NetSuite AP automation for software and technology
AP automation designed for software and technology companies
Fast-growing software and technology companies move quickly—your accounts payable process should be able to keep pace. Manual AP processes can’t support an expanding vendor base, employee growth, and a business trying to scale. Charted AP Automation solutions are embedded in NetSuite, ensuring your data is housed in one place, eliminating siloes, duplicate entries, and slow approval cycles. From invoice capture to payment disbursements, every step of your AP workflow is automated, ensuring your AI capabilities are working with data you can trust, all in one place.
Charted AP Automation
Software and technology AP solutions
Automate new vendor setup with a self-service onboarding portal that collects W-9s, banking details, and required documentation automatically. Reduce the back-and-forth between AP and vendors and get new suppliers into your payment workflow immediately.
Automatically capture and code invoices from SaaS vendors, cloud infrastructure providers, contractors, and agencies. Charted Invoice AI learns your GL structure, departments, and cost centers over time, reducing manual intervention and ensuring accurate coding across your entire vendor base, even as it grows.
Validate invoices against purchase orders and receiving records automatically, before payment is released. Catch billing errors early, eradicate duplicate payments, and ensure your vendor payments are always backed by approved POs.
No matter how complex, multi-step approval workflows will route invoices to the right department heads, budget owners, or executives based on amount, vendor, or cost center, all without adding NetSuite licenses for every approver in the chain. As your organization grows, your approval structure scales with it.
Process domestic and international payments originating from the US directly from NetSuite. Pay vendors in local currencies, eliminate manual check runs, and consolidate your entire payment workflow into a single, controlled process. Ideal for tech companies managing global vendor relationships directly within NetSuite. No more routing payments through separate tools or banking portals.
Automatically generate month-end accruals for invoices in process, reducing the manual effort slowing down close cycles. Especially valuable for high-growth tech companies where invoice volume can spike month over month.
Attach invoices, contracts, and supporting documentation like SaaS subscription agreements, SOWs, MSAs, renewal notices, and charge orders directly to NetSuite transactions. Everything your auditors, board, or investors need is accessible without hunting through email or shared drives.
Customer success story
Frequently asked
questions
Charted supports auto-processing under two scenarios: invoices with no variances, and invoices from specific vendors. If you have vendors on recurring contracts whose invoices should be processed every month without manual intervention, we can set them up in the background so that as soon as their invoice hits the inbox, it auto-processes and is automatically submitted through the approval workflow.
Charted lets you configure approval workflows through a matrix that can pull from virtually any field on the record, including subsidiary, department, location, minimum and maximum amounts, and even custom fields. Your approval process can be as simple or as detailed as your compliance needs require, and all approval audits trails are kept directly on the record.
Charted lets you attach invoices, contracts, and supporting documentation directly to the bill record, including SOWs, MSAs, renewal notices, usage-based billing statements, and change orders, so finance has full context without digging through email. Approval Automation can route based on contract terms or thresholds as usage-based invoices can vary from month to month.
Yes. Charted processes domestic and international payments originating from the US directly in NetSuite. For customers with non-US bank accounts, Charted supports and implements NetSuite Electronic Bank Payments for true international payment origination. This keeps your full payment run (ACH, check, international) in one controlled NetSuite workflow instead of a scattered, external approach across separate banking portals.
Yes. Charted Approval Automation supports custom record types, not just standard NetSuite transactions like vendor bills and purchase orders.
When creating a new Approval Record Type configuration, the Record Type dropdown includes any scriptable record type in the account, which covers custom records. This means structured approval workflows with email routing, approval history, role-based permissions, and the full audit trail can be applied to any custom record the organization has built. Custom records for approvals can include departments, locations, subsidiaries, prepayments, vendors, and custom segments.
All the same approval capabilities carry over: enabled conditions, approval matrices, out-of-office delegation, and exception handling.
Yes, through two mechanisms:
Submit on Creation (Non-UI Only): When enabled, records created outside the NetSuite UI—via API, CSV import, or a third-party integration—are automatically submitted into the approval workflow without any human action. Critically, this is a separate toggle from the standard auto-submit setting, which means you can treat integration-created journal entries differently from manually created ones.
Approval Action Field: AWA also supports an action field that accepts a JSON instruction (such as {“action”:”APPROVE”}) which scripts or integrations can write to in order to programmatically approve a record. This runs in the background and is designed for non-UI execution contexts.
In practice: if your integrations create journal entries that should bypass manual review, approvals can be configured to auto-submit and auto-approve those records based on their origin, while still routing manually created journal entries through a standard human approval step.
Where PDFs are stored: Invoice PDFs processed through Charted are saved in the NetSuite File Cabinet and attached directly to the vendor bill record (visible on the Communications > Files tab). Charted Advanced Document Management automatically organizes files by subsidiary and record type so documents are structured and easy to find.
Access restrictions: Charted Advanced Document Management supports folder-level permissions via NetSuite Groups, so specific roles or user groups can be restricted from accessing invoice storage folders. The native NetSuite file cabinet tab can also be hidden on a per-record-type basis, keeping users out of the raw file structure entirely.
Storage volume: Storage limits are governed by NetSuite’s file cabinet, not Charted. For high-volume environments, Charted Document Management also supports AWS S3 as an alternative storage backend; Charted handles the folder configuration and the organization manages the S3 bucket. This removes the file cabinet storage ceiling for organizations with very high document volumes.
Yes, Charted Invoice AI handles multi-language invoices through its Invoice AI natural language directions feature. Administrators configure a natural language instruction, such as “Translate into English”, that applies to the entire invoice before data is extracted and imported into NetSuite.e m can be set at the vendor level (applying translation only to specific international vendors) or globally, giving full flexibility over which invoices are translated and which aren’t.
Charted is also GDPR ready, with documented technical and organizational controls in place—relevant for organizations processing invoices from international vendors under European data protection requirements.