Understanding who needs a NetSuite license – and what kind – is one of the most important but often misunderstood parts of planning your ERP rollout.
If you want to know the different types of users in NetSuite, this guide walks you through the main NetSuite user types used by businesses in Australia and New Zealand (ANZ) – from full and self-service users to new task-specific options like Warehouse Management System (WMS) and Customer Relationship Management (CRM). We also share what each user can actually access and recent updates that bring more flexibility for roles like warehouse operators and shop floor teams.
We’re keeping pricing out of this one – the focus is on structure, access levels and planning. For up-to-date pricing, speak with your NetSuite partner or your Annexa Customer Success Manager.
What is the licensing model of NetSuite?
NetSuite operates on a named user model. This user-based model means your licensing costs scale with the number of named users who need access – not by usage volume or system activity. That means every person who logs into the system requires their own user license – even if all they do is view reports. Licenses aren’t shared or concurrent.
Each user can be assigned one or more roles – which control what they can do inside the system – but it’s their licence type and employee record configuration that determine whether they can log in at all.
Can a user have multiple roles with one NetSuite license?
Yes, a single NetSuite licence allows one named user to be assigned multiple roles. For example, someone might have both a finance role and a sales role, or even a custom warehouse approval role, and can switch between them without needing an additional licence.
NetSuite tracks licensing by named user, not by how many roles they’re assigned. So even if a user touches several parts of the business, you’ll typically only need to assign them one licence – usually a full user licence if they need access beyond basic self-service.
But not all roles are created equal. NetSuite separates General Access roles (like finance, CRM or operations) from Employee Centre roles (used for submitting timesheets, expenses and leave). If a user needs both, they’ll require a full user licence, not an ESS licence. That’s because Employee Centre access uses a different, limited licence type and can’t be combined with broader system access.
Internal user license types
Employee self-service (ESS) licence
This is a limited-use licence designed for employees who only need to log in occasionally – for example, to manage their time, expenses or leave.
Common actions performed by users of the ESS license include:
- Submit and approve time entries and expense reports
- Create and review purchase requisitions (if configured)
- View pay history, personal records, and relationship records
- Request and approve time off (for supervisors)
- Access NetSuite calendar and organisational documents
- View and manage activities such as tasks and phone calls
- Browse the employee directory and organisational chart
Best for: employees who don’t need access to NetSuite’s financial or operational data.
Notes: ESS licences are sold in bundles. Users with only an Employee Centre role will consume an ESS licence. If a user also has a standard role, they’ll consume a full licence – even if they only use basic functions.
Full user licence
This is the standard licence for employees who need day-to-day access to NetSuite for managing transactions, running reports or administering the system.
Common actions performed by users of the full access license include, but are not limited to:
- System administration
- Estimate creation and management
- Sales order creation and management
- Invoice creation and management
- Inventory fulfillment
- Inventory management
- Purchase order creation and management
- Vendor bill creation and management
- Marketing and customer communication management
- Accounting management
- Viewing, creating and exporting reports
- Viewing, creating and exporting Saved Searches
Best for: finance, sales, admin, warehouse managers, and system administrators.
Notes: Required for any user who needs more than limited self-service functionality. Even read-only dashboards of company-wide information require a full user license. Any user assigned a standard NetSuite role (e.g. AR/AP, accountant, operations manager) will consume a full user licence – even if they also have the Employee Centre role.
Quick tip: Assign licence types based on access need not job title. And be cautious with role configurations as one extra permission could turn an ESS user into a full-licence cost.
WMS limited user (warehouse-only access)
New for ANZ in 2024/25. Designed for front-line warehouse staff who use NetSuite’s Warehouse Management System (WMS) for tasks like receiving, putaway, picking and packing, and shipping.
Access: Mobile WMS app only. Users can perform specific warehouse functions using barcode scanners or tablets.
Best for: Warehouse operators who don’t need access to NetSuite’s full ERP system.
Notes: Must be assigned the “Specialised User: WMS” role. Only available if you have licensed NetSuite WMS. More task-specific licenses may follow.
Specialised User: View and Approve Role
New for ANZ in 2024/25. Designed for internal users who need to review reports and approve transactions but don’t require broader access to NetSuite.
Access: Users can view dashboards and approve selected transactions including invoices, journals, vendor bills, sales orders and requisitions. They cannot transact, view payroll or access employee records.
Best for: Managers or department leads who need to approve documents but don’t perform day-to-day transactions in NetSuite.
Notes: Must be assigned the “Specialised User: View and Approve” role. Permissions can be reduced but not extended beyond the standard configuration. Certain approvals require the Procurement Management Cloud Service. For broader access, a full user licence is required.
MES user (manufacturing execution)
For production floor workers using NetSuite’s Advanced Manufacturing or MES functionality.
Access: Shop-floor interface for tracking work orders, scanning jobs and clocking time.
Best for: Assembly line workers, machinists, shift operators.
Notes: Requires the Advanced Manufacturing module. Users interact via kiosk/tablet.
External user licenses (non-billable)
Vendor centre
Access: View-only access to their own POs, bills and transactions.
Best for: Contract manufacturers, drop ship vendors.
Notes: Unlimited and free to assign. Cannot see other vendors or system-wide data.
Customer centre
Access: View orders, invoices, payments. Optional: place new orders, raise cases.
Best for: B2B customers or wholesale buyers.
Notes: Free and unlimited. Requires configuration of customer portal features.
Partner centre
Access: View sales data, leads, customer assignments. May include opportunity management.
Best for: Channel partners, franchisees, alliance partners.
Notes: Standard Partner Centre is free. An Advanced Partner Centre version (paid) is also available with extended permissions.
Solution Provider Licenses
Access: Similar to full user licenses but at a discounted rate.
Best for: Certified partners like Annexa providing ongoing support or services.
Notes: Consult with your NetSuite partner to determine if this license type is appropriate for your external collaborators.
External Accountant Access
Access: Typically equivalent to a read/write accountant role.
Best for: Bookkeepers, tax agents or outsourced CFOs.
Notes: Availability and licensing may vary. Please consult with your NetSuite account manager or implementation partner to determine the best approach for granting external accountant access.
Integration and third-party access
Some third-party tools or integrations – like Celigo or custom APIs – may require a full user license for system access. If you’re integrating NetSuite with WMS, CRM or project management tools, you will need to confirm whether those external systems will consume a license. Solution Provider licences can sometimes be used to support these use cases for partners like Annexa.
What is new for ANZ
While detailed earlier in the blog, it’s worth calling out the most notable updates to NetSuite’s licensing model for ANZ businesses in 2024/25 – particularly the task-specific licences now available for operational teams:
- WMS limited user – for warehouse staff using mobile devices
- CRM task-specific user – for front-line CRM tasks (where available)
These task-specific options give ANZ businesses more flexibility to extend NetSuite access where it matters – with more user types likely to follow.
Choosing the right mix of licenses
Licensing decisions can have a big impact on both system access and ongoing cost. So, it’s important to match licenses as close as possible to each role’s actual needs.
Here’s how to keep your user licenses lean:
- Start by mapping access by role, not by department
- Avoid assigning full licenses to users who only need time/expense functions
- Use task-specific licenses to extend access to more users without blowing out costs
- Regularly audit your user list and deactivate unused logins
- Be mindful of who has system admin access – it requires a full licence and should be limited to essential users only
- Work with your partner to align license type to usage and avoid over-licensing
How do I know how many licenses I have in NetSuite?
If you’re a NetSuite admin, you can view your current licence count and usage under:
Setup > Company > View Billing Information
This screen shows how many licences you’ve purchased, how many are currently assigned, and when your subscription renews. It’s a useful tool for identifying under-used licences or planning ahead for growth.
NetSuite user license management tips
- Licenses are tied to named users. You can’t share logins, but you can reassign a license to someone new if a team member leaves.
- You can add more licenses at any time but typically can’t reduce your total count until renewal.
- Downgrading access (e.g. from full to ESS) doesn’t automatically lower your subscription cost unless you renegotiate at renewal.
- Make sure the role you assign matches the license type – otherwise, it may consume a full user license unintentionally.
- NetSuite roles can be tailored – for example, you might create a “Sales View Only” role with limited reporting access. But remember: any login requires a valid user license, regardless of how restrictive the role is.
- Consider scheduling quarterly audits and reviewing licence allocations with your Customer Success Manager – especially before your renewal window.
Understanding co-terming and licence swaps
New licences are co-termed to your existing subscription. So, if you’re 23 months into a 3-year term, a new user licence will also be billed for 23 months.
You can also swap licence types during your term – for example, trading unused ESS licences for a full licence, provided the value remains equivalent. Ask your partner to assist with this during renewal planning.
While NetSuite’s licensing structure might seem complex, the variety of user types now available – especially the newer task-specific options – give ANZ businesses more flexibility to scale access without scaling cost.
How Annexa helps with NetSuite user licensing
If you need help defining the right licensing structure as part of your NetSuite implementation, Annexa’s solution consultants can guide this process during solution design – ensuring license types align with your workflows, team structure and system architecture. Speak to a consultant today.