Approval Automation
The articles in this section provide a complete framework for implementing vendor bill approvals in NetSuite using SquareWorks Approval Workflow Automation (AWA).
The process begins with the installation of the Approval-Automation bundle, followed by critical setup tasks such as enabling the email-capture plug-in and configuring Approval Routing for vendor bill records. These foundational steps activate the core automation features required to route bills through structured, auditable workflows.
Administrators can then configure global approval logic, define role permissions, and assign approval workflows to specific record types. Email communications are fully customizable, with options for templated notifications, follow-up reminders, approval history inserts, and conditional recipient logic. Further controls include record locking during and after approval, resubmission thresholds for financial changes, and options to exclude administrators from triggering unnecessary review cycles.
The configuration extends into advanced features that support auto-submission, payment holds, and approval status tracking through custom fields. Administrators can tailor workflows for complex use cases, override default behavior, and ensure that unapproved records are isolated from financial processing.
Together, these tools enable finance teams to establish scalable, policy-driven approval workflows that enhance compliance, reduce manual oversight, and improve operational control over vendor payables.
Navigate the Documentation
Use the links below to access individual guides for each part of the Approval Automation for Vendor Bills configuration process:
Setup & Enablement
Installing the Approval-Automation Bundle Install the required NetSuite bundle to access all Approval Workflow Automation (AWA) features.
Configuring the AWA Email-Capture Plug-In Set up the plug-in to extract approval responses from incoming emails and attach them to the correct records.
Enabling Approval Routing on Record Types Activate approval routing functionality for specific NetSuite record types to initiate automated flows.
Core Configuration
Approval Settings: Global Email & Super-Approver Options Define global approval behavior, including sender email addresses and the use of a super-approver override.
Record-Type Settings & Workflow Selection Configure routing logic, escalation settings, and assign workflows per record type.
Email Templates, Follow-Up Rules & Notification Copies Customize email content, define follow-up frequency, and control who receives notification copies.
Email-Record Fields, In-Line PDFs & File-Size Limits Manage which fields appear in approval emails, attach inline PDFs, and apply size restrictions on outbound files
Workflow Behavior & Controls
Record Locking & Resubmission Thresholds Prevent edits to records under review and define thresholds that trigger resubmission requirements.
Role Permissions and Approval Controls Assign approval privileges, cancellation rights, and comment visibility based on user roles.
Advanced Options, Payment Holds & Auto-Submit Enable advanced behaviors such as holding vendor bills from payment and automatically resubmitting upon change.
Below you’ll find detailed descriptions of what each article covers.
To begin automating vendor bill approvals in NetSuite, administrators must install the SquareWorks Approval-Automation Bundle. This process is completed using the SuiteBundler tool and involves locating the bundle by ID, reviewing the listing, and confirming installation through a guided interface. Once installed, the bundle enables system-level capabilities required for configuring approval routing, email responses, and workflow control. This installation acts as the technical foundation for all subsequent approval configuration. Without it, none of the AWA features can be activated.
Setting up the email-capture plug-in is an essential early step in enabling Approval Workflow Automation (AWA). This plug-in allows NetSuite to process email-based approval actions, letting users approve or reject directly from their inbox. Once activated, the plug-in generates a unique email string, which must be saved and referenced during later configuration. This setup is critical for environments where approvers act primarily through email rather than logging into NetSuite.
Approval Routing must be enabled in NetSuite's Accounting Preferences to route vendor bills through the new workflow instead of native NetSuite approvals. This global setting ensures that transactions like vendor bills and purchase orders remain non-posting until reviewed and approved. It gives finance teams complete control over the approval lifecycle by enforcing structured workflows and eliminating premature posting of expenses.
Global approval settings determine how email approvals are processed and how control is assigned. Administrators can define the sender address, enable email capture, assign super-approver roles, and manage domain changes to ensure continuity after email migrations. These settings provide centralized control over how the system sends, receives, and interprets approval communications while safeguarding against unintended overrides. Properly configuring these values ensures reliable email-based approvals and protects against unauthorized escalation.
Each record type, such as vendor bills or purchase orders, can be assigned its own approval workflow. Administrators use this configuration to map specific transaction types to the appropriate approval process. Options include defining subsidiaries, selecting or creating workflows, and assigning approval logic tailored to organizational structure. This mapping guarantees that each transaction type is governed by its own rule set, supporting flexible business logic.
Administrators can configure email templates and notification rules to manage how users are informed throughout the approval workflow. This includes setting up reminders for pending approvals, sending alerts for rejections or routing errors, and confirming approvals with customizable templates. Follow-up logic ensures that approvers are nudged at the right time using flexible scheduling and message options. These controls improve clarity, reduce delays in response, and ensure that no critical approval step is missed.
Email customization goes further with control over which record fields are displayed, which documents are attached, and how PDFs are rendered. Administrators can define placeholders within email templates, specify custom fields for attachments, and choose whether to embed content as inline HTML or attach as a separate file. Limits on size and volume are enforced to ensure reliable delivery and compliance. These features are particularly useful when invoices, W-9s, or COIs need to be sent automatically during the approval process.
Administrators can prevent changes to records during or after approval by setting record locking rules. Additional controls define when changes to vendor bills trigger a new approval cycle. Thresholds can be based on dollar amounts, percentage changes, or any modification to record fields. These options prevent unauthorized edits, ensure accountability, and support compliance by requiring reapproval for significant changes.
Role-based permissions control who can cancel, submit, or approve transactions. Using the Permissions tab, administrators can define which roles are allowed to take key actions in the workflow, such as submitting vendor bills for approval or overriding decisions. These controls enforce organizational policies and help distribute responsibility based on user roles. Limiting permissions by role also helps reduce errors and maintains audit integrity across departments.
The Advanced tab provides configuration for complex or edge-case approval logic. Administrators can auto-submit records on creation, hold payments until approval is complete, override workflows using custom fields, and prevent unapproved records from being used in downstream processes. These options support environments with unique process requirements and help ensure strict governance of financial records.
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