# Invoice fraud checks for NetSuite

NetSuite covers part of invoice fraud checks on its own. Pulsify flags changed bank details, an invalid or missing tax ID and emails that fail sender checks.

Invoice fraud checks look for fake invoices and changed bank details before money leaves your account.

## What NetSuite does on its own

Role permissions and System Notes. The Payment Automation SuiteApp holds vendor bank detail changes for a second user to approve, but it supports USD only.

- Bank change approval sits in the Payment Automation SuiteApp. Oracle says it supports only USD, with ACH and check payments, so most Australian businesses cannot use it. Use Payment Hold and a call-back to the supplier instead.

## What you need in NetSuite

- Payment Automation SuiteApp (USD only) for bank detail change approval
- Vendor Master Approver or Administrator role
- System Notes access

## Setting it up in NetSuite

Where to find it: SuiteBanking > Payment Automation > Dashboard > Vendors > Vendors Pending Approval

1. Give staff roles with only the vendor and bill permissions they need.
2. If you can use Payment Automation, edits to bank details and remittance email go to approval routing.
3. The approver opens Vendors Pending Approval and approves or rejects.
4. Use System Notes on the vendor to see who changed what and when.
5. Phone the supplier on a known number before approving, because that step is manual.

## Good to know in NetSuite

- The user who changed the vendor cannot approve it, and the vendor cannot be edited or paid while it is pending.
- Oracle says Payment Automation supports only USD, so it does not suit Australian dollar payments.
- The ANZ Localization ABN Verification Warnings setting flags an invalid ABN. Oracle does not say it checks the ABN register.

## How to do it in NetSuite

### How to control vendor bank detail changes in NetSuite

Do not change vendor bank details in NetSuite from an email. Phone the vendor on a number you already hold, get a second approval, then update the vendor record. Full guide: https://www.pulsify.tech/how-to/control-supplier-bank-detail-changes-in-netsuite/

### How to set up a new vendor safely in NetSuite

Before the first bill, collect the vendor's ABN and bank details, check the ABN, phone to confirm, have a second person approve the vendor record in NetSuite, then enter the first vendor bill. Full guide: https://www.pulsify.tech/how-to/set-up-a-new-supplier-safely-in-netsuite/

### How to check a vendor's ABN in NetSuite

Look up the vendor's ABN on ABN Lookup, then save it in NetSuite. Check the status is active, the name matches and the supplier is registered for GST. Full guide: https://www.pulsify.tech/how-to/check-a-suppliers-abn-in-netsuite/

### How to stop paying a vendor bill twice in NetSuite

Before you enter a vendor bill in NetSuite, search the vendor's bills for the same number or amount. Use one reference format and check the bill payment batch for repeats. Full guide: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-netsuite/

## What Pulsify adds

1. Pulsify compares the bank details on each invoice with the supplier's past invoices and your contact in NetSuite.
2. It checks the supplier ABN and flags one that is invalid or not registered for GST.
3. It flags a tax ID that differs from the supplier record or is missing.
4. If an email fails sender checks and the sender's domain enforces it, Pulsify holds the email and warns you.
5. Each document gets one signal in the queue: Needs fix, Check or Ready.

Pulsify connects to NetSuite. We set up the connection for you.

What Pulsify does not do:

- Flags are warnings. Call the supplier on a number you already have before paying new bank details.
- Pulsify never moves money.

## Common questions

### Does NetSuite approve vendor bank detail changes?

Payment Automation does, but Oracle says it supports only USD and set-up is for ACH and check payments, so most Australian businesses cannot use it. Tick Payment Hold on the bill and phone the supplier on a known number before paying.

### Can I see who changed a vendor?

Yes. Open the record and go to System Information > System Notes. For many records use Transactions > Management > View Audit Trail and filter by user, date or type.

### What is the most common invoice fraud?

A fake email asking you to update a supplier's bank details. The next real invoice is then paid to the fraudster's account.

## Sources

- https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_1006112830.html

Source: https://www.pulsify.tech/invoice-fraud-checks-for-netsuite/ (last checked 2026-10-19)