Industry: Audiovisual and Security Solutions

Technology: NetSuite

A systems integrator specializing in physical security, audio-visual, LED, and IT infrastructure solutions worked with Citrin Cooperman to modernize their NetSuite system, addressing inefficiencies and outdated processes. This collaboration streamlined workflows, unified systems, and introduced custom tools to enhance contract management. Comprehensive staff retraining further improved efficiency, ensuring a seamless transition. With an upgraded platform and Citrin Cooperman's ongoing support, the client is now well-equipped for sustained growth and long-term success.

The Company

With over 30 years of service, the company has been a trusted provider of technical solutions to clients across New York City and surrounding communities. Serving schools, municipalities, and law enforcement agencies, it delivers customized solutions, including video surveillance and analytics, access control, lockdown systems, emergency response solutions, metal and weapons detection, and virtual guarding.

Summary

Facing inefficiencies, outdated processes, and a "we’ve always done it this way" mindset, the client launched an initiative to optimize their NetSuite platform and enhance operational performance. This effort involved a thorough evaluation of digital operations, major platform upgrades, and the implementation of streamlined methods for managing contracts and invoices. The changes quickly boosted efficiency and productivity, laying the groundwork for sustained growth.

Challenges

The initial NetSuite implementation lacked guidance on available upgrades and modules, leaving the company unprepared to address its evolving needs as it grew. Temporary fixes introduced by various divisions became permanent solutions, resulting in redundancies and inconsistencies across the organization. Additionally, many processes were improvised to address specific issues rather than being designed as cohesive, strategic improvements for the whole company. These challenges highlighted the need for streamlined operations and better alignment with core objectives.

Citrin Cooperman's Approach

Citrin Cooperman took a holistic approach to assess the client's needs, providing recommendations to transform their disorganized, chaotic system into a thoughtfully engineered, optimized solution, along with guidance for future growth and resource planning. This initiative involved a comprehensive reconfiguration of the entire NetSuite system. The challenge was amplified by the fact that the business had to continue using the software to manage its operations throughout the process, requiring highly precise and incremental adjustments. Additionally, each division had unique goals and performance requirements, making the holistic transformation even more complex.

Results

The NetSuite optimization initiative streamlined operations by enhancing naming conventions, implementing a universal serial number system, and consolidating databases, ensuring better organization and reporting. Custom solutions, such as a device record for linking data to contracts, improved workflow efficiency and reduced errors, while revamped procurement and license management included system-wide alerts for better oversight. Transitioning processes online eliminated reliance on paper-based workflows, and staff were retrained on simplified procedures and introduced to new and existing NetSuite features, empowering them with modernized tools for greater productivity and collaboration.

Benefits

The overhaul of the client’s NetSuite system delivered significant benefits, including a unified item master system, improved naming conventions, and streamlined processes for contracts, purchasing, inventory, and manufacturing. Custom enhancements kept contracts fully digital with real-time updates and seamless renewals. Employees now describe the upgraded system as a responsive "giant calculator," efficiently coordinating orders and invoices. Ongoing support and upgrade guidance further solidify our role as a trusted partner in the client’s success.