Scaling Smart: How DonorSearch Cut Their Time-To-Close by 66% with NetSuite

The Challenge: Disconnected Systems Slow Growth

DonorSearch encountered a familiar challenge: disconnected systems that couldn’t communicate effectively. Their QuickBooks and Salesforce platforms operated in isolation, creating what David Kelly, VP of Finance at DonorSearch, described as a significant “disconnect.” This fragmented setup limited them to cash-basis accounting, leaving them without a clear, reconciled view of their revenue.
Managing accounts payable, expense reimbursements, and payment applications was a labor-intensive process. Closing their financial records each month became a lengthy and challenging task, often stretching to 15–20 days. As a result, they had little time left to focus on strategic financial planning

“The project management was excellent, with clear communication in each meeting, keeping the project on schedule and on task, and demonstrating strong problem-solving.”

-David Kelly, VP Finance

NetSuite Unlocks New Possibilities

DonorSearch looked for a modern system that could grow with them and connect easily with their existing Salesforce environment. They found their answer in NetSuite, and Plative became their trusted guide for setting it up.

Plative’s team worked closely with DonorSearch to move their financial work to NetSuite. This included connecting important tools like Ramp for easier expense management and VersaPay for automatically handling payments. The VersaPay connection brought immediate relief. “Payment comes down and it automatically applies to invoices,” Kelly explained. “That was a very manual process before, and now it’s incredibly more efficient.”

Plative also provided valuable help in cleaning up and organizing their Salesforce data, making sure the move was smooth and information flowed correctly into NetSuite. Helping set up important “custom searches” and personalized dashboards, giving DonorSearch a clear, up-to-the-minute view of their financial information.

“We just took off 10-15 days – off closing our books – that we can now spend doing analysis instead.”

-David Kelly, VP Finance

The Results: Efficiency, Growth, and Clear Insights

The positive impact of the NetSuite implementation, with Plative’s support, has been significant for DonorSearch:

• Rapid Book Closing: The time to close the books dramatically reduced from 15-20 days to a remarkable 5-6 business days after their first NetSuite close. This newfound speed frees up the finance team for more strategic work.
• Enhanced Efficiency: Manual processes are now automated, from payment application to expense reimbursement, leading to significant time savings and accuracy.
• Scalable Infrastructure: NetSuite provides DonorSearch with a “much more scalable” system, as Kelly puts it, ready to handle future growth without overwhelming their team or requiring extensive new hires.
• Improved Visibility and Reporting: With NetSuite as a central hub, DonorSearch now has a single source of truth for financial data, enabling better reporting across all departments. The VersaPay client portal also empowers DonorSearch’s customers with greater visibility into their invoices and payment history.
• Optimized Team Focus: The finance team can now shift from “busy work” to “more analytics” and other productive tasks, exploring new efficiencies and reporting opportunities.
• Expert Partnership: David Kelly praised Plative’s consultants, highlighting their project management. He added, “You guys are professional, but, like, also personable and easy to work with. And I think that makes a difference, too.” Plative’s flexibility in extending the project timeline to ensure accuracy was also greatly appreciated.

A Partnership Built on Trust and Future Growth

DonorSearch’s journey with Plative shows the power of working together effectively. David Kelly’s strong recommendation is clear:“I couldn’t recommend Plative enough.” 

With a strong and connected financial system in place, DonorSearch is in a great position for continued growth and new developments. They are looking into more NetSuite features, including an AI tool for financial analysis, to further boost their insights. Plative remains a trusted partner as DonorSearch continues to improve its operations.