Fulfillment Invoicing Automator

Auto Invoicing automates the creation and deletion of invoices in NetSuite by monitoring changes in fulfillment status. Invoices are automatically generated when an order is shipped and removed if the fulfillment is reverted to a non-billable status, ensuring billing accuracy and consistency.

SKU :PDNSFIA01
Last Update :June 2025
Published :26 Jun 2025
Support for :NetSuite
Implementation time :1 Business Days

Fulfillment Invoicing Automator

Implementation time: 1 Business Days

Overview

Dynamic Invoicing Based on Fulfillment Status

Auto Invoicing streamlines invoice management by dynamically responding to fulfillment status updates in NetSuite. When an order is shipped, the solution generates an invoice and sends it via email with a PDF attachment. If fulfillment is changed back to status such as "Packed" or "Picked", the invoice is promptly deleted. This approach ensures data accuracy, reduces manual effort, and enhances operational agility.

Features

Functional Highlights of Auto Invoicing

The solution integrates directly with NetSuite’s fulfillment process to automate invoice operations. It includes intelligent status tracking, automated communication, and configurable notifications to provide a complete and compliant invoicing experience.

Invoice Automation on Fulfillment

Invoices are auto-generated as soon as the fulfillment status reaches "Shipped", eliminating the need for manual creation and ensuring timely billing.

Auto Deletion for Reverted Shipments

When fulfillment is updated back to "Packed" or "Picked", the system automatically locates and deletes the related invoice using a saved search, maintaining data integrity.

Smart Email Notifications with Attachments

Invoices are sent via email to the designated sales representative or the customer, depending on availability, with PDF attachments included for easy reference.

Live Monitoring and Sync with NetSuite

The solution constantly listens for fulfillment status changes and takes instant action to either create or remove invoices, reflecting accurate financial records in real time.

Conditions Apply

Implementation Notes & System Requirements

Assign required permissions to roles for managing item fulfillments, invoices, and script execution.
Configure a custom saved search to identify and track fulfillment records for automated processing.
Deploy scheduled and/or user event scripts to monitor status changes and trigger invoice actions.
Implement email setup to send invoice PDFs based.

Benefits

Effortless, Accurate Billing with NetSuite Auto-Invoicing

Auto-Invoicing reduces dependency on manual billing tasks and ensures real-time alignment between shipping activity and invoicing. It boosts process efficiency, strengthens customer communication, and keeps NetSuite records clean and audit ready.

Faster Billing Cycle

Triggers invoice generation immediately after shipment
Speeds up order-to-cash cycle

Operational Accuracy

Eliminates human error in invoice handling
Uses fulfillment status as the single source of truth

Clear and Timely Communication

Emails are sent automatically with invoice PDFs
Ensures all stakeholders receive prompt updates

Reliable Financial Tracking

Reflects fulfillment changes instantly in invoices
Improves audit readiness with complete logs
Reduces backlogs from outdated fulfillments

FAQ

Frequently Asked Questions

When does the system generate an invoice?

When the item fulfillment is marked as "Shipped", the invoice is automatically created and processed for dispatch.

When is the invoice removed?

If the shipment is reverted from "Shipped" to "Packed" or "Picked", the invoice is identified through a saved search and deleted from the system.

Who receives the invoice email?

The email is sent to the assigned sales rep by default. If no rep is available, the customer receives the email.

What format is used for invoice delivery?

Invoices are shared as PDF attachments in the email, offering a universally readable format for customers and internal teams.

Can invoice actions be audited later?

Yes, all events related to invoice creation and deletion are recorded via script logs, which can be reviewed for auditing and troubleshooting.