Netsuite ERP Integration

Overview

Spendflo uses NetSuite to onboard vendors, create purchase orders, and retrieve transactions data – giving you a complete view of your SaaS spend directly within Spendflo.

Prerequisites

Before you begin, make sure the following are in place:

• NetSuite Administrator access – required to configure roles, permissions, and integrations.
• Spendflo Admin access – required to connect the integration from the Spendflo side.

Part 1: Setting Up NetSuite

Complete all the steps in this section inside your NetSuite account before connecting to Spendflo.

Step 1: Retrieve Your NetSuite Account ID

1. Log in to your NetSuite portal.
2. Look at the URL in your browser.
3. Your Account ID is the combination of letters or numbers that appear before "app.netsuite.com" in the URL. For example, if your URL is https://123432345.app.netsuite.com/..., your Account ID is 123432345
4. Copy the Account ID and keep it – you will need it when connecting in Spendflo.

Step 2: Enable REST and SOAP Web Services

If you have not already enabled web services, follow these steps:

1. Go to Setup → Company → Enable Features.
2. Under SuiteCloud, check the boxes next to SOAP Web Services and REST Web Services.

Note: You must be a NetSuite Administrator to access this option.

Step 3: Set Up a Role with the Required Permissions

You need a dedicated role with the correct permissions for the integration to work. To create one:

1. Go to Setup → Users/Roles → Manage Roles and click New.
2. Give the role a name and click New Role.
3. If you are on a Multi-Subsidiary NetSuite instance, ensure the role has access to all subsidiaries and that the Allow Cross-Subsidiary Record Viewing box is checked.
4. Add all the permissions listed in the tables below, then click Save.

Note: You can also use an existing role – search for it on the Manage Roles page and verify it has all the permissions listed below.

Transactions Permissions

Permission	Level
Audit Trail	View
Bills	View
Check	View
Credit Card	View
Credit Card Refund	View
Enter Vendor Credits	View
Expense Report	View
Find Transaction	View
Make Journal Entry	View
Purchase Order	Full

Setup Permissions

Permission	Level
Access Token Management	Full
Accounting Lists	Full
Custom Body Fields	Full
Custom Entity Fields	Full
Custom Fields	Full
Custom Item Fields	Full
Custom Lists	Full
Custom Record Types	Full
Custom Segments	Full
Custom Transaction Fields	Full
Deleted Records	Full
Login using Access Tokens	Full
Manage Accounting Periods	View
Other Lists	Full
REST Web Services	Full
SOAP Web Services	Full
SuiteScript	Full
User Access Token	Full
View Login Audit Trail	Full

Lists Permissions

Permission	Level
Accounts	View
Amortization Schedules	View
Classes	View
Currency	View
Custom Record Entries	Full
Departments	View
Documents and Files	Full
Employee Records	View
Employees	View
Expense Categories	View
Items	View
Locations	View
Perform Search	View
Subsidiaries	View
Tax Records	View
Vendors	Full

Note: If the SuiteTax engine is enabled in your NetSuite instance, also add Lists → Tax Details Tab with View access.

Reports Permissions

Permission	Level
Account Detail	View
Accounts Payable	View
Amortization Reports	View
Expenses	View
Purchase Order Reports	View
SuiteAnalytics Workbook	Edit
Transaction Detail	View

Step 4: Set Up Custom Segment Permissions (if applicable)

Only follow these steps if you use custom segments and need to manage Purchase Orders:

1. Go to Setup → Users/Roles → Manage Roles and open the role. Under Permissions → Setup, add Custom Segments and Custom Record Types both with Full access.
2. On the same role editing page, go to Permissions → Custom Records. In the Records column, select the required Custom Segment option and set the access level to Full.
3. In NetSuite, go to Customization → Lists, Records & Fields → Custom Segments and update the Default Record Access Level to Edit for the required segments.

Step 5: Assign the Role to a User

1. Go to Setup → Users/Roles → Manage Users.
2. Select an existing user or create a new one.
3. To create a new user, go to Lists → Employees → Employees → New. In the employee record, go to the Access tab and select Give Access.
4. In the user's employee record, click Edit and go to the Access tab. Under Roles, select the role you just created.
5. Click Save to apply the changes.

Note: Creating a new user does not incur additional cost as long as you have sufficient licences. To check, go to Setup → Company → View Billing Information and compare Current Provision Qty with Current Used Qty.

Step 6: Create an Integration to Obtain Your Consumer Key and Secret

1. Go to Setup → Integrations → Manage Integrations and click New.
2. Give the integration a name. Under Scope, ensure REST Web Services is checked.
3. In the TBA Authorization Flow field, enter the redirect URI: https://api.truto.one/connect/netsuite/callback
4. Save the integration. Your Consumer Key and Consumer Secret will be shown at the bottom of the confirmation screen. Copy these immediately – they will only be shown once.

Note: The Concurrency Limit should ideally be set to null. If a value is required, the minimum should be 3.

Step 7: Create an Access Token to Obtain Your Token ID and Secret

1. Go to Setup → Users/Roles → Access Tokens and click New.
2. Create a new Access Token using the user and role you just configured. Your Token ID and Token Secret will be shown once. Copy and store them securely.

Step 8: Add the SuiteScript

NetSuite does not expose all REST APIs directly, so Spendflo uses a SuiteScript to fetch Purchase Order field data and generate PO PDFs. The SuiteScript file will be shared with you by the Spendflo team.

Upload the SuiteScript

1. Save the SuiteScript file shared by Spendflo with a .js extension.
2. In NetSuite, go to Documents → Files → SuiteScripts and click Add File. Upload the .js file.

Deploy the SuiteScript

3. Go to Customization → Scripting → Scripts → New. Search for the uploaded script and click Create Script Record.
4. Enter a Name and ID for the script (any preferred format), then click Save & Deploy.
5. Set Execute as Role to the Spendflo integration role you created. Change Status from Testing to Released (not Deployed), then click Save.
6. The script URL will now be displayed. Copy it and keep it handy – you will need to enter it in Spendflo during connection.

Note: Tip: In the Audience tab (optional), you can add the Spendflo integration role under Internal Roles for monitoring purposes.

Part 2: Connecting NetSuite in Spendflo

Once all the NetSuite-side setup is complete, follow these steps to connect the integration in Spendflo.

1. In Spendflo, go to Integrations → Add Integration → Search for "Netsuite".
2. Click the dropdown and select NetSuite. A modal with help documentation will appear – click Connect to proceed.
3. Spendflo uses Truto to connect securely. Fill in your credentials: Account ID, Consumer Key, Consumer Secret, Token ID, Token Secret, and the SuiteScript URL. If you need help finding these, click "Where can I find this information?" in the modal.
4. Click Connect. NetSuite will now be successfully integrated into Spendflo.

Note: To add a second ERP integration, click the dropdown above Add Finance Integration and repeat the steps above.

Part 3: Post-Integration – Configuring Your Data

Selecting Account Types

After a successful connection, a slider panel will appear prompting you to select the Account Types you want imported into Spendflo.

1. Select the required account types. All account codes linked to the selected types will be imported automatically.
2. Spendflo will begin importing all related account data. This may take up to 24 hours.

If you closed the slider or skipped this step, you can configure it later:

1. Go to Integrations → NetSuite → Edit Configuration.
2. Navigate to the Accounts tab and click Configure Account Types.
3. Select the required account types.

What Gets Imported

Once Account Types are selected, all other ERP fields are automatically imported. This includes:

• Vendors
• Items
• Subsidiaries
• Departments
• Locations
• Classes

You can view all imported data inside their respective tabs within the NetSuite integration in Spendflo.

Controlling What Users See – Show to Users Toggle

Each imported ERP attribute has a Show to Users toggle, which is enabled by default.

• Toggle ON – The attribute appears in request flows and intake forms.
• Toggle OFF – The attribute is hidden from intake forms but remains in the system.

Keeping Your Data Up to Date

Spendflo keeps your NetSuite data current in the following ways:

• Auto Sync – Spendflo automatically syncs with NetSuite every 24 hours.
• Manual Sync – If you need data updated immediately, use the Sync Data button at the top right to trigger an on-demand sync at any time.