How to Integrate Nanonets With NetSuite: Step-by-Step Guide

Key Takeaways

• Nanonets achieves 97%+ OCR accuracy when extracting invoice data for NetSuite
• Organizations report 80% cost reduction in invoice processing after implementation
• Companies save 40+ hours weekly on manual AP tasks
• Standard implementation takes 1-2 weeks for mid-market businesses
• The integration uses NetSuite's REST API with Token-Based Authentication
• Real-time invoice processing under 12 seconds for high-volume environments

Understanding Nanonets and Its Role in Workflow Automation

Nanonets is an AI-powered document processing platform designed to automate accounts payable workflows. The platform uses machine learning and optical character recognition (OCR) to extract data from invoices, receipts, purchase orders, and other financial documents—regardless of format or vendor.

What Nanonets Does

The platform handles the complete AP automation cycle:

• Intelligent data extraction: Pulls vendor names, invoice numbers, line items, amounts, and dates from PDFs, scanned documents, and digital files
• Automated PO matching: Compares invoice data against open purchase orders in NetSuite
• Smart GL coding: Learns from historical patterns to automatically assign general ledger codes
• Approval routing: Sends invoices to the right approvers via Slack, Teams, or email—without requiring NetSuite licenses
• Bidirectional sync: Pushes validated data back to NetSuite as vendor bills

Key Features for NetSuite Users

The Nanonets platform offers specific capabilities that complement NetSuite's native functionality:

• Pre-built NetSuite connector with REST and SOAP API support
• Custom field mapping for user-defined lists and custom records
• Real-time data synchronization with configurable sync frequency
• Multi-entity support for organizations using NetSuite OneWorld
• Audit trail capabilities for compliance and SOX requirements

The platform processes invoices in under 12 seconds, making it suitable for high-volume environments where speed matters.

Why Integrating Nanonets with NetSuite Transforms AP Operations

NetSuite's native Bill Capture feature handles basic invoice processing, but many organizations need more sophisticated automation. The Nanonets integration addresses gaps that NetSuite's built-in tools cannot fill.

Operational Efficiency Gains

When Nanonets connects to your NetSuite instance, manual data entry becomes optional rather than required. The integration delivers measurable improvements:

• Processing speed: 10x faster invoice handling compared to manual entry
• Error reduction: Significantly fewer duplicate payments and coding mistakes
• Staff productivity: AP teams shift from data entry to exception handling and vendor relationships
• Cash flow visibility: Real-time AP aging reports in NetSuite dashboards

Financial Impact

The business case for integration typically shows strong returns. Organizations processing 300+ invoices monthly often see:

• Labor savings: 50+ hours monthly redirected to higher-value work
• Discount capture: Early payment discounts (2-3% of AP spend) become achievable with faster processing
• Compliance improvement: Complete audit trails reduce external audit costs

One remediation contractor using Nanonets achieved 98.9% extraction accuracy while processing invoices 10x faster than their previous manual workflow.

NetSuite Integration Points and API Requirements

Before connecting Nanonets to NetSuite, you need to understand the technical foundation. The integration relies on NetSuite's web services architecture and requires specific configuration within your NetSuite account.

Available Integration Methods

NetSuite provides multiple API options for external system connections:

• REST Web Services: Modern API architecture recommended for Nanonets integration
• SOAP Web Services (SuiteTalk): Legacy option still supported
• RESTlets: Custom endpoints for specialized requirements

Nanonets uses REST Web Services as the primary connection method, with SOAP available as a fallback.

Authentication Requirements

The integration requires Token-Based Authentication, which generates four credentials you'll need:

• Consumer Key
• Consumer Secret
• Token ID
• Token Secret

Unlike basic username/password authentication, TBA provides secure, non-interactive access that doesn't tie to a specific user session.

Permission Configuration

Your integration role needs specific NetSuite permissions to function properly. The following permissions are required at full or view/edit levels:

• Transactions permissions: Full access needed to create and modify vendor bills
• Lists permissions: Full access to vendors, items, and employees
• Setup permissions: Full access to custom fields and integration settings
• Custom Records permissions: View and edit access to sync user-defined data

Preparing for Nanonets-NetSuite Integration

Proper preparation prevents most implementation problems. Before touching either platform, establish clear objectives and verify your environment meets requirements.

Define Integration Goals

Start by documenting what success looks like for your organization:

• Which invoice types will Nanonets process (vendor bills, expense reports, credit memos)?
• What approval thresholds and routing rules apply?
• Which NetSuite custom fields need to sync?
• How will exceptions be handled?

Environment Checklist

Verify these items before starting configuration:

NetSuite Requirements:

• REST Web Services feature enabled
• Token-Based Authentication feature enabled
• Administrator access for initial setup
• Sandbox environment available for testing

Nanonets Requirements:

• Paid Nanonets account (Professional tier or higher recommended)
• Admin access to configure integrations
• Sample invoices for AI training (50-100 recommended)

Data Mapping Preparation

Create a mapping document that connects:

• Nanonets extracted fields → NetSuite vendor bill fields
• Vendor identifiers → NetSuite vendor records
• GL code patterns → Chart of Accounts entries
• Approval rules → NetSuite approval hierarchies

This preparation work typically takes 2-4 hours but saves significant troubleshooting time later.

Step-by-Step: Setting Up Nanonets for NetSuite

The integration process involves configuration on both platforms. Start with NetSuite to establish the connection foundation.

Step 1: Enable NetSuite Features (30 Minutes)

Navigate to your NetSuite Setup area and look for the Company settings section. Access the Features tab, specifically the SuiteCloud section:

1. Enable the "REST Web Services" option
2. Enable the "Token-Based Authentication" option
3. Save your changes

These features enable the API access Nanonets requires.

Step 2: Create Integration Record (20 Minutes)

In the Setup area, navigate to the Integration management section:

1. Create a new integration record
2. Name it "Nanonets AP Automation"
3. Enable the Token-based Authentication option
4. Save the record
5. Immediately copy the Consumer Key and Consumer Secret (displayed only once)

Store these credentials securely—you cannot retrieve them later.

Step 3: Create Integration Role (30 Minutes)

Access the role management area in your Setup section:

1. Create a new role named "Nanonets Integration Role"
2. Set it as a Web Services Only Role
3. Configure permissions:
4. Transactions: Full access to Vendor Bills and Purchase Orders
5. Lists: Full access to Vendors, Items, and Employees
6. Setup: Full access to Custom Fields and Integration
7. For NetSuite OneWorld accounts, set Accessible Subsidiaries to "All"
8. Save the role

Step 4: Generate Access Tokens (15 Minutes)

Create or select an integration user, then:

1. Assign the custom role from Step 3
2. Navigate to the Access Tokens section in Setup
3. Generate new tokens
4. Select your integration record and user
5. Immediately copy the Token ID and Token Secret

You now have the four credentials needed for connection.

Step 5: Connect Nanonets to NetSuite (15 Minutes)

In the Nanonets platform, navigate to the Integrations section and add NetSuite:

1. Enter your Consumer Key and Consumer Secret
2. Enter your Token ID and Token Secret
3. Add your NetSuite Account ID (found in your Company Information)
4. Test the connection

A confirmation message indicates successful authentication.

Step 6: Configure Data Sync Settings (30-60 Minutes)

With the connection established, configure what data syncs between platforms:

• Vendor list: Import all active vendors from NetSuite
• Chart of Accounts: Sync GL codes for automatic coding
• Purchase Orders: Enable PO matching for 2-way and 3-way matching
• Custom fields: Map any user-defined fields required for your workflow

Set sync frequency based on your needs—real-time for critical data, scheduled (hourly/daily) for reference data.

Implementing NetSuite-Side Automation

While Nanonets handles extraction and initial processing, NetSuite manages the final transaction creation and workflow execution.

Workflow Integration Options

NetSuite offers multiple automation approaches that work alongside Nanonets:

• SuiteFlow workflows: Trigger actions when vendor bills reach specific statuses
• SuiteScript: Custom logic for complex business rules
• Scheduled scripts: Batch processing for high-volume operations

Most organizations don't need custom scripting—Nanonets handles the heavy lifting, and NetSuite's native workflows manage post-import processing.

Error Handling Configuration

Build error handling into your integration:

• Validation rules: Require key fields before vendor bill creation
• Duplicate detection: Flag invoices matching existing bills
• Exception routing: Direct failed imports to designated reviewers
• Logging: Capture sync details for troubleshooting

Approval Workflow Setup

Configure approvals that leverage Nanonets' external approval capabilities:

1. Define approval thresholds (e.g., >$5,000 requires CFO approval)
2. Map approvers to Slack channels, Teams, or email
3. Set escalation rules for delayed approvals
4. Configure final approval triggers for NetSuite vendor bill creation

This approach lets approvers act without NetSuite licenses—reducing costs while maintaining control.

Testing and Validating Your Integration

Testing prevents production issues. Invest time in validation before processing live invoices.

Test Environment Strategy

Use NetSuite Sandbox for initial testing:

1. Connect Nanonets to Sandbox first
2. Process 20-30 sample invoices through the complete workflow
3. Verify data accuracy in NetSuite vendor bills
4. Confirm approval routing functions correctly
5. Test exception handling with deliberately problematic invoices

Validation Checklist

Confirm these items before production deployment:

• Invoice data extracts accurately (vendor, amount, date, line items)
• PO matching identifies correct purchase orders
• GL codes apply correctly based on mapping rules
• Approvals route to designated approvers
• Approved invoices create complete vendor bills in NetSuite
• Attachments (invoice PDFs) link to NetSuite records
• Exceptions flag appropriately and route to reviewers

Parallel Processing Period

Run Nanonets alongside manual processing for 1-2 weeks:

• Process the same invoices through both methods
• Compare results for accuracy
• Document any discrepancies
• Adjust configuration as needed

This parallel period builds team confidence and catches edge cases before full cutover.

Maintaining and Optimizing Your Integration

Post-launch maintenance ensures your integration continues delivering value as your business evolves.

Ongoing Monitoring

Establish regular review rhythms:

• Weekly: Review AI-flagged exceptions for patterns
• Monthly: Analyze processing metrics (speed, accuracy, exception rates)
• Quarterly: Update GL code mapping rules as Chart of Accounts changes
• Annually: Review approval thresholds and routing logic

Performance Optimization

Improve results over time with these practices:

• Train the AI: Upload new invoice formats when vendors change templates
• Refine matching: Adjust PO tolerance thresholds based on exception analysis
• Expand automation: Add document types (expense reports, credit memos) incrementally
• Monitor sync health: Watch for API errors or timeout issues

User Training

Ensure your team maximizes the platform:

• Train AP staff on exception handling within Nanonets
• Show approvers how to use mobile/Slack approval flows
• Document procedures for adding new vendors and GL codes
• Create escalation paths for technical issues

Expanding Your NetSuite Integration Ecosystem

Nanonets represents one piece of a broader integration strategy. Modern businesses often connect NetSuite with multiple platforms for comprehensive automation.

Complementary Integrations

Consider these additional NetSuite integration opportunities:

• E-commerce platforms: Connect BigCommerce or SuiteCommerce for order synchronization
• CRM systems: Sync customer data with Salesforce or HubSpot
• Payment processors: Automate payment execution with integrated payment platforms
• Shipping systems: Connect warehouse and fulfillment operations

Integration Platform Options

As integration needs grow, consider middleware solutions:

• Celigo: Pre-built NetSuite connectors for 200+ applications
• Boomi: Enterprise-grade integration platform
• Zapier/Make: Lightweight automation for simpler connections

These platforms complement point-to-point integrations like Nanonets by providing a central hub for data orchestration.

Working With NetSuite Integration Partners

Configuring Nanonets-NetSuite integrations involves technical complexity that benefits from experienced guidance. Working with NetSuite implementation specialists can accelerate your deployment and help you avoid common pitfalls.

Experienced partners bring deep NetSuite expertise across wholesale distribution, manufacturing, and retail industries. They can help with initial setup, custom workflow development, and ongoing optimization based on hands-on experience from similar implementations.

When selecting an integration partner, look for Oracle NetSuite Alliance Partners with proven track records in your industry, practical approaches that avoid over-engineering, and long-term support models that grow with your needs.

Frequently Asked Questions

How long does a Nanonets-NetSuite integration take to implement?

Standard implementations complete in 1-2 weeks for mid-market organizations. Simple setups with basic invoice types may finish in 3-5 days, while complex multi-subsidiary deployments with extensive custom fields can extend to 3-4 weeks. The timeline depends on your data mapping complexity, approval workflow requirements, and testing thoroughness.

What happens if Nanonets extracts data incorrectly?

The platform flags low-confidence extractions for human review before syncing to NetSuite. You set confidence thresholds that determine when invoices route to reviewers versus processing automatically. As you correct errors, the AI learns from corrections and improves accuracy over time—most organizations see accuracy improve from 85% to 97%+ within the first month.

Can Nanonets handle invoices from vendors with different formats?

Yes. The AI-powered extraction adapts to any invoice format, including PDFs, scanned documents, and digital files. Unlike template-based systems that require configuration for each vendor, Nanonets learns from document patterns and handles format variations automatically. Organizations with 50+ vendors typically see consistent performance across all vendor invoice types.

Do approvers need NetSuite licenses to approve invoices?

No. Nanonets enables approval workflows through Slack, Microsoft Teams, email, or mobile devices—without requiring NetSuite user licenses. Approvers receive notifications with invoice details and can approve, reject, or request more information directly from their preferred platform. This approach reduces licensing costs while maintaining approval controls.

What level of technical expertise is required for ongoing maintenance?

Day-to-day operations require minimal technical knowledge. AP staff handle exceptions through the Nanonets interface, and approvers use familiar tools (Slack, email) for approvals. Technical expertise becomes helpful for adjusting GL mapping rules, modifying approval workflows, or troubleshooting integration issues—tasks that occur monthly rather than daily. Most organizations manage routine operations with existing AP staff after initial training.

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