Nanonets is an AI-powered document processing platform built to eliminate manual work from accounts payable. It uses machine learning and OCR to extract structured data from invoices, receipts, purchase orders, and other financial documents, regardless of layout, vendor, or file format.
When integrated with NetSuite, Nanonets becomes an intelligent AP automation layer that accelerates invoice processing, improves accuracy, and strengthens financial controls without disrupting existing workflows.
What Nanonets Automates Across the AP Lifecycle
Nanonets is designed to handle the full invoice-to-posting cycle, not just data capture.
Intelligent Invoice Data Extraction
The platform automatically captures critical invoice fields, including:
Vendor details
Invoice numbers and dates
Line items and quantities
Tax, totals, and due dates
This works consistently across PDFs, scanned documents, emails, and digital invoices without requiring vendors to follow a standard template.
Automated PO Matching
Extracted invoice data is compared against open purchase orders in NetSuite. Mismatches are flagged immediately, allowing AP teams to focus only on exceptions rather than reviewing every invoice manually.
Smart GL Coding
Nanonets learns from historical transactions to auto-assign general ledger codes. Over time, the system improves accuracy, reducing rework and coding inconsistencies across entities.
Approval Routing Outside NetSuite
Invoices are routed to the right approvers via Slack, Microsoft Teams, or email. Approvers do not need NetSuite licenses, which lowers cost and speeds up approvals.
Two-Way Sync with NetSuite
Once validated, invoices are pushed directly into NetSuite as vendor bills—fully coded, approved, and audit-ready.
NetSuite-Specific Capabilities That Matter
Nanonets is not a generic OCR tool. Its NetSuite integration is built for real-world accounting complexity.
Key capabilities include:
Pre-built NetSuite connector using REST and SOAP APIs
Support for custom fields, custom records, and user-defined lists
Configurable sync frequency for near real-time processing
Multi-subsidiary and multi-currency support for NetSuite OneWorld
Detailed audit trails to support compliance and SOX requirements
Invoices are typically processed in under 12 seconds, making the solution suitable for high-volume AP environments where speed and accuracy are critical.
Why Nanonets + NetSuite Changes How AP Teams Operate
NetSuite’s native Bill Capture works for basic scenarios, but many finance teams outgrow it as invoice volume, vendor diversity, and compliance needs increase. Nanonets fills those gaps by automating the tasks that still require human effort in standard NetSuite setups.
Operational Efficiency Improvements
With Nanonets connected to NetSuite:
Manual data entry is largely eliminated
Invoice processing speeds increase by up to 10x
Duplicate payments and coding errors drop significantly
AP staff spend more time on exceptions, analysis, and vendor communication
NetSuite dashboards reflect real-time AP aging and liabilities
Instead of acting as data-entry clerks, AP teams serve as control points and decision-makers.
Financial Impact and ROI
The return on investment is typically clear within the first few months, especially for organizations processing more than 300 invoices per month.
Common outcomes include:
50+ hours per month saved in AP processing time
Improved capture of early payment discounts due to faster cycle times
Lower audit and compliance costs through complete, searchable audit trails
In one remediation services use case, Nanonets achieved 98.9% data extraction accuracy while reducing invoice processing time by more than 90% compared to a manual workflow.
NetSuite Integration Architecture and API Requirements
A successful integration requires the right technical foundation inside NetSuite. Nanonets relies on NetSuite’s web services framework and must be configured correctly to ensure stable, secure data exchange.
Supported Integration Methods
NetSuite offers several API options:
REST Web Services (recommended)
SOAP Web Services via SuiteTalk
RESTlets for custom or edge-case requirements
Nanonets primarily uses REST Web Services for performance and scalability, with SOAP available as a fallback where needed.
Authentication Requirements
Integrating Nanonets with NetSuite requires Token-Based Authentication (TBA), which provides secure, non-interactive access not tied to user sessions. You’ll need the following four credentials generated through TBA:
Consumer Key
Consumer Secret
Token ID
Token Secret
This method ensures a higher level of security compared to basic username or password access.
Permission Configuration
Your integration role must be configured with specific permissions in NetSuite for the connection to function correctly. Set the following permissions to full or view/edit access:
Transactions permissions: Full access needed for creating and updating vendor bills.
Lists permissions: Full access to vendors, items, and employees.
Set up permissions: Full access to custom fields and integration features.
Custom Records permissions: View/edit access to support syncing of custom data
Preparing for Nanonets-NetSuite Integration
Preparation is key to a smooth implementation. Make sure you’ve defined clear objectives and confirmed your environment meets all technical requirements.
Define Integration Goals
Clarify what success looks like for your organization by answering these questions:
What invoice types should Nanonets handle (vendor bills, expense reports, credit memos)?
What approval rules or thresholds need to be respected?
Are there NetSuite custom fields that must sync?
How will your team handle exceptions?
Environment Checklist
REST Web Services enabled
Token-Based Authentication feature is turned on
Admin-level access for setup
Sandbox instance for safe testing
Active Nanonets account (Professional plan or higher is best)
Admin rights to manage integrations
A collection of 50 - 100 sample invoices to train the AI
Data Mapping Preparation: Build a data mapping spreadsheet that connects fields between platforms:
Nanonets extracted fields → NetSuite vendor bill fields
Vendor identifiers → NetSuite vendor record IDs
GL coding from Nanonets → NetSuite’s Chart of Accounts
Routing rules → NetSuite approval flows
Expect to spend 2 - 4 hours on this step - it will pay off by reducing errors later.
Step-by-Step: Setting Up Nanonets for NetSuite Now that you're prepped, you can begin the technical setup - starting in NetSuite.
Step 1: Enable NetSuite Features (30 Minutes) In NetSuite, go to the Setup menu → Company → Enable Features, then navigate to the SuiteCloud tab:
Check "REST Web Services"
Check "Token-Based Authentication"
Save your changes
These settings are required to allow API connections for Nanonets integration.
Step 2: Create Integration Record (20 Minutes) Under Setup → Integrations → Manage Integrations, create a new record:
Name it “Nanonets AP Automation.”
Enable Token-Based Authentication
Save the record
Once saved, a Consumer Key and Consumer Secret will appear - you *must* copy and store these immediately, as they won’t be viewable again.
Step 3: Create Integration Role (30 Minutes) Go to Setup → Users/Roles → Manage Roles and create a new role named “Nanonets Integration Role”:
Enable Web Services Only
Assign these permissions:
Transactions: Full access to Vendor Bills and Purchase Orders
Lists: Full access to Vendors, Items, Employees
Setup: Full access to Custom Fields and Integration
For NetSuite OneWorld accounts, set Accessible Subsidiaries to “All”
Save the role
Step 4: Generate Access Tokens (15 Minutes) Log in as (or create) the integration user. Under Setup → Users/Roles → Access Tokens, create a new token:
Select the Integration record and the corresponding user
Copy the Token ID and Token Secret - you won’t be able to retrieve them again
You now have all four credentials: Consumer Key, Consumer Secret, Token ID, Token Secret.
Step 5: Connect Nanonets to NetSuite (15 Minutes) In Nanonets, go to the Integrations area and choose NetSuite as the connection:
Input the Consumer Key, Consumer Secret, Token ID, and Token Secret
Enter your NetSuite Account ID (you can find this under Company Information)
Test the connection
Nanonets will confirm once authentication is successful.
Step 6: Configure Data Sync Settings (30 - 60 Minutes) With your connection established, tell Nanonets what to sync:
Vendors: Import active vendors from NetSuite
Chart of Accounts: Sync GL codes to enable automatic expense categorization
Purchase Orders: Turn on PO matching to support 2-way and 3-way matching flows
Custom Fields: Connect any necessary user-defined fields
Set a sync frequency appropriate to your business - whether real-time (for transactional data) or on a scheduled basis for reference data.
Implementing NetSuite-Side Automation. While Nanonets handles data extraction and pre-processing, NetSuite will manage the downstream automation - from creating transactions to triggering approval workflows.
Workflow Integration Options
NetSuite provides several automation paths that work seamlessly alongside Nanonets:
SuiteFlow workflows: Automatically trigger actions when vendor bills hit certain statuses
SuiteScript: Add custom rules for advanced logic needs
Scheduled scripts: Run large-volume operations in batches
In most cases, custom scripting isn't necessary - Nanonets manages the data capture, while NetSuite's built-in workflows handle downstream processing.
Error Handling Configuration
Set up error handling to catch and manage issues during integration:
Validation rules: Ensure essential fields are completed before a vendor bill is created
Duplicate detection: Alert users if an invoice matches one already entered
Exception routing: Route failed imports to appointed team members
Logging: Track sync activity for visibility and troubleshooting
Approval Workflow Setup
You can configure versatile approval flows using Nanonets' external approval features:
Define approval criteria (e.g., bills over $5,000 need CFO approval)
Connect approvers via Slack, Teams, or email
Set up escalation protocols for overdue approvals
Trigger final approvals in NetSuite after the external sign-off
This structure keeps approvers looped in without needing NetSuite licenses - saving costs, but keeping controls intact.
Testing and Validating Your Integration
Thorough testing ensures a smooth go-live. Spend time validating everything before moving to real invoice processing.
Test Environment Strategy Start in your NetSuite Sandbox environment:
Link Nanonets with the Sandbox first
Run 20 - 30 sample invoices through end-to-end processing
Confirm vendor bill data reflects correctly in NetSuite
Verify approval logic operates as expected
Use intentionally flawed invoices to verify error handling
Validation Checklist Before switching to production, ensure:
Invoice fields (vendor, amount, date, line items) extract correctly
PO matching finds the right purchase orders
GL codes align with the configured mapping
Approvals reach the correct people
Final vendor bills are complete in NetSuite
PDFs are correctly attached to vendor records
Exceptions are flagged and routed appropriately
Parallel Processing Period* Run Nanonets side-by-side with your manual process for 1 - 2 weeks:
Process invoices through both systems
Compare outcomes for accuracy
Log and investigate any inconsistencies
Refine your configuration as needed
This phased approach boosts team trust and helps catch edge cases before full deployment.
Maintaining and Optimizing Your Integration
Even post-launch, your integration needs attention to keep up with changes in your business.
Ongoing Monitoring: Build a review cadence to stay ahead of issues:
Weekly: Inspect exception cases flagged by AI for trends
Monthly: Examine processing performance (accuracy, speed, exception rates)
Quarterly: Update GL code mapping if your Chart of Accounts changes
Annually: Revisit approval thresholds and team assignments
Performance Optimization: Optimize the setup over time using these strategies:
Retrain the AI by uploading new invoice layouts as vendors change templates
Fine-tune PO matching rules to reduce unnecessary exceptions
Incrementally automate additional documents, like expense reports or credits
Monitor system health regularly to catch API timeouts or sync delays
User Training: Empower your team to use the tools effectively:
Show AP teams how to manage invoice exceptions using Nanonets
Train approvers to use Slack or mobile approval flows
Document all steps for onboarding new vendors or setting up new GL codes
Define escalation channels for technical problems
Expanding Your NetSuite Integration Ecosystem
Nanonets is just one part of your broader NetSuite automation strategy. Many organizations integrate NetSuite with other platforms to drive full-scale efficiency.
Complementary Integrations* Here are additional ways to extend your setup:
E-commerce: Link BigCommerce or SuiteCommerce to sync orders
CRM: Integrate customer data from tools like Salesforce or HubSpot
Payments: Automate with platforms that execute vendor payments
Shipping: Sync fulfillment operations with warehouse tools
Integration Platform Options. As complexity grows, middleware tools can help:
Celigo: Prebuilt connectors for over 200 NetSuite-compatible apps
Boomi: Enterprise-level integration with robust logic control
Zapier/Make: Simplified automation for smaller workflows
Platforms like these offer better orchestration and scalability beyond direct connections like Nanonets.
Working With NetSuite Integration Partners: Deploying Nanonets with NetSuite has its complexities - working with experienced NetSuite experts can accelerate the process.
Integration partners bring deep NetSuite understanding across sectors like manufacturing, distribution, and retail. They support you from initial config and workflow design through long-term optimization - based on proven methods from similar implementations.
When choosing an netsuite integration partner, it’s important to work with an Oracle NetSuite Alliance Partner that has a proven history in your industry, a practical approach that avoids overcomplicating the process, and offers long-term support that can evolve alongside your business.
