# Invoice approvals in NetSuite for importers

NetSuite has invoice approvals built in. Port, forwarder and customs bills have deadlines. Demurrage and storage fees start if goods sit at the terminal, so slow approval costs money.

## Why it matters for importers

- Large foreign currency payments need a senior sign-off because the AUD amount moves with the rate.
- Different bills on a shipment need different approvers: operations confirm the service and finance confirm the amount.

## For importers in NetSuite

- Vendor bill approval lets a finance manager compare billed amounts and quantities with the PO and receipt before payment is sent. It needs the Vendor Bill Approval, Bills and Find Transaction permissions.
- Customs and freight bills often arrive after the goods. The approver can leave the bill unapproved until the receipt and landed cost are recorded.

## What NetSuite does on its own

Standard approval (status and Approve Bills page), employee approval limits, SuiteApprovals rules by amount and 3-way match exceptions.

- Needs set up.
- Bills made by CSV import are not routed for approval by SuiteApprovals.

Bills created by CSV import, script, web service or RESTlet are not routed for approval by SuiteApprovals.

What you need and the setup steps: https://www.pulsify.tech/invoice-approvals-for-netsuite/

## Example

Example Port Services Pty Ltd bills storage for a container held 5 days because the customs broker invoice was not approved.

- Terminal storage, 5 days: $1,250.00 (Avoidable if the broker bill had been approved on time)
- Broker fee and duty: $3,150.00 (Awaiting approval)
- GST on taxable local charges: $140.00 (Local charges only, not duty)

The broker bill is approved the same day by a phone approval. Storage stops accruing and the shipment is released.

## Common mistakes

- Holding broker bills for the month-end run while the container is on demurrage.
- Having one approver for every shipment bill, so a trip away holds up a release.

## Step-by-step guides for NetSuite

- How to set up vendor bill approval in NetSuite: https://www.pulsify.tech/how-to/set-up-bill-approval-in-netsuite/
- How to approve vendor bill records in bulk in NetSuite: https://www.pulsify.tech/how-to/approve-bills-in-bulk-in-netsuite/
- How to route vendor bill records by amount, vendor or project in NetSuite: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-netsuite/

## What Pulsify adds

Pulsify adds approval steps by vendor, amount, account or project, with approve, reject or send back from a phone. Pulsify connects to NetSuite. We set up the connection for you. More: https://www.pulsify.tech/approval-workflows/

## Common questions

### Can NetSuite hold an import bill until the receipt is in?

NetSuite does not tie Pending Approval to receipts. Vendor bill approval lets an approver compare the bill with the PO and receipt before payment, so the approver can leave the bill unapproved until the receipt and landed cost are recorded. Set it up in Approval Routing or SuiteFlow.

### Why do importers need fast bill approval?

Terminals charge storage and demurrage by the day once free time runs out. A broker or port bill left unapproved can hold the release of goods and add cost.

### Can NetSuite route bills for approval by amount?

Yes. Install SuiteApprovals, make a rule for the Vendor Bill record and tick Route Approvals Based on Amount. Set the Record Amount Limit. Bills up to the limit approve automatically.

## Sources

- https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_N2373552.html
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/in-detail/rules-for-specific-transactions/international-transactions/gst-and-imported-goods

Source: https://www.pulsify.tech/invoice-approvals-in-netsuite-for-importers/ (last checked 2026-10-19)