Case Study

Helping T5 Data Centers Optimize and Improve  

Founded in 2008, T5 Data Centers develops, constructs and operates data centers for the world’s most sophisticated businesses, delivering data center capacity for AI and cloud customers on their campuses, offering scalable solutions and seamless integration of their construction and operations services to meet customer requirements. With a dedicated team of over 400 engineers, technicians, and professional staff, T5 is committed to delivering “Forever On” data centers that ensure continuous, reliable operations.

T5 Data Centers is the only solutions provider that offers fully integrated development, construction and operations services to meet the evolving demands of the digital era. T5’s Culture of Excellence is fuelled by an unwavering commitment to teamwork, continuous learning, and innovation—where a diverse, high-performing team, guided by an owner’s mindset, delivers exceptional service and upholds their Forever On promise. Over the years, T5 has expanded its footprint across North America and Europe, continually innovating to support the infrastructure needs of the world’s most advanced businesses.

The Challenge

T5 Data Centers, the exclusive provider of integrated data center solutions, faced significant inefficiencies in their Accounts Receivable (AR) invoicing and pass-through cost processes. Historically, vendor bills requiring markup calculations were handled manually, leading to errors, inconsistencies, and excessive time spent on invoice processing. T5 Data Centers needed a solution that would meet their impending growth and provide a scalable, automated process.

Key pain points included:

  • Manual Markup Calculations: Employees had to manually reference markup rates per customer and project, increasing the chance of misapplication.
  • Inefficient Invoice Consolidation: Vendor bills often needed to be aggregated into a single invoice per project, a time-consuming and error-prone process.
  • Inconsistent Invoice Presentation: Customers required varying levels of detail on invoices, making standardization difficult.
  • Lack of Comprehensive Automated Reporting: Profitability reports and cost analysis were largely manual, leading to delays in financial insights.

The Solution

Vurbane implemented a robust NetSuite automation solution leveraging SuiteScript and SuiteLet functionality to eliminate the manual invoicing process and improve efficiency, accuracy, and scalability. This solution included:

1. Automated Markup Calculations

  • Implemented GL Account Arrays to dynamically apply customer and project-specific markup rates to vendor bills.
  • Created exception handling for specific GL accounts and projects, ensuring flexible and precise application of markups.
  • SuiteLet solution supports multiple currencies and provides invoicing in Customer primary currency.

2. Streamlined Project-Level AR Invoicing

  • Developed a custom SuiteLet allowing AR specialists to consolidate vendor bills into a single invoice per project.
  • Provided three levels of detail on invoices:
    • Full line-item breakdown (matching vendor bill lines)
    • Invoice Line per Vendor Bill summary
    • Full aggregated single invoice line
  • Automated labeling to include key references like vendor name, invoice number, and descriptions on the Invoice, as well as Invoice references on selected Vendor Bills.

3. Enhanced Profitability Reporting

  • Built a Pass-Through Cost Report and a Project Profitability Report with essential financial metrics:
    • Underlying Purchase Order and Work Order Numbers
    • Customer Cost Center
    • Gross Profit and Margin Metrics
  • Integrated real-time financial dashboards in NetSuite for quick data access.

4. Workflow and Approval Integration

  • Integrated with T5’s invoice approval workflow, ensuring invoices followed a structured approval path before customer submission.
  • Allowed Account Directors to approve invoices with full visibility into markup calculations and financial impact.

The Result

The Automation of the AR invoicing and markup processes yielded significant improvement for T5 Data Centers:

  • Time Savings: Initial observations indicate a significant reduction in invoice processing time, estimated savings of at least 50%, allowing the AR team to focus on more strategic tasks.
  • Error Reduction: No miscalculations in markup application have been reported so far, suggesting a potential accuracy rate close to 99%, though further validation is required to confirm this figure. This contributes to the Time Savings in terms of rework and invoice reissue avoidance.
  • Increased Transparency: Standardized invoice presentation including related Vendor Bills and markup calculation details improves understanding and helps speed up the review process.
  • Enhanced Financial Visibility: Improved reporting enabled real-time profitability assessments and tracking.
  • Improved Compliance: Ensured all markups aligned with contractual agreements, mitigating financial disputes with customers.


“When we started this project, our team was spending too much time manually applying markups, double-checking calculations, and fixing errors. The process was clunky, slow, and prone to mistakes. We initially worked with another implementation partner, but they couldn’t fully grasp our vision or execute the complexity of what we needed. Vurbane engaged, understood the requirements, advised several key enhancements, and delivered a solution that enabled the automation and scalability that we needed. Now, with the automation in place, our invoicing is more streamlined, accurate, and significantly more efficient.”

— T5 Data Centers, VP of Business Systems

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