Vendor Automation for NetSuite
Vendor Automation is the fourth Charted product, and it launches in October. It lets finance teams manage the vendor lifecycle entirely inside NetSuite, from the first onboarding request to the contract renewal. It checks vendor bank details before anyone approves a change, and it turns the contracts sitting in shared drives into renewal dates your team can act on.
Every vendor payment depends on two things. The vendor’s bank details decide where the money goes, and the contract decides how much you pay and for how long. Vendor Automation puts both under full control inside NetSuite, so vendor management stops depending on email threads and shared drives.
Vendor Automation consists of three key features:
- Vendor Fraud Prevention: Vendors pass through automated fraud screening, giving you greater trust in who you’re paying.
- Vendor Contract Intelligence: A repository that gives every vendor contract a searchable home next to its vendor in NetSuite, and renewal insights that show upcoming renewals and notice deadlines while there’s still time to act.
- Vendor Onboarding: Vendors enter their own address, tax, banking, documents, and compliance details through secure forms sent from NetSuite, and a reviewer approves before anything is applied.
Vendor Fraud Prevention in NetSuite: How fraud happens and why the fix belongs inside NetSuite
Paying a fraudster instead of your vendor is one of the most expensive mistakes an accounts payable (AP) team can make, and it usually starts with a bank change that looks completely normal. Vendor Fraud Prevention catches that change inside NetSuite before any money goes out, so let’s look at how this kind of fraud works and where Charted steps in.
Why do fraudsters target finance teams?
Finance teams send a lot of money to a lot of vendors, and every payment goes to whatever bank account is on file for that vendor in NetSuite. One of the easiest ways to steal from a company is to get a fake bank account added to one of its vendors and wait for the next payment run.
This happens a lot. The AFP 2026 Payments Fraud and Control Survey found that 74% of US organizations were affected by business email compromise (BEC) in 2025, and the FBI’s 2025 Internet Crime Report counted about $3.05 billion in reported BEC losses that year, roughly $123,000 per reported complaint on average.
The rules changed this year too. Nacha’s fraud monitoring rules now apply to every business that sends ACH payments, and they call for risk-based processes to catch fraudulent payments, including BEC and vendor impersonation, which puts vendor bank changes on every controller’s radar. Your bank is the best source on what the rules mean for you.
How do fraudsters impersonate vendors to redirect payments to themselves?
It usually starts with an email that looks like it came from one of your vendors, sometimes from an address that’s one letter off from the real one. It says the vendor has switched banks and includes new account details. If AP makes the change and it gets approved, the next payment goes to the fraudster, and nobody notices until the real vendor calls asking why they haven’t been paid.
Once the money’s gone, getting it back is hard, and the FBI’s rapid fund-freezing process worked only 58% of the time it was used in 2025, according to the same report. So stopping a bad bank change before it’s saved is worth far more than chasing the payment afterward.
Most teams already have a policy for this, usually a call to a known contact before any bank change goes through. The problem is that manual steps don’t get followed every time, especially at quarter-end when the queue is long and everyone’s rushing. Vendor Automation builds that check into NetSuite, so it happens on every bank change, even when the team is busy.
How Vendor Automation checks bank details before you approve them
With Vendor Automation, your team no longer handles bank changes over email. When a vendor asks to update their banking details, your AP team sends them a secure form from NetSuite, and it goes to the contact you already have on file, not to whoever sent the request. So if a fraudster is emailing you from a lookalike address, they never see the form, and if the vendor’s real mailbox has been compromised, bank account validation is the next check.
The vendor then enters their new details, and Vendor Automation runs vendor bank account validation automatically on every submission. The check answers two questions:
- Are the account and routing numbers found, and are they consistent with each other?
- Does the name on the account match the name the vendor submitted?
The reviewer sees the result before Charted applies the change, and each result shows what was checked and what to do next:
| Result | What it means | What the reviewer does |
|---|---|---|
| Matched | The account and routing numbers check out, and the vendor’s name closely matches the name on the account. | Proceed based on your internal controls and risk policies. |
| Needs review | Something doesn’t line up, such as a partial name match or an account number that looks off. | Confirm the details with the vendor before applying the change. |
| Not checked | Coverage isn’t available for this account, or a name check wasn’t possible. | This doesn’t mean anything is wrong. Confirm through your usual process. |
Right now, validation works on US bank accounts, and we’ll add more countries over time. Some accounts can’t be checked, and when that happens, you’ll see “Not checked,” which is normal and just means your team confirms the details the way it does today. Your reviewer always makes the final call, and this works best alongside the controls you already have, like approvals, separation of duties, and your bank’s own fraud checks.
Vendor Automation runs inside NetSuite as a native SuiteApp, with no vendor portal, no extra logins, and nothing to sync. And since Invoice AI, approvals, and Payment Automation all rely on your vendors’ details, keeping them accurate makes your whole AP process safer.
If you want to see how this works on a real bank change request, book a demo and we’ll walk you through it inside NetSuite.
Contract Intelligence in NetSuite: How to stop surprise renewals
Once the bank details are right, the next question is whether you should be paying at all, and at what price. Vendor Contract Intelligence helps you answer that before a contract renews.
How do you track vendor contract renewals in NetSuite?
Your vendors, purchase orders, bills, and payments already live in NetSuite, but the contracts behind them usually sit in a shared drive or someone’s inbox, which leaves vendor contract renewal tracking to memory and calendar reminders. Vendor Contract Intelligence brings contract management into NetSuite by attaching each contract to its vendor and turning its dates into a renewal plan.
Take a software contract signed two years ago that renews itself at a 3.5% uplift because nobody gave notice before the 60-day auto-renewal notice period closed, and the person who signed it has since left. You find out when the invoice arrives, after the opportunity to renegotiate is gone. Nexthink found in 2023 that about half of installed software goes unused, so plenty of renewals deserve a second look before they go through.
To stop that from happening, Vendor Contract Intelligence gets all your contracts into NetSuite, lets you check anything the AI pulls out against the original language, and tells you what’s renewing and when, so your team can act before the notice window closes.
- Contract Repository. Drag and drop master agreements, statements of work, and amendments into NetSuite, and Charted AI classifies each one and files it against the right vendor. Charted pulls key terms terms like term dates, auto-renewal terms, and notice periods
are pulledinto fields on the vendor in NetSuite, and every contract is searchable in one place. - Source Highlighting. Every extracted term is highlighted where it came from, so you can jump straight to the passage and check it in seconds, even when the renewal clause is on page 11 of a 40-page agreement, which means you can trust what the AI pulled out before you act on it.
- Renewal Insights. Extracted terms from every vendor come together in one view of upcoming renewals, notice deadlines, and open actions. Email alerts go out while the notice window is still open, and you can assign each renewal an owner, which creates a tracked task in NetSuite.
Vendor Onboarding in NetSuite: What you already get
If you use Advanced Vendor Onboarding today, everything you rely on is still here as Vendor Onboarding, part of Vendor Automation. It’s still a straightforward way to run NetSuite vendor onboarding, because AP teams send branded, secure forms straight from NetSuite and vendors fill in their own details without a vendor portal or a password. To see how other NetSuite AP tools handle onboarding, see our buyer’s comparison. Vendor Onboarding includes:
- One-click and bulk invites, sent from NetSuite
- One-click update requests when a vendor’s details change
- Contact, tax (W-9 and TIN), payment (ACH, check, and international), insurance, and custom compliance fields
- Duplicate detection against the vendors already in NetSuite
- A vendor approval workflow that follows your hierarchy, where approvers don’t need a NetSuite license
- A full audit trail on every change
Customers see up to 80% less vendor setup time, measured across our customer base. At Keplr Vision, the AP team put vendor setup back in the vendor’s hands. “Since implementing Advanced Vendor Onboarding, my workload has been cut down significantly,” said Heather Gregory, Accounts Payable Staff Accountant. “The approvals are simple and there’s less room for error because we’re putting the responsibility back on the vendor.” Read the Keplr Vision story
See Vendor Automation in action
Vendor Automation will be available in October. If bank change requests or surprise renewals are on your list of things to fix, book a demo and we’ll walk you through Vendor Fraud Prevention and Vendor Contract Intelligence inside NetSuite.
Frequently asked questions
What is Charted Vendor Automation?
Vendor Automation is a Charted product that manages the vendor lifecycle inside NetSuite, from onboarding to contract renewal. It combines Vendor Fraud Prevention with bank account validation, Vendor Contract Intelligence, and Vendor Onboarding, all in a native SuiteApp with no vendor portal and no extra logins. You can book a demo to see it inside NetSuite.
How do I verify a vendor’s bank account in NetSuite?
With Charted Vendor Automation, vendors submit banking details through a secure form sent from NetSuite, and Charted validates every submission automatically. The check looks at whether the account and routing numbers are found and consistent, and whether the account name matches the vendor. The reviewer sees the result before approving.
What should AP do when a vendor emails to change bank details?
Don’t change the vendor’s bank details based on the email. Treat every vendor bank change request the same way and send a secure update form to the contact already on file. In NetSuite, Charted Vendor Automation sends that form in one click, validates the new bank details, and routes the change for approval.
Does Vendor Automation make us Nacha compliant?
Nacha’s fraud monitoring rules require ACH originators to have risk-based processes for spotting fraud, including BEC and vendor impersonation. Charted Vendor Automation supports those processes in NetSuite by validating vendor bank details and requiring approval before changes are applied. Your bank is the best source on your specific obligations.
Can I track vendor contract renewals in NetSuite?
Yes. Charted Vendor Contract Intelligence attaches contracts to each vendor in NetSuite, pulls out term dates, auto-renewal terms, and notice periods, and highlights where each term came from. Renewal Insights shows upcoming renewals and notice deadlines, sends email alerts, and lets you assign each renewal an owner.
What happened to Advanced Vendor Onboarding?
Advanced Vendor Onboarding is now Vendor Onboarding, part of Charted Vendor Automation. Everything it did in NetSuite still works, including secure forms, update requests, duplicate detection, and license-free approvals, and Vendor Automation adds Vendor Fraud Prevention and Vendor Contract Intelligence on top.
