Stop keying documents into NetSuite

NetSuite AP automation: invoices to Vendor Bills

Point DynamoDocs at the AP mailbox (Microsoft 365, Gmail, or IMAP) or upload files directly. Each supplier invoice is read by AI, header and lines, and checked before it goes near NetSuite: required fields present, totals that reconcile, a vendor that resolves, and no duplicate of an invoice already processed.

A passing invoice is posted as a Vendor Bill with the vendor, subsidiary, bill number, date, due date, currency, and memo. Lines mapped to a GL account go on the expense sublist; lines mapped to an item go on the item sublist with quantity and rate. An invoice that fails a rule is held in a review queue with the problem named on the field, next to the original, so the fix is one value rather than a retyped page.

Approval routing (by amount band, vendor, GL account, or document type, with delegation and no-login approve links) is available and off by default. Approved bills can be exported as a payment proposal CSV or a NACHA file. DynamoDocs never moves money.

Customer POs to Sales Orders

The same pipeline reads the purchase orders your customers send. DynamoDocs posts a Sales Order with the customer, subsidiary, order date, and the customer's PO number in Other Ref. Num., then each line's item, quantity, rate, and amount. Requests for quote become Estimates.

For customers who send EDI, an 850 becomes the same Sales Order an emailed PDF would, and DynamoDocs answers with a 997 and an 855, an 865 when the customer sends an 860 change, and the 856 and 810 later in the cycle. Invoicing the customer and applying their payment stay in NetSuite.

NetSuite document processing and extraction

Extraction works without a template per vendor or per customer. The AI reads layouts it has not seen, and any field it is unsure of is flagged instead of guessed. Five document types share the pipeline: invoices, credit memos, purchase orders, requests for quote, and vendor statements, which are reconciled line by line to the cent and never post.

If your team keeps originals in SharePoint, DynamoDocs can file a copy of every captured document into a library you choose, named consistently, so a bill can be found by search and your retention policy applies to it.

EDI into NetSuite

DynamoDocs reads X12 850, 860, 810, and 856 and sends 997, 855, 865, 856, and 810, over AS2, SFTP, or a folder watched by an SPS Commerce, Cleo, or TrueCommerce client. Inbound 999s are read and reconciled against what was sent. Each partner's IDs, transport, automatic responses, and implementation-guide details are configuration, and responses only go out for documents that pass validation.

AS2 is tested against Mendelson's public test server and SFTP against OpenSSH. Trading partners certify nobody in advance; each partner runs its own test cycle, and we work through it with you.

How the NetSuite integration connects

DynamoDocs posts to /services/rest/record/v1 on your account using token-based authentication (OAuth 1.0a with HMAC-SHA256). You create an integration record and an access token for a role with rights to Vendor Bills, Sales Orders, and Estimates, and enter the account ID, consumer key and secret, and token ID and secret. The connection test reads the metadata catalog and writes nothing.

The internal ID NetSuite returns is stored against each document, so every record in NetSuite traces back to the original it came from. Credentials are encrypted with AES-256-GCM and never shown back in the browser.

For measured production numbers, the distributor case study covers four months of live AP, run on Epicor Prophet 21 rather than NetSuite.