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For people outside NetSuite

Letting vendors track their own invoices

Vendors email us to ask when they'll be paid.

For accounts payable leads who answer vendor emails every week, and the purchasing teams vendors call next.

The answer is in NetSuite. Your vendors ask you instead.

  • A vendor emails: did you receive invoice 4471? You search NetSuite, find the bill, check whether it has been paid, and write back.

  • NetSuite already holds every answer. Your team relays them by hand, in hours that should go to the close.

One screen per vendor, with the answer they keep asking for.

SeamSet starts from what NetSuite already does. The Vendor Center shares purchase orders and accounts payable information with vendors who sign in to NetSuite. In some accounts, NetSuite's Bill Capture turns invoices vendors email in into bills for your AP team to review. Native first, with pragmatism. If a native feature covers the need, SeamSet sets it up (a saved search, a workflow, an approval rule), through your NetSuite admin's approval, and writes no code. If the native route would cost more to set up and run than the need is worth, SeamSet says so and proposes the lighter option. Account features stay your admin's switch. For vendors without a NetSuite login, it builds a portal:

  • Vendors see their own purchase orders and bills, each bill with its status and due date, and each payment with the bills it covers.
  • They upload an invoice against an open purchase order, and your AP team reviews it.
  • Bank details cannot be changed from the portal.

Describe what vendors should see, in plain words.

Example with a fictional company: a vendor portal in a web browser, outside NetSuite. At the top, the buyer's name, Aldermoor Kitchenware, and the vendor signed in, Pellham Box and Carton, who sees only its own records. A table lists the vendor's bills with invoice number, purchase order, amount, status and due date: invoice 4471 for $6,240.00 is approved, due Oct 14; invoices 4458 and 4462 are paid; invoice 4476, uploaded through the portal, is in review by the accounts payable team. Beside it, payment PMT-0912 of $5,155.50 on Sep 19, with the two bills it covers, and an open purchase order, PO-2324 for $8,900.00, with an Upload an invoice button. A line at the bottom says bank details cannot be changed from the portal. The bills, payments and purchase orders come from NetSuite. What SeamSet adds is marked: the portal itself, the invoice upload and the uploaded invoice waiting for review.

Outside NetSuite, and here is why.

The Vendor Center needs a NetSuite login for each vendor user. Rather not hand those out? Then the portal runs outside NetSuite, for vendors with no NetSuite login, and each vendor sees only their own records.

The portal reads from your NetSuite account when a vendor opens it, and keeps no copy of your records.

What it reads, and what it writes.

Reads

vendors, purchase orders, vendor bills and vendor payments.

Writes

the uploaded invoice, linked to its purchase order, for your AP team to review. Never bill amounts, payment status or bank details.

Connection

your admin connects SeamSet to your account and decides what it can access.

Every change is tested before it goes live, and your admin approves it before any vendor signs in. The log records who asked, who approved, what changed and when. SeamSet keeps it, and you can export it at any time.

Your NetSuite admin can revoke SeamSet's access in NetSuite at any time, and the portal stops. If you stop using SeamSet, the portal stops.

Bring the vendor question you answer most.

Tell us which vendors ask it and how your team answers today. We'll talk it through.

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