📋 Applies to: Admin · Partner Admin · Support
Module: Management > Integrations
Provider: NetSuite · Integration type: Two-way · Direction: Alvys exports invoices and bills to NetSuite; payments sync back to Alvys
Last reviewed: 2026-06 · Owner: Support team
This article explains how Alvys exports customer invoices, carrier bills, and driver bills to NetSuite, how subsidiaries, customers, and vendors are linked during export, and how to correct a transaction after it has been exported.
Overview
When you generate an invoice or release a load in Alvys, transaction data is automatically queued for export (push) to NetSuite. Alvys determines which NetSuite subsidiary receives each transaction based on fields set on the load (Invoice As, Tender As) and the driver profile. Once exported, all corrections must originate in Alvys and then synchronize to NetSuite. Editing or deleting transactions directly in NetSuite while Alvys still manages that record will cause sync conflicts.
Before You Start
Complete the following before exporting transactions:
NetSuite: Prerequisites (Start Here)
NetSuite: Authentication and Settings Configuration in Alvys
NetSuite: Account Mappings and Item Mappings
You also need the "CompanyProfileManager" permission, available to users with the Admin, Partner Admin, or Support role, to access Management > Integrations.
Subsidiary Determination for Transaction Exports
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The Invoice As field on a load represents the billing subsidiary responsible for issuing the customer invoice. All Accounts Receivable (AR) transactions are exported to NetSuite and linked to the subsidiary mapped to the Invoice As field.
Invoice As field on a load record.
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The Tender As field identifies the subsidiary responsible for dispatching the load and paying the carrier. It also determines the trip type: Brokerage (if the subsidiary is set up as a broker) or Carrier (if set up as a carrier). Carrier bills are exported and the Subsidiary field on the Vendor Bill is set to the NetSuite subsidiary linked to the Tender As field.
Tender As field on a trip.
Dual Authority Carriers: For carriers operating with dual authority, the operational mode is automatically determined based on the Tender As subsidiary. You can manually change the operational mode to Carrier or Broker on the trip.
Dual authority carrier operational mode toggle on trip.
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Each driver profile includes a Subsidiary field. When generating driver statements, the Vendor Bill is exported to the NetSuite subsidiary linked to the driver's assigned subsidiary.
Subsidiary field on a driver profile.
Customer Linkage, Creation, and Accounting Fields
Customer External Accounting Name
By default (when Use Existing Customers is disabled), the customer's External Accounting Name is used to identify the customer in NetSuite. Alvys first searches for an exact match using this field. If a match exists, the invoice is linked to that customer. If no match is found and the External Accounting Name is set, Alvys automatically creates a new customer in NetSuite using the External Accounting Name. If no External Accounting Name is set, Alvys falls back to the Customer Name.
External Accounting Name field on customer profile.
Important: The External Accounting Name always takes priority. If it differs from an existing NetSuite customer name, a new customer will be created using the External Accounting Name.
Use Existing Customers
The Use Existing Customers setting in the NetSuite integration determines whether Alvys links invoices to existing customers using their NetSuite customer IDs, bypassing name-based matching. When enabled, set the NetSuite customer ID on each customer profile in Alvys for the relevant subsidiary.
Customer profile with External Accounting ID Field
Customer ID Field
The customer ID can be found in the URL of the customer record in NetSuite (the parameter id=12345 in the URL).
Important: If the ID is missing, incorrect, or points to a non-existent customer record, the invoice export will fail with this error on the Error Transactions page: CustomerNotFound: Customer not found. Customer not found for name '[Customer Name]' and id '[Customer ID]'
Invoicing Name
The Invoicing Name determines how the customer or broker appears on invoices generated in Alvys. It does not affect the customer record created or matched in NetSuite.
Invoicing Name field on customer profile.
Alvys is the source of truth for customer fields (invoicing address, email, phone). If a customer is created in NetSuite by Alvys and a user later updates the information directly in NetSuite, those changes will be overridden on the next invoice sync from Alvys.
Payment Terms
The Payment Terms field specifies the agreed-upon payment period, calculated from the invoice date. In Alvys, this can be set between 0 and 365 days and determines the invoice due date exported to NetSuite.
Payment Terms field on customer profile.
Vendor Linkage, Creation, and Accounting Fields
Carrier External Accounting Name
The carrier's External Accounting Name is used to identify a vendor in NetSuite. If a matching vendor exists, the bill is linked to it. If no match is found, Alvys creates a new vendor using the External Accounting Name (or the Carrier Name if External Accounting Name is not set).
External Accounting Name field on carrier profile.
Important: The External Accounting Name takes priority. If it differs from an existing NetSuite vendor name, Alvys will create a new vendor.
Driver Name and 1099 Tax Details
Drivers may have additional tax fields on their profiles: Tax Company Name and Tax Company Address.
1099 tax detail fields on driver profile (Tax Company Name, Tax Company Address).
When generating driver statements, if these fields are set and the integration is configured to create vendors using 1099 details, Alvys creates the vendor in NetSuite using the tax information. If this setting is not enabled, the vendor is created using the driver's name.
Carrier Payment Terms
The Carrier Payment Terms field defines the time frame for paying a carrier, configured on the company profile (Management > Company Profile) for each subsidiary.
Carrier Payment Terms field on company profile.
For external carriers, the due date is determined using the Carrier Payment Terms from the company profile of the subsidiary specified in the Tender As field on the trip.
Steps
Verify pre-export conditions for a single-load invoice.
Confirm the customer being invoiced is correct.
Ensure the External Accounting Name is set on the customer profile. If not set, the standard customer or broker name must exactly match the corresponding customer record in NetSuite.
Customer profile with External Accounting Name field highlighted.
Load Details showing customer and Invoice As fields.
If Use Existing Customers is enabled, confirm the NetSuite customer ID is entered in the External Accounting ID field and matches the customer ID in NetSuite.
Verify the customer's invoice settings for the subsidiary used as the Invoice As subsidiary on the load.
Customer invoice settings per subsidiary.
Customer invoice settings per subsidiary.
Generate the invoice to trigger export.
Once pre-export conditions are met and the load is in Released status, generating the invoice automatically initiates the export to NetSuite.
Generate Invoice button on Load Details.
Export a summary invoice.
Summary invoices group multiple loads for the same customer into a single invoice. A summary invoice can have a status of Pending, Sent, Partially Paid, or Paid.
Go to Accounting > Invoicing.
Open the summary invoice for the customer.
Verify the customer's External Accounting Name or External Accounting ID is set correctly.
Generate or send the summary invoice. The export to NetSuite is triggered on generation.
Variations
Shared Billing (Intercompany Loads)
Shared Billing applies when a load is invoiced by one subsidiary (Invoice As) and tendered by a different subsidiary (Tender As). All transactions are exported to the same NetSuite account; each transaction is linked to the correct subsidiary based on the Invoice As and Tender As fields.
Important: Shared Billing must be enabled on both subsidiaries before proceeding.
Enable Shared Billing on both subsidiaries.
Go to Management > Company Profile.
Select the first subsidiary (the Invoice As subsidiary).
Under the NetSuite integration settings for that subsidiary, enable the Shared Billing toggle.
Save.
Repeat for the second subsidiary (the Tender As subsidiary): select it, enable Shared Billing, and save.
Assign different subsidiaries on the load.
Open the load in Loads and Trips.
Set the Invoice As field to one subsidiary (for example, Subsidiary A).
On the trip, set the Tender As field to the other subsidiary (for example, Subsidiary B).
Confirm the customer and carrier records have their External Accounting Names or IDs configured for both subsidiaries.
Release the load.
Set the load to Released status. Both subsidiaries must be configured with Shared Billing enabled before releasing.
Generate the customer invoice.
From the Load Details page, generate the customer invoice to trigger the Shared Billing export workflow.
Transactions created during export.
For a Shared Billing load, four transactions are created in NetSuite:
Customer Invoice (AR), linked to the Invoice As subsidiary (Subsidiary A)
Carrier Vendor Bill (AP), linked to the Tender As subsidiary (Subsidiary B)
Intercompany Sales Invoice, from the Tender As subsidiary to the Invoice As subsidiary
Intercompany Vendor Bill, from the Invoice As subsidiary to the Tender As subsidiary
Verify transactions in NetSuite.
Confirm the customer invoice is present under the Invoice As subsidiary with the correct amount and customer.
Confirm the carrier vendor bill is present under the Tender As subsidiary.
Confirm the two intercompany transactions are present and linked correctly.
Confirm no error appears on the Error Transactions page in Alvys (Management > Integrations > Error Transactions).
Modifying Exported Transactions
Once a transaction has been exported from Alvys to NetSuite, all corrections must be made in Alvys and then synchronized to NetSuite. Do not edit or delete transactions directly in NetSuite if Alvys still manages that record.
Identify what needs to change.
Determine which transaction requires correction and identify the load or trip number in Alvys.
Make the correction in Alvys.
For a customer invoice: unlock the load (if locked), edit the relevant charge lines, then regenerate or re-export the invoice.
For a carrier bill: correct the carrier pay information on the trip, then regenerate the carrier statement.
For a driver bill: correct the driver pay information in Driver Settlements, then regenerate the driver statement.
Re-export the transaction.
After saving the correction in Alvys, the transaction is automatically queued for re-export. The system updates the existing NetSuite transaction rather than creating a duplicate.
Important: If a transaction was exported with a value of $0 and is later updated to a non-zero amount, the export to NetSuite may fail. Check the Error Transactions page if the re-export does not succeed.
Verify the update in NetSuite.
Confirm the updated transaction is reflected in NetSuite with the corrected values. If an error appears, refer to the NetSuite: Identifying and Resolving Failed Transactions article.
Troubleshooting
Invoice export fails immediately after generation
Step 1: Check the Error Transactions page in Alvys (Management > Integrations).
Step 2: Review the error message: common causes are the External Accounting Name not matching any customer in NetSuite, missing or incorrect External Accounting ID when Use Existing Customers is enabled, or the Invoice As subsidiary not mapped in integration settings.
Step 3: Correct the underlying issue in the customer profile or integration settings.
Step 4: Re-export from the Error Transactions page or by regenerating the invoice.
Carrier bill or driver bill not appearing in NetSuite
Step 1: Confirm the carrier or driver has an External Accounting Name set. If not set, the name must match an existing vendor exactly.
Step 2: Check the Error Transactions page for any error on that transaction.
Step 3: If the driver bill is not appearing, verify that Ignore Driver Bills is not enabled in the NetSuite integration settings.
Shared Billing transactions not exporting correctly
Step 1: Confirm Shared Billing is enabled on both the Invoice As subsidiary and the Tender As subsidiary.
Step 2: Verify both subsidiaries are mapped to their respective NetSuite subsidiaries in the integration settings.
Step 3: Confirm the load has a different subsidiary set in Invoice As and Tender As.
Step 4: Check the Error Transactions page for errors related to either subsidiary.
Updated transaction not reflected in NetSuite after re-export
Step 1: Confirm the correction was saved in Alvys before the re-export was triggered.
Step 2: Check the Error Transactions page. If a conflict error appears mentioning the transaction's internal ID, the transaction may have been manually edited in NetSuite. Contact Alvys Support if none of the above reasons apply.
FAQs
Q: Can I edit a transaction directly in NetSuite instead of in Alvys?
A: No. All corrections must be made in Alvys and then synchronized to NetSuite. Editing a transaction directly in NetSuite may cause sync conflicts or result in the NetSuite record being overwritten on the next export.
Q: Why was a new customer created in NetSuite instead of linking to an existing one?
A: Alvys uses the External Accounting Name on the customer profile to find a match in NetSuite. If the External Accounting Name does not exactly match an existing NetSuite customer name, Alvys creates a new customer. To prevent duplicates, set the External Accounting Name to match the exact name in NetSuite, or enable the Use Existing Customers setting and enter the NetSuite customer ID in the External Accounting ID field.
Q: What happens if the Invoice As subsidiary on a load is not mapped to a NetSuite subsidiary?
A: The invoice export will fail. An error will appear on the Error Transactions page. The Invoice As subsidiary must be mapped in the integration settings before invoices can be exported for that load.
Q: Does the Invoicing Name affect which customer record is created or matched in NetSuite?
A: No. The Invoicing Name controls how the customer appears on invoices in Alvys. The External Accounting Name or Customer Name is used for NetSuite matching.
Q: Can driver bills be excluded from the NetSuite export?
A: Yes. The Ignore Driver Bills setting in the NetSuite integration configuration prevents driver-associated bills from being exported to NetSuite when enabled.
Q: What is the error format when a customer is not found during export?
A: CustomerNotFound: Customer not found. Customer not found for name '[Customer Name]' and id '[Customer ID]'
Q: For Shared Billing loads, how many transactions are created in NetSuite?
A: Four: a customer invoice linked to the Invoice As subsidiary, a carrier vendor bill linked to the Tender As subsidiary, an intercompany sales invoice from the Tender As subsidiary to the Invoice As subsidiary, and an intercompany vendor bill from the Invoice As subsidiary to the Tender As subsidiary.
Q: What should I enter for the External Accounting Name?
A: Enter the customer or vendor name exactly as it appears in NetSuite. Alvys uses this field to match records during invoice and bill exports. If the field is not set, Alvys falls back to the Customer Name or Vendor Name.
Q: Can Alvys pull customers or vendors from NetSuite automatically?
A: No. The integration is push-only from Alvys to NetSuite. You must manually enter the External Accounting Name (or Customer ID if using Use Existing Customers), which defines the linkage to NetSuite. If no match is found, Alvys can create the customer or vendor automatically in NetSuite.
Q: Which changes are not supported in Alvys after export?
A: Modifying the customer on an invoice or changing the Invoice As or Tender As subsidiary for previously exported transactions will not update the corresponding transaction in NetSuite. Contact Alvys Support to assist with correcting the export in these cases.
Q: How do I update customer details like address, email, or phone?
A: Update the customer profile in Alvys before regenerating the invoice. If the invoice has already been generated, it must be reverted to Queued in Alvys before changes take effect. After updating, regenerate the invoice to sync the changes to NetSuite.
Q: How can I locate an exported invoice or bill in NetSuite?
A: Use the NetSuite search bar to enter the load number or invoice number, including any prefix if configured. Invoices appear under the corresponding customer in the Invoices list; bills appear in the Bills list.
Q: Does the carrier invoice number appear in NetSuite?
A: Yes. When uploading a carrier invoice to a trip, the number is appended to both the Memo and Reference Number fields in the NetSuite bill.
Q: How do I modify a summary invoice after it has been exported?
A: Loads can be added or removed only by reverting the summary invoice (when the status is Processed) and regenerating it. Fully paid or sent invoices require Alvys Support intervention. Each regenerated summary invoice receives a new invoice number in NetSuite; the original remains unless manually deleted.