Payment Automation
The Payment Automation articles present a complete end-to-end guide for implementing automated vendor payment processing in NetSuite through SquareWorks Automate.
The process begins with enabling the Payment Automation feature, and then verifying business entities to ensure compliance with financial regulations. Administrators are guided through creating business entities, collecting necessary documentation (EIN, proof of address, SSN, etc.), and verifying ownership. Once verified, they can enable ACH and Check payment methods, configure payment workflows, and manage user permissions to restrict access to sensitive functions like payment release and onboarding.
Beyond core setup, the articles detail advanced payment features such as adding and verifying funding sources using microdeposits, linking bank accounts to NetSuite GL accounts, and configuring remittance options like custom column definitions and automated CSV attachments. The guide also includes detailed setup for outsourced check printing, signature uploads, and logo customization, ensuring legal compliance and professional presentation.
With tools to manage vendor payees, customize onboarding flows, and assign granular permissions, SquareWorks Automate empowers businesses to reduce manual effort, enforce strong internal controls, and maintain transparency across every step of the payment lifecycle.
Navigate the Documentation
Use the links below to access individual guides for each part of the Payment Automation configuration process:
Getting Started
Enabling Payment Automation in NetSuite Activate the core Payment Automation feature within your NetSuite environment.
Creating Business Entities Add legal entities that will be used to issue payments, with email and naming preferences.
Verifying Business Entities Submit required documents (EIN, SSN, proof of address) and complete identity verification.
Payment Method Configuration
Enabling ACH and Check Payment Methods Enable available payment types and upload required check branding files.
Adding Funding Sources Add U.S.-based business bank accounts for use in ACH or Check disbursements.
Verifying Funding Sources Confirm account ownership by validating micro-deposits sent to your account.
Linking Bank Accounts to Your NetSuite GL Accounts Ensure accurate accounting by mapping each funding source to a NetSuite GL account.
Vendor and User Management
Configuring User Permissions Define access levels for onboarding, approvals, and payment release based on role.
Importing and Managing Payees (Vendors) Manage payee records manually or through CSV import; invite vendors to onboard.
Advanced Configuration
Advanced Settings and Remittance Options Customize CSV output, attach remittance details to emails, and exclude internal bill types.
Configuring ACH Payments Review payment processing windows, release cutoffs, and banking compatibility.
Configuring Outsourced Check Payments Set up external check printing with signature uploads, layout preferences, and logos.
Below you’ll find detailed descriptions of what each article covers.
Enabling Payment Automation in NetSuite is the first step toward streamlining how vendor payments are processed and managed. Administrators begin by confirming prerequisite access and permissions, then navigate through the SquareWorks Automate settings to activate the feature. Once enabled, a new Payments Automation section becomes available in the navigation menu, providing access to payee records and configuration tools directly from the dashboard.
The activation unlocks features for setting up payment workflows, managing approval processes, and associating payments with verified business entities. Administrators are also prompted to verify that the new functionality appears on the Home and Settings pages, confirming that the system is ready for further configuration.
Creating business entities is a key step in configuring Payment Automation in NetSuite, especially for organizations that operate across multiple divisions or subsidiaries. Each entity can be defined with its own contact and remittance details, allowing administrators to route outgoing payments appropriately and maintain clear visibility across all payment records.
From the SquareWorks Automate settings menu, administrators can open the Business Entities form and create new entries by supplying essential details such as the business name, a unique email address, and the AP contact responsible for receiving remittance emails. An optional transaction ID prefix can also be added to help identify the source of payments at a glance. Once submitted, the entity remains unverified until the administrator completes the next step: Business Entity Verification.
Business entity verification is a required step in the Payment Automation process, ensuring compliance with financial regulations and validating that entity data aligns with official records. This step must be completed after creating the entity and involves entering the business’s legal name, address, classification, and controller details, such as the acting officer’s SSN, birthdate, and residential address. For organizations with multiple owners, ownership details must also be included for any individual holding 25% or more equity.
The process continues with the submission of required identity and business information, agreement to SquareWorks and Dwolla terms of service, and a system-based verification check. Administrators are guided through this flow with status feedback, typically receiving confirmation within a minute. If additional documentation is needed, such as an EIN letter, DBA registration, or photo ID, a follow-up email prompts administrators to upload the required files. Once verified, the business entity becomes fully active for use in Payment Automation workflows.
After verifying a business entity in NetSuite’s Payment Automation setup, administrators can enable ACH and Check payment options to support flexible vendor payment preferences. ACH enables fast, secure electronic fund transfers directly from the organization’s bank account, reducing manual processing. To activate this method, administrators access the entity settings, toggle the ACH option to “Enabled,” and save the changes, resulting in immediate readiness for ACH processing.
Enabling check payments is similarly straightforward but requires more detail. Administrators must provide company name, address, and optionally upload a check logo and signature image for validation. Since check payments are fulfilled via outsourced printing, this setup ensures that printed checks reflect accurate business information.
An additional toggle determines whether payees can select checks as a preferred onboarding payment method. Once both payment types are enabled, the entity is equipped to support vendors who prefer either electronic transfers or physical checks.
Adding a funding source is an essential step in Payment Automation, allowing organizations to define which bank accounts will be used to issue ACH transfers or physical checks. This setup ensures payments are drawn from the correct account, preventing misallocations and supporting accurate financial tracking.
To begin, administrators either respond to a system prompt or navigate through Automate Settings to create a new funding source. They select the associated business entity, specify the account type (checking, savings, or virtual), and input the account and routing numbers. For check payments, a starting check number is also required to maintain a consistent audit trail. Once submitted, the account appears in the list as “Not Verified,” indicating that it’s ready for the next step, funding source verification.
Verifying a funding source is required before it can be used for ACH transactions in Payment Automation. This process uses microdeposits to confirm that the entered bank account details are correct and that the organization has authorized SquareWorks to initiate withdrawals.
After creating a funding source, administrators locate it from the Funding Sources list and begin verification. The system sends two small deposits to the associated bank account, which typically appear within one to two business days. Once visible, the deposit amounts must be entered into the verification form.
Additionally, administrators must confirm that ACH debits are authorized by their bank using the designated originator ID. After submitting the form, the funding source status updates to Verified, making it ready for payment processing.
Linking a verified funding source to the appropriate NetSuite General Ledger (GL) account is a required step in the payment automation process. This connection ensures that each outgoing payment is drawn from the correct bank account and properly recorded in the general ledger, supporting accurate financial reporting and reconciliation.
To complete the link, administrators go to the Payment Automation settings and select the option to link bank accounts. They choose a verified funding source, match it to the corresponding GL account, and submit the mapping. Once saved, NetSuite will use this association for future disbursements, ensuring that all payments reflect the correct ledger activity.
User permissions are a critical control point in the Payment Automation system, helping administrators define exactly who can access, approve, or release payments. By assigning role-based access, organizations prevent unauthorized actions while giving users the tools they need to complete their responsibilities.
To begin, administrators navigate to the Permissions section from the Automate Settings page. Here, they can assign or adjust user access across predefined permission groups such as releasing payments, managing business entities, or approving payment methods.
Permissions can be granted at either the employee or role level, offering flexibility for managing access at scale. Each permission group includes clearly defined capabilities, ensuring that access aligns with job responsibilities. Admins should be cautious about over-assigning full access roles, as administrators inherently have all permissions by default.
Importing and managing payees is a central part of setting up Payment Automation, allowing organizations to securely invite vendors, manage their payment details, and track activity over time. Administrators can view, invite, and update payee records while maintaining full visibility into their payment method status and onboarding progress.
Depending on assigned permissions, users may have access to different levels of payee management, from read-only viewing to editing and initiating invitations. This structure helps ensure vendors are only added and updated by authorized personnel. The payee interface provides a streamlined way to manage contacts, payment preferences, and communication history, forming a reliable foundation for automated disbursements.
Advanced settings in Payment Automation give administrators the ability to control how vendor payment workflows behave, particularly when custom remittance details are required. These options allow for excluding specific transactions from automation, supporting internal check printing workflows, or flagging bills that should not be processed by the automated system.
Remittance options extend this flexibility by letting administrators define the exact data fields that appear in remittance notifications, such as invoice numbers, payment dates, and amounts. There is also an option to automatically attach a CSV file to remittance emails, making it easier for vendors to reconcile payments.
These features are especially useful for organizations with unique reporting needs or complex vendor relationships that require consistent, detailed payment communication.
Configuring ACH payments in SquareWorks Automate allows a verified business entity to initiate secure electronic fund transfers. Before ACH can be enabled, the business entity must complete verification to meet compliance standards and prevent unauthorized payment activity.
Once verified, administrators can enable ACH by accessing the Business Entities section within the Payment Automation settings. From there, they select the target entity and activate the Pay via ACH option. The system confirms activation by updating the status to Enabled.
Outsourced check payments offer a reliable alternative to electronic transfers, especially for vendors that prefer or require physical checks. In SquareWorks Automate, administrators can configure this method to offload printing and mailing responsibilities, streamlining the payment process while reducing in-house operational overhead.
To enable check payments, administrators access the Pay via Check setup page within the Business Entity configuration. After turning on the method, they must provide company details, upload a business logo in GIF or JPEG format, and submit a signature image in PNG format. These assets appear on the printed checks sent to vendors.
Additionally, administrators can choose whether a check should appear as a selectable option during vendor onboarding. Once saved, the check method is enabled and available for use based on each entity’s configuration.
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