Manually entering invoices into NetSuite is tedious and time-consuming, especially when dealing with dozens of invoices daily. If you’re stuck typing invoice details one by one, you’re not just wasting time, you’re increasing the risk of costly errors.
Instead of manually inputting data, you can streamline the process by automating invoice imports. NetSuite allows bulk invoice uploads, but the data must be formatted correctly to avoid errors and failed imports.
In this guide, you’ll learn how to import invoices into NetSuite efficiently, including how to convert PDF to CSV for NetSuite to eliminate manual entry and reduce errors.
Step 0: Digitalize Invoices (For Paper Invoices)
If you have paper invoices, the first step is to scan them into a digital format. A clear, high-resolution PDF ensures accurate OCR data extraction and minimizes errors during processing.
To get the best results, make sure the document is clean and free from unnecessary marks, scan it straight to avoid misalignment, and use a high-resolution setting for sharper text recognition. Properly scanned invoices improve OCR accuracy, making the data extraction process smoother when converting PDFs to CSV for NetSuite.
Step 1: Capture Invoice Data
Once your invoices are in digital format, the next step is to extract their data for import into NetSuite.
Manually entering invoice details into a spreadsheet is time-consuming and increases the risk of errors. With DocuClipper, you can automate the entire process, extracting invoice details accurately without manual input.
DocuClipper simplifies data capture by automatically extracting key invoice details, including vendor name, invoice number, invoice date, line items, amounts, tax, and quantities. Instead of manually typing or copying data, all information is processed digitally, ensuring accuracy and efficiency.
How to use DocuClipper:
- Open DocuClipper in your web browser and go to the invoice OCR section.
- Drag and drop one or multiple invoices.
- DocuClipper extracts the invoice data automatically, no need to manually parse the sections of the invoices, this applies to all invoice formats.
- Review the extracted line item information and adjust fields if needed, including marking transactions as invoices, bills, accounts payable, or accounts receivable.
Once processed, DocuClipper generates a NetSuite-compatible CSV file that meets all formatting requirements, allowing for a seamless import.
The Manual Alternative (Not Recommended)
Manually entering invoice data requires you to create a spreadsheet, add vendor details, invoice numbers, amounts, and tax, then format the file according to NetSuite’s import requirements before saving it as a CSV.
This method is inefficient, prone to errors, and slows down invoice processing. Even with careful verification, manual entry has an error rate of 4%, leading to costly mistakes. Processing a single invoice manually can take up to 30 minutes, making it impractical for businesses dealing with large volumes of invoices.
By automating invoice data capture with DocuClipper, you can save hours of work, reduce errors, and ensure that all invoices are correctly formatted for import into NetSuite.
Step 2: Export the Invoice Data Into NetSuite Compatible CSV File
Once the invoice data is captured and reviewed, the next step is to export it in a format that NetSuite can process.
With DocuClipper, this is straightforward. After uploading and verifying invoice data, go to the export section and select CSV as the export format.
You can adjust the column structure if needed to match Netsuite’s import requirements. Once everything is in place, download the finalized a CSV file.
NetSuite has specific formatting rules for imports. If necessary, review the spreadsheet layout and make any adjustments, such as renaming columns or adding required fields, before proceeding to the import stage.
Step 3: Import Invoice Data Into NetSuite
Once your PDF invoice data is extracted and formatted into a NetSuite-compatible CSV file using DocuClipper, the next step is to import it into NetSuite. The import assistant allows you to bulk upload invoices, reducing manual data entry and minimizing errors. Follow these steps to ensure a smooth import.
1. Access the Import Assistant
In NetSuite, go to Setup > Import/Export > Import CSV Records. This will open the Import Assistant, where you can start the bulk upload process.
2. Choose Import Type and Record Type
For invoice imports, set the Import Type to Transactions and select Invoice as the Record Type.
If you’re importing data from Microsoft Windows, choose Western (Windows 1252) as the character encoding. If you’re on a Mac or using a CSV from another system, select Unicode (UTF-8).
Make sure your CSV is comma-delimited, then select your file and click Next.
3. Select Data Handling Options
NetSuite allows you to:
- Add new invoices
- Update existing invoices
- Add or Update based on whether the invoice already exists
Choose the option that fits your import needs. If you’re only importing new invoices, select Add. Click Next to continue.
4. Map CSV Fields to NetSuite Fields
NetSuite will attempt to auto-map the fields from your CSV to the corresponding fields in NetSuite. Review the mapping to ensure everything is correctly assigned:
- On the left, you’ll see the column headers from your CSV file.
- On the right, you’ll see NetSuite’s invoice fields.
- Drag and drop any unmapped fields to their correct location.
Ensure key fields like invoice number, date, customer, amount, currency, and due date are properly mapped before proceeding.
5. Save Mapping for Future Imports
If you plan to import invoices regularly, save your field mapping for future use. Enter a name for the mapping and click Save & Run to start the import.
6. Check Import Status and Resolve Errors
After submitting the import, navigate to Setup > Import/Export > View CSV Import Status.
- If the import is successful, the invoices will appear in Transactions > Sales > Create Invoices > List.
- If there are errors, download the error report to see which records failed and why. Common issues include missing fields, incorrect formatting, or duplicate invoice numbers.
Review the errors, correct them in your CSV or DocuClipper, and re-upload the file.
By following these steps, you can efficiently import invoices into NetSuite without manual data entry. If needed, you can edit or approve invoices after import to ensure accuracy.
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How DocuClipper Automates Importing Invoices Into NetSuite
Manually entering invoice data into NetSuite is slow, error-prone, and frustrating, especially when handling a high volume of invoices. Instead of spending hours typing invoice details one by one, DocuClipper automates the process by extracting invoice data and converting it into a NetSuite-compatible CSV file in seconds.
With DocuClipper, you can upload multiple invoices at once. The system accurately captures key details such as invoice numbers, dates, vendors, line items, and totals. The CSV output is fully customizable, ensuring it aligns with NetSuite’s required column format without the need for manual adjustments.
If you prefer working with spreadsheets, DocuClipper also allows you to convert PDF invoices to Excel. Its high OCR accuracy eliminates typos and data entry mistakes, ensuring invoices are imported correctly the first time.
FAQs about Importing Invoices into NetSuite
Here are some frequently asked questions about how to import invoices to NetSuite”
How do I bulk import invoices into NetSuite?
To bulk import invoices into NetSuite, go to Setup > Import/Export > Import CSV Records. Select Transactions as the import type and Invoice as the record type. Upload a properly formatted CSV file, map fields to NetSuite, and run the import. Review the import status to ensure all invoices were processed correctly.
Can I import a CSV file into NetSuite?
Yes, you can import a CSV file into NetSuite using the Import Assistant. Go to Setup > Import/Export > Import CSV Records, select the appropriate import type, upload your CSV file, map the fields to NetSuite, and start the import. Ensure the file follows NetSuite’s formatting requirements to avoid errors.
Can I import transactions into NetSuite?
Yes, you can import transactions into NetSuite using the Import Assistant. Go to Setup > Import/Export > Import CSV Records, select Transactions as the import type, and choose the specific transaction type. Upload your CSV file, map the fields to NetSuite, and run the import. Ensure the data follows NetSuite’s format to avoid errors.
Can you import old data into NetSuite?
Yes, you can import old data into NetSuite using the Import Assistant. Go to Setup > Import/Export > Import CSV Records, select the appropriate import type, and upload a properly formatted CSV file. Ensure historical dates and records match NetSuite’s requirements to maintain accurate financial reporting and avoid validation errors.
Can you import a bill into NetSuite?
Yes, you can import a bill into NetSuite using the Import Assistant. Go to Setup > Import/Export > Import CSV Records, select Transactions as the import type, and choose Bill as the record type. Upload a properly formatted CSV file, map the fields, and complete the import process to add bills to NetSuite.
Can I import Excel into NetSuite?
NetSuite does not support direct Excel imports, but you can convert your Excel file to a CSV format and then import it using the Import Assistant. Go to Setup > Import/Export > Import CSV Records, select the appropriate import type, upload the CSV file, map the fields, and complete the import process.
