Netsuite document management

NetSuite’s core document management capabilities, including the file cabinet, document attachments, and basic access controls, are included within the standard NetSuite platform and available to all customers. More advanced document management requirements may be addressed through configuration or certified SuiteApps depending on the complexity of your needs. Annexa will assess your specific requirements during the scoping process and confirm what is available within your current licence.

NetSuite’s file cabinet supports a wide range of file types including PDF, Word documents, Excel spreadsheets, images, CSV files, and other common business document formats. Files are stored and accessible directly within the platform without requiring a separate file storage system.

Document access in NetSuite is governed by the same role-based permission framework that controls access to records and transactions across the platform. Access to specific folders or documents can be restricted to defined roles, ensuring that sensitive documents are only visible to authorised users. This means document permissions are managed in the same place as all other NetSuite access controls rather than in a separate system.

NetSuite is used by businesses of all sizes, from startups to rapidly growing companies. If you’re considering making the switch but unsure about the cost, here’s a quick breakdown.

NetSuite operates on an annual subscription model, which includes three key components: the core platform, optional modules, and the number of users. There’s also a one-time implementation fee for the initial setup. As your business expands, you can easily add new modules and users, thanks to the flexibility of cloud software.

Core document management capabilities are included within the standard NetSuite platform, making them available to all NetSuite customers without requiring a separate module purchase.

Want to get a NetSuite pricing estimate? Contact us now to discuss your specific needs.

Yes. Documents can be attached to most record types in NetSuite including customer records, vendor records, transactions, projects, employee records, and more. This flexibility means supporting documentation can be stored directly against the record it relates to regardless of whether that record is a sales order, a vendor bill, a contract, or an employee file.

Yes. NetSuite supports version tracking for documents stored in the file cabinet, retaining previous versions when a document is updated. This is important for businesses that manage documents which change over time, such as contracts, policies, or templates, and need to be able to access or compare earlier versions.

Documents stored in NetSuite can be shared externally in a number of ways, including generating document links for specific files or producing transaction-based documents such as invoices, quotes, and purchase orders that are sent directly from NetSuite to customers and suppliers. The appropriate sharing method depends on the document type and the recipient. Annexa can advise on the best approach for your specific external document sharing requirements.

 NetSuite Document Management is designed to handle the document needs of businesses that want their documents connected to their ERP records rather than managed in a separate system. For businesses whose primary document management requirement is storing and retrieving documents in context with their transactions, vendors, customers, and projects, NetSuite provides everything needed. For businesses with highly complex document workflow requirements such as large-scale contract lifecycle management or regulatory compliance document systems, a dedicated document management tool integrated with NetSuite may be more appropriate. Annexa will help you assess which approach suits your requirements.

 As NetSuite’s 2024 ANZ Growth Partner of the Year, Annexa provides comprehensive support including implementation, configuration, ongoing support, and strategic guidance, all delivered by an Australian and New Zealand-based team with extensive experience configuring NetSuite document management for businesses across a wide range of industries.