layer enabling automated financial data exchange between procurement and financial ERP systems.

What Santeware Built

Santeware developed an automated financial integration platform that synchronized procurement workflows from Coupa with financial data in Sage Intacct and Microsoft Dynamics 365 Business Central.

1. Automated Invoice Synchronization

Approved invoices generated in Coupa were automatically transferred into Sage Intacct and Business Central for financial processing.

The solution enabled:

• • • Automated extraction of approved invoices from Coupa
    • Transformation of invoice data into financial formats compatible with both ERP systems
    • Automated creation of invoice entries in Sage Intacct and Business Central
    • Error logging and reconciliation tracking

This eliminated manual invoice entry and significantly reduced accounting workload.

2. Payment Status Synchronization

Payments processed within Sage Intacct and Business Central were automatically pushed back to Coupa to update invoice payment statuses.

Key benefits included:

• • • Real-time payment visibility for procurement teams
    • Accurate financial reconciliation
    • Reduced communication gaps between finance and procurement departments

3. Vendor Master Data Integration

A unified supplier data management workflow was implemented across Coupa, Sage Intacct, and Business Central.

Capabilities included:

• • • Automated vendor synchronization across all platforms
    • Creation and updates of supplier records in Coupa
    • Bidirectional updates between ERP systems and procurement platform
    • Consistent vendor master data across financial systems

This ensured accurate supplier records and simplified vendor management.

4. Financial Account Mapping

General ledger accounts from Sage Intacct and Business Central were synchronized with Coupa to ensure consistent financial classification during invoice processing.

The integration ensured:

• • • Standardized account mapping across systems
    • Accurate financial reporting
    • Reduced configuration errors in procurement workflows

5. Integration Monitoring and Logging

To maintain operational reliability, Santeware implemented a centralized monitoring framework for all integration processes.

Key features included:

• • • Automated ETL execution logs
    • Error alerts with email notifications
    • Detailed batch processing reports
    • End-to-end traceability of financial data flows

The Impact

The integration modernized the client’s financial operations by automating the flow of financial data between procurement and ERP systems.

Key outcomes:

• • • Automated synchronization between Coupa, Sage Intacct, and Microsoft Dynamics 365 Business Central
    • Significant reduction in manual invoice processing
    • Improved financial data accuracy and consistency
    • Faster payment reconciliation cycles
    • Enhanced financial visibility across procurement and accounting workflows
    • Scalable architecture supporting future financial integrations

Outcome

Santeware delivered a secure and scalable financial integration platform that connected Coupa with Sage Intacct and Microsoft Dynamics 365 Business Central into a unified financial ecosystem.

By automating invoice processing, payment synchronization, and supplier data management, the client achieved greater operational efficiency and improved financial transparency.

The integration now serves as a foundational component of the organization’s financial operations, supporting continued growth, automation initiatives, and scalable ERP integrations.