NetSuite vendor sync flow

Overview

Vendor records must exist in both ServiceTitan and NetSuite and be correctly mapped to ensure accurate financial syncing. Proper mapping ensures that transactions such as bills, credits, and payments are linked to the correct vendor and GL accounts. In this workflow, NetSuite serves as the system of record, and vendors sync one way from NetSuite to ServiceTitan.

Note: Only vendors that are marked as Available to ServiceTitan in NetSuite are eligible to sync.

Key behavior for vendor sync

Vendor syncing follows specific rules to ensure accurate data flow between ServiceTitan and NetSuite:

• Only vendors in NetSuite with the Available to ServiceTitan checkbox selected are eligible to sync.

• The sync creates new vendor records in ServiceTitan. Existing vendor records are automatically updated on save in NetSuite.

• The sync is initiated manually by clicking Sync Vendors on the Tenant record in the NetSuite SuiteApp.

Disable vendor sync

Select this option if you want to hide the Sync Vendors option from the dashboard to prevent accidental use and reduce clutter. This setting is tenant-specific and can be updated by an administrator.

Vendor matching and creation

The SuiteApp attempts to match existing vendor records in ServiceTitan before creating new ones. This ensures that duplicate vendor records are avoided whenever possible.

Prepare vendors for sync

Before initiating the vendor sync, ensure that all vendors you want to include are marked Available to ServiceTitan in NetSuite. You can update this setting in two ways:

• Edit vendor records individually and select the Available to ServiceTitan checkbox.

• Use a saved search that includes the Available to ServiceTitan checkbox, and update multiple records quickly with inline editing.

Sync process

The vendor sync process ensures that NetSuite remains the source of truth for vendor creation while keeping ServiceTitan aligned for operational and financial workflows.

1. The SuiteApp queries all active ServiceTitan vendors to create corresponding Vendor Sync Records in NetSuite. This step does not create vendors.

2. It attempts to match vendors by name with NetSuite vendors that are marked Available to ServiceTitan.

3. If no name match is found, manually assign the correct NetSuite vendor by editing the Vendor Sync Record and selecting the vendor from the NetSuite Record dropdown.

4. The SuiteApp identifies any NetSuite vendors marked as Available to ServiceTitan that are not linked to a Vendor Sync Record.

5. For these unmatched vendors, the SuiteApp:

   1. Creates the vendor in ServiceTitan

   2. Updates the Vendor Sync Record to establish the correct pairing

Important:

• Vendors must have a valid address in NetSuite to sync.

• Any vendor without an address will be skipped or result in an error.

Record tags

Record tags allow you to create and manage named tags at the global level. These tags can then be applied to specific tenant configurations and certain NetSuite records to provide more granular control over which records sync for a given tenant.

You can access and manage tags by going to the Tags tab in the ServiceTitan Global Dashboard.

How tags work

• Tags are defined once globally.

• Tags can be applied at the tenant configuration level.

• Only records with tags that match the tenant configuration will sync.

This provides flexibility when managing multi-tenant setups, especially when you want to restrict or control record syncing behavior.

Vendor sync with tags

To begin syncing vendors from NetSuite to ServiceTitan using tags, you’ll first need to create and apply a vendor sync tag in both systems.

Step 1: Create a Vendor Sync Tag

1. Go to the Tags tab in the ServiceTitan Global Dashboard.

2. Click Add Tag.

3. Enter a name, for example VendorSync, and save.

Step 2: Apply the Tag to Tenant Configuration

1. Go to the tenant configuration settings.

2. Under the Tags section, assign the VendorSync tag to the tenant.

Step 3: Apply the Tag to Vendor Records

1. Open the Vendor record in NetSuite.

2. In the Tags field, assign the VendorSync tag.

3. Save the record.

Only vendors with the VendorSync tag applied will sync with the configured tenant.

Want to learn more?

• See Accounting integrations

• See NetSuite integration

• See NetSuite customer sync flow

• See Prepare and trigger transactions for NetSuite sync

• See Tenant naming and short name in NetSuite