What is the NetSuite AP Integration
The NetSuite AP Integration enables you to complete your Request-to-Bill workflow in Procurify and sync the resulting Bills and Payments to NetSuite. It also includes a Master Data Sync, where Vendors and Chart of Accounts flow automatically from NetSuite into Procurify on an hourly schedule.
This integration covers AP only. Purchase Orders are not synced in either direction. If you need PO sync to NetSuite, please see NetSuite PO Integration Overview.
What are the benefits?
This integration allows you to:
maintain your NetSuite data as your true source of information for Vendors and Chart of Accounts, with automatic hourly syncing
sync Bills from Procurify to NetSuite including Legacy Tax, allowing you to complete the Request-to-Bill process entirely within Procurify
sync Payments from Procurify to NetSuite or automatically mark bills as paid in Procurify when NetSuite records the payment
push bill attachments to a designated NetSuite folder
Steps to set up integration:
Navigate to Settings → Integrations
Click Set Up under NetSuite Request to AP
Click Connect to NetSuite to launch the guided wizard, which will walk you through:
Enabling SuiteCloud features in NetSuite
Installing the NetSuite Bundle
Assigning the integration role to a NetSuite user (we recommend a dedicated integration user)
Generating your Consumer Key, Consumer Secret, Token ID, and Token Secret
For detailed step-by-step instructions, see How to set up NetSuite credentials for the AP Integration.
Enter your credentials in the wizard and confirm the connection.
A NetSuite admin user is required to complete this setup. Once connected, initial processing can take 30 minutes to a few hours depending on your data volume.
Setup considerations for Multi-Subsidiary or Multi-Domain
A single NetSuite Integration record is used across all domains (same Consumer Key and Consumer Secret).
Use a single dedicated User, ideally a newly created user clearly named for the integration.
Where domains are mapped to subsidiaries in NetSuite, set up a separate Role per subsidiary, each restricted to only the subsidiaries it should access. This keeps synced data cleanly segregated.
Assign each Role to the same integration User, and generate a separate Access Token (Token ID and Token Secret) per domain during the wizard.
Roles can be duplicated using NetSuite's Save As functionality. Rename the role first, then click Save As.
Enabling Master Data Sync (Vendors, Chart of Accounts)
Master Data Sync (Vendors and Chart of Accounts) needs to be toggled for automatic syncing of Vendors, Account codes. An automatic sync will happen hourly to create records on Procurify.
For what gets synced and how inactive records are handled, see What is Master Data Sync for NetSuite AP?
This is not required for syncing Bills.
Enabling Payments Sync
Payments Sync has two modes, and you can only use one at a time. By default, Payments are pushed from Procurify to NetSuite.
If you record Payments in NetSuite instead, you can switch Payments Sync to pull Payment Statuses from NetSuite. Procurify will then mark a Bill as paid automatically when its matching Bill in NetSuite changes to a paid status.
In either mode, a Bill must be successfully synced to NetSuite before Payments Sync can take effect on it.
For how each mode works, what gets pushed, and common errors to watch for, see How does Payment Sync work in the NetSuite AP integration?
Enabling Attachment Sync
Attachment Sync needs to be toggled for bill attachments to push from Procurify to NetSuite. Once enabled, attachments are uploaded to a designated NetSuite folder and linked to the corresponding Bill.
For how to set up the required NetSuite folder and turn on the toggle, see How to enable Attachment Sync to NetSuite.
Attachments are pushed as part of Bill Sync but run as a separate step, so a Bill can sync successfully even if its attachments fail. Attachment Sync is not available for Expense or Credit Card Bills.
Configuring Custom Field Mapping
Custom Field Mapping lets you match fields in Procurify with the corresponding custom fields in NetSuite, at both the Bill header and Line Item levels. Subsidiary mapping is configured in the same area. To set up or edit mappings, click the Edit button in the respective section on the integration page.
Before mapping, the field values themselves (including Locations and Departments) need to exist in Procurify. When you create or update a custom field value in NetSuite, it can take up to an hour for the change to become available for Procurify to accomplish Bill Sync. If a Bill Sync fails because a value is missing, wait for the next hourly refresh and try again.
For step-by-step mapping instructions, see How to map from Procurify to NetSuite for NetSuite AP Integration.
Custom fields are not supported on Expense or Credit Card Bills.
Bill Sync
Once a Bill is approved in Procurify, it can be pushed to NetSuite either automatically or manually. Turn on Auto Bill Sync in the integration settings to sync Bills on approval, or sync individual Bills manually from the Approved tab in Manage Bills.
Each sync pushes the Subsidiary, Vendor, Bill details, Line Items with GL accounts, any configured custom field mappings, and tax codes if applicable. Duplicate protection is built in, so retrying a sync will not create the same Bill twice in NetSuite.
For how subsidiaries are resolved, how custom fields are handled, and common errors, see How does Bill Sync work in the NetSuite AP integration?
Bills with $0 or negative amounts are not supported. Tax-inclusive line items are not supported on standard Bills, though they are allowed on Expense Bills.
FAQ
Q: How often does data sync from NetSuite to Procurify? A: Vendors, Chart of Accounts, and payment status updates all refresh automatically once per hour after the integration is connected. There is no manual toggle.
Q: Does this integration support SuiteTax? A: SuiteTax is not enabled by default. If your NetSuite account uses SuiteTax, please reach out to your Procurify Representative before setting up the integration.
Q: I'm on a legacy NetSuite AP integration. Do I have to migrate? A: If you need PO sync to stay active, talk to your Procurify Representative before making any changes. If you only use AP, see Migrating from the legacy NetSuite Bill Sync for the steps and things to watch out for (for example, vendor names may look different after the move).