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Sales Order Approval Via Email

Enable seamless email-based approvals for Sales Orders in NetSuite with automated PDF dispatch and action links. The feature verifies customer email availability before sending, ensuring approvals are only triggered when valid contact details exist—otherwise, users receive a clear notification.

  • SKU :PDNSSOAVE01
  • Last Update :June 2025
  • Published :26 Jun 2025
  • Support for :NetSuite
  • Implementation time :1 Days

Sales Order Approval Via Email

Overview

Email-Based Sales Order Approval

The Email-Based Sales Order Approval feature allows supervisors or managers or customers to approve or reject Sales Orders directly from their inbox. This eliminates manual follow-ups and enhances order processing efficiency. With real-time status updates and user-friendly interaction, this feature significantly improves customer engagement and internal workflow management.

Features

Interactive Email-Driven Approval Workflow

This solution automates approval tracking and communication, empowering managers with simple email-based actions.
Send to Supervisor Button

Initiate the approval process directly from the Sales Order with a click of a button.

Actionable Email Links

Customers receive an email with “Approve” and “Reject” buttons, along with the Sales Order PDF for review.

Automatic Status Updates

NetSuite updates the Sales Order status in real-time based on the manager's response.

Smart Rejection and Resend Logic

Prevents duplicate approvals or rejections and alerts users when attempting to resend already processed orders.

Conditions Apply

Setup & Configuration Requirements

  • Sales Order form must be configured to include the "Send to Supervisor" or “Send to Customer” button and necessary custom fields
  • Email template must be configured with action URLs and Sales Order PDF attachment
  • Custom logic prevents re-sending approval emails once a Sales Order is approved or rejected
  • Confirmation alerts configured for attempts to re-initiate email on completed approvals
Benefits

Streamlining Sales Order Approvals with Secure Email-Based Interaction and Real-Time Feedback

Streamline Sales Order approvals with a scalable, interactive solution that enhances both efficiency and customer satisfaction.
Operational Efficiency
  • Eliminates manual follow-ups and tracking
  • Updates approval status instantly within NetSuite
Customer Experience
  • No login required; simple one-click approval or rejection
  • Customers receive a clear summary with the Sales Order attached
Scalability
  • Supports high order volumes with consistent approval workflows
  • Designed for rapid adoption across departments or regions
Process Integrity
  • Prevents re-approval or redundant notifications
  • Built-in validations maintain workflow control
FAQ

Frequently Asked Questions

Can customers approve an order without logging into NetSuite?

Yes, they simply click “Approve” or “Reject” directly from the email.

Is the Sales Order PDF attached to the email?

Yes, a PDF of the Sales Order is included for customer reference.

What if the Sales Order is edited after approval?

Once approved or rejected, emails will not be resent, even after edits.

Can I resend the email if the customer rejected it?

The system prevents resending the email after approval or rejection. If attempted, an alert is shown.

Do customers receive confirmation after their action?

They see an on-screen message confirming their choice, but no follow-up email is sent.