NetSuite integration: invoices, bills and the ledger

What posts to NetSuite, and when

Invoices and carrier bills post to NetSuite once a person approves them, and journal entries post for adjustments only, so the ledger reflects an approved number rather than a spreadsheet reconciled on Fridays. Roadmark reaches NetSuite over REST web services using OAuth 2.0, the connection method NetSuite recommends over older token-based access, and from release 2027.1 the only one it allows for new integrations.

Here's one invoice, from the example load used across this site. All amounts on this page are in US dollars. Load 48213, Mississauga ON to Joliet IL for Prairie Foods, delivered with the POD signed at 18:00 CT. The Billing agent drafted invoice INV-10442 at 18:15: the $4,215.00 on the rate con ($3,655.00 linehaul plus $560.00 fuel) and $100.00 of detention from the ELD, for $4,315.00. J. Park approved it, and it posted to NetSuite as an invoice at 18:21. Payments against it are recorded and reconciled in NetSuite itself, the way they are today.

Carrier bills post as vendor bills

A carrier's bill is checked against the rate con it was tendered at and the POD before it's approved. On load 48254, Pinecrest Carriers billed $1,940.00 against a $1,780.00 rate con: two hours of detention where the POD shows one billable hour. Roadmark drafted a payment of $1,860.00 and a dispute of $80.00, with the POD attached, for a person to approve. Once approved, it posts to NetSuite as a vendor bill for $1,860.00, so what NetSuite shows as owed to Pinecrest matches what was actually approved, not what was billed.

One subsidiary per company

NetSuite OneWorld accounts organize multiple subsidiaries as legal entities under a single NetSuite account, each with its own tax jurisdiction and base currency. In a group of several companies, Groups explains that each keeps its own customers, carriers and books, and a load hauled by one company for another posts as an internal invoice, a payable at one company and a receivable at the other, matched automatically. If a company in the group runs its books on NetSuite OneWorld, its share of that internal invoice posts under its own subsidiary, so the group's structure in Roadmark lines up with the subsidiary structure in NetSuite.

Connecting NetSuite

To connect, an admin creates an integration record for Roadmark under Setup → Integration → Manage Integrations, with OAuth 2.0 enabled, and assigns a role with the REST Web Services and Log in using OAuth 2.0 Access Tokens permissions. Both features, REST Web Services and OAuth 2.0, need to be turned on first, under Setup → Company → Enable Features, on the SuiteCloud subtab. For a OneWorld account, you choose in Roadmark which subsidiary each company posts under, and the role you assign needs access to those subsidiaries.

Moving billing to Roadmark doesn't mean moving your ledger. Your books stay in NetSuite, whether or not you move invoicing and carrier bills to Roadmark. See Billing for invoices on POD, the three-way match on carrier bills, settlement statements and collections, and Carriers for how a bill reaches that match in the first place.

Driver and owner-operator settlements

A load also produces a third line of paperwork: the driver or owner-operator's pay. Roadmark drafts that settlement from the same load as the invoice, with a statement showing every load, its share of revenue, the fuel surcharge, each deduction and the escrow balance, so the driver can check it before a person approves it. That settlement doesn't post to NetSuite as an invoice or a bill; it's paid the way settlements are today, while the customer invoice and the carrier's vendor bill keep posting to NetSuite as described above.

Before you start

Connecting NetSuite doesn't change how a load is quoted, dispatched or tracked; it only changes where the resulting invoice and vendor bill land. Turn on invoices, carrier bills and adjustment journal entries together, or one at a time, and run a real load through it first. Approving one invoice and one carrier bill, then checking both records in NetSuite, is a better test than trusting the connection with a week of billing straight away, and it's a natural place to confirm each company posted under the subsidiary you expected.