How invoice approval workflows work in NetSuite

If your business processes a high volume of vendor invoices, getting the approval process right is critical. Manual routing slows teams down and creates opportunities for errors or delays. That’s where invoice approval workflows in NetSuite come in—helping companies streamline validation and set clear rules for approvers.

Here’s how NetSuite handles invoice approval workflows based on Oracle Cloud documentation, and how third party automation solutions can further streamline the process.

Does NetSuite have built-in invoice approval workflows?

Yes, NetSuite offers a built-in Invoice Approval Workflow, but it is not activated by default. To use it, you’ll need to install a specific SuiteApp called the NetSuite Approvals Workflow SuiteApp. This SuiteApp includes a default workflow designed to manage invoice validation and approval routing based on common business rules.

Once installed, the approval logic is powered by SuiteFlow, NetSuite’s workflow automation tool. SuiteFlow lets you build, edit, and manage workflows through a visual interface, which can be found in the NetSuite UI under: Customization > Scripting > Workflows

From there, you can launch the Workflow Manager to review, customize, or deploy the invoice approval logic.

How are invoice approval workflows built in NetSuite?

All workflows in NetSuite—including those for invoice approvals—are built using SuiteFlow. SuiteFlow is a point-and-click automation tool that allows you to define business logic visually. Each workflow consists of:

• States (such as Submitted, Approved, Rejected)
• Actions (like sending emails, setting fields, or routing for approval)
• Transitions (the logic that moves records from one state to another)

In the case of invoice approvals, the SuiteApp gives you a prebuilt workflow you can start with. You can either use this default or make a copy and customize it based on your business rules. For example, you might want to change which exception criteria apply, adjust the sequence of approvals, or add new steps entirely.

How to build an invoice approval workflow

Even outside of NetSuite, the steps for building an invoice approval workflow are pretty consistent across platforms. Here's what the process typically looks like:

1. Define the trigger: For invoice approvals, the trigger is usually the creation or submission of a new invoice
2. Establish approval criteria: Set rules for when an invoice needs approval, such as the amount thresholds, vendor type, or department
3. Assign approvers: Determine who will approve invoices and in what order—this could vary by department, invoice size, or vendor risk profile
4. Design the flow: Map out the steps involved, such as initial submission, manager review, finance approval, and more
5. Automate notifications: Make sure approvers get alerts when their input is needed
6. Test thoroughly: Run sample scenarios to catch any gaps in the logic or routing
7. Monitor and refine: After launch, revisit the workflow periodically to ensure it’s still serving the business

In NetSuite, these same steps apply—only you're doing it all through SuiteFlow. Once in the Workflow Manager you can create a new workflow or copy the existing invoice approval workflow to begin customizing. From there, define your states, actions, and transitions visually.

Best practices for setting up invoice approval workflows

Getting approval workflows right is about more than just automation—it’s about designing a process that reflects how your team works and ensuring it’s both efficient and auditable. A few best practices to consider are:

• Keep it simple: Providing simple, rule-based routing makes workflows easier to maintain
• Assign clear roles: Make sure approvers are well-defined in the system and trained on their role in the process
• Leverage exception handling: Route only questionable or high-risk invoices for approval.
• Build in audit trails: Ensure your workflow logs actions and approvals to support internal reviews or external audits
• Test before you deploy: Avoid issues by running through realistic invoice scenarios and refining logic before enabling the workflow

Here are a few key setup steps help you implement these best practices in NetSuite:

• Enable Approval Routing and SuiteFlow under Setup > Company > Enable Features
• Set approval preferences under Setup > Accounting > Accounting Preferences
• Assign a supervisor to each employee who creates invoices—this supervisor acts as the default approver
• Make sure the correct roles and permissions are set after installing the SuiteApp (roles like CFO, Accountant, and Bookkeeper have full access by default)

How Ramp’s NetSuite integration simplifies invoice approval workflows

NetSuite provides robust tools for building and customizing invoice approval workflows—but getting everything set up and synced accurately can take time and effort, especially when bills and reimbursements are handled across systems. Ramp’s NetSuite integration is designed to make this process smoother by syncing data automatically, respecting your existing NetSuite settings, and reducing the need for manual intervention.

Here’s how Ramp helps streamline the invoice approval process:

1. Bills and reimbursements are synced automatically

Ramp syncs reimbursements as bills and bill payments in NetSuite. If the reimbursement is paid through ACH, Ramp pushes both a bill (marked as paid) and a bill payment. If the reimbursement is marked as manual, only an open bill is synced.

The approval date in Ramp is also used as the sync date in NetSuite. This preserves the integrity of your approval timeline and ensures data is properly aligned with Ramp’s internal records.

2. Ramp respects NetSuite’s AP structure and vendor defaults

Ramp doesn’t create duplicate AP accounts or override your NetSuite structure. Instead, you can assign a default AP account per subsidiary directly within Ramp’s accounting settings. Ramp also lets you select a default vendor for reimbursements—avoiding the need to create a separate vendor record for every employee. This eliminates common setup issues that can slow down invoice processing or create sync errors.

3. Custom fields and segments are fully supported

Ramp syncs both transaction-level and line-level custom fields from NetSuite, including subsidiary, vendor, account, department, class, location, Billable (Y/N), and any additional custom fields you’ve enabled.

These fields can be automatically populated using Ramp’s coding rules, helping you maintain consistent classifications and meet workflow requirements without manual entry.

4. Vendor credits and 3-way match support complete the workflow

Ramp supports syncing vendor credits to NetSuite and applying them to bills. This simplifies reconciliation and helps ensure that outstanding credits aren’t missed in the approval or payment process.

Ramp also enables 3-way match between purchase orders, item receipts, and bills. When enabled:

• Ramp pulls in item receipts from NetSuite
• You can match bills in Ramp to imported NetSuite POs
• Ramp then auto-matches the line items and displays which ones haven't been received

This adds a layer of protection against overpayments and strengthens the controls already in place within your NetSuite approval flow.

For a detailed overview of Ramp’s integration with NetSuite, visit Ramp Support.

Bring clarity and control to invoice approvals with Ramp

Approval workflows are essential for managing spend, but they can easily become bottlenecks when systems don’t sync. Ramp removes the manual steps by connecting your spend activity directly to NetSuite—keeping your workflows clean, accurate, and fully aligned with your ERP.

No more toggling between systems or cleaning up inconsistent data. Ramp brings structure, automation, and visibility to your invoice approvals from the moment they’re submitted.

Want to see how it works? Try Ramp’s NetSuite integration today.