This guide walks you through the steps to connect your NetSuite account to Substly. Once set up, Substly will automatically sync vendor and vendor bill data from NetSuite.
Prerequisites
Before you start, make sure you have:
Admin access to NetSuite.
Your NetSuite Account ID.
A role with permissions to Vendors, Vendor Bills, and API access.
Token-Based Authentication (TBA) enabled in NetSuite.
Step 1: Enable Token-Based Authentication in NetSuite
Go to Setup > Company > Enable Features.
Open the SuiteCloud tab.
Enable the following features:
REST Web Services
Token-Based Authentication
Step 2: Create an Integration (Consumer Key/Secret)
Navigate to Setup > Integrations > Manage Integrations > New.
Enter a name, e.g., Vendor Integration.
Check the box for Token-Based Authentication.
Click Save and copy the Consumer Key and Consumer Secret (you will only see them once).
Step 3: Create a Role for the Integration
Go to Setup > Users/Roles > Manage Roles > New.
Configure the role with the following permissions:
Permissions > Lists:
Vendors – View
Permissions > Transactions:
Vendor Bills – View
Permissions > Setup:
Web Services – Full (required for API access)
Log in using Access Tokens – Full
Save the role.
Step 4: Assign the Role to a User
Go to Lists > Employees > Employees.
Select an existing user (or create a new one).
Under the Access tab, assign the role you just created.
Save the user.
Step 5: Generate an Access Token
Go to Setup > Users/Roles > Access Tokens > New.
Select the following:
Application = Your integration
User = The user with the integration role
Role = The role you created
Click Save and copy the Token ID and Token Secret.
Step 6: Enter Tokens in Substly
In Substly, go to Integrations > NetSuite > Activate.
Fill in the fields with your NetSuite credentials:
Consumer Key
Consumer Secret
Token ID
Token Secret
Click Sync to activate the integration.
Once completed, your transactions will start appearing in Substly within a few minutes.
Managing supplier sync
In Substly, you can decide which suppliers from your suppliers list in your accounting software you want to sync into Substly.
Navigate to the Integrations & Imports page
Select Manage Integration for the accounting software you use, then click Manage suppliers.
On the Manage Suppliers page, you can manage which suppliers in your accounting system are matched to which service in Substly:
Match suppliers with their respective services in Substly.
Unmatch suppliers from services in Substly.
Show transaction data for each supplier (amount, date, and invoice ID).
See the status of the supplier (synced, not synced, to be synced, ignored)
Ignore or exclude suppliers that aren't relevant to sync into Substly.
Once complete, select Sync.
Matched suppliers will automatically stay updated when new transactions are imported.
Exclude or Ignore Suppliers
Choose to exclude or ignore suppliers you don’t want synced into Substly:
Option | Effect | Who can use it | When to use |
Ignore | Filters out supplier, stops syncing data | All users | For suppliers you don’t want to sync spend data into Substly |
Exclude | Completely removes supplier from Substly and prevents future appearance | For compliance or sensitive cost data |
Tip! Be sure to check in periodically to match new suppliers and import additional data or set up our Slack bot (coming soon) for real-time notifications.