Does Bill Capture support emailed vendor bills, and do I need to install anything extra to enable email intake?

Yes. Bill Capture accepts emailed vendor bill files, but email intake depends on the Transaction Email Capture SuiteApp, which is a separate dependency from the Bill Capture feature. Accounts using email must install and configure that SuiteApp (Transaction Email Capture setup, role configuration, Email Capture Plug-in, preferences, and vendor email-address management) in addition to Bill Capture.

What permissions do users need to upload scanned bills versus create vendor bills from Bill Capture?

Users who upload and view scanned files should have Lists > Scanned Vendor Bills set to Full (Oracle identifies this as preferred for non-AP users). To generate vendor bills they need Transactions > Bills at Full; Lists > Documents and Files at Create is required to create bills on the Review Scanned Bill page and to delete rows, while Documents and Files View lets users see the split view. Also, Lists > Notes Tab Create lets user notes entered on Bill Capture pages be copied to the bill during creation.

Will Bill Capture bypass or replace existing 3-way match and approval workflows?

No. Bill Capture does not replace NetSuite functionality configured at bill creation; Oracle specifically states that 3-Way-Match, approval workflows, and SuiteApprovals continue to apply and are not part of Bill Capture. A bill created with Bill Capture is processed through the account’s existing bill processes.

How does Bill Capture handle purchase orders, partial billing, and billing before receipts?

Bill Capture supports partial billing and tracks purchase-order lines that have been billed separately, and purchase orders are closed when fully billed. It also supports Bill in Advance of Receipt by matching with existing purchase orders pending to be billed; whether an item receipt is required is governed by the account’s receipt preference settings.

NetSuite Bill Capture: Vendor Bill...

Bill Capture lets users upload or email approved vendor-bill file formats, review extracted details, and create NetSuite vendor bills. Email intake uses the Transaction Email Capture SuiteApp. Suggestions depend on NetSuite record matches, while existing bill controls continue after creation. Permissions determine who can upload, create bills, and view source documents.

How does Bill Capture create vendor bills?

Bill Capture accepts vendor bill files in PDF, JPEG, or PNG format. Users can upload a file or email it to NetSuite. The email capability is implemented through the Transaction Email Capture SuiteApp; email submission is therefore a separate dependency from the Bill Capture feature itself.

After a file is uploaded or emailed, it appears on the Scanned Vendor Bills page. Access that page at Transactions > Payables > Scanned Vendor Bills. From there, users review scanned details on the Review Scanned Bill page and can create a vendor bill. The created bill can then be processed as any other NetSuite vendor bill.

Bill Capture uses the Oracle Cloud Infrastructure (OCI) Document Understanding Custom Generative Model to extract key values from vendor bills. Oracle describes this as a large multimodal model that can extract information from complex invoice formats, including documents with multiple columns, mixed content types, and unstructured or free-text layouts. The Review Scanned Bill page displays a Built with Llama notification.

Stage	What the source documents
File intake	Upload or email a PDF, JPEG, or PNG vendor bill file.
Scan queue	The file appears on the Scanned Vendor Bills page.
Extraction	Bill Capture extracts key values from the bill file.
Review	A user reviews scanned details on the Review Scanned Bill page.
Bill creation	A vendor bill can be created and processed through the account’s existing bill processes.

What makes suggestions more useful?

Bill Capture suggestions rely on matches with NetSuite records, including vendors, items, and purchase orders. Accurate, up-to-date records are therefore relevant to how effectively the feature can use those matches.

User corrections also matter. NetSuite states that Bill Capture learns from user corrections and makes better suggestions over time. That makes review part of the operational process: the extracted values are suggestions to examine before creating the bill, not a replacement for review.

The feature captures charges and line items from the vendor bill file to create a vendor bill. Its extraction capability is intended to reduce the manual data-entry effort and reduce errors and inconsistencies that can occur when vendor bills are entered manually.

Which setup and permissions are required?

Before using Bill Capture, enable the required features at Setup > Company > Enable Features and set Bill Capture Preferences. The documented feature prerequisites are:

Feature subtab	Required feature
Accounting	Bill Capture
Accounting	A/P (Accounts Payable)
Company	File Cabinet
SuiteCloud	Custom Records
SuiteCloud	Client SuiteScript
SuiteCloud	Server SuiteScript

Set role permissions at Setup > Users/Roles > User Management > Manage Roles. The documented permissions and their stated purposes include:

Permission area	Permission level	Documented purpose
Lists > Documents and Files	Create	Create bills on the Review Scanned Bill page and delete rows from Scanned Vendor Bills. Without it, the Delete option is not visible on Scanned Vendor Bills.
Lists > Documents and Files	View	View the split view of the uploaded document and generated bill.
Lists > Notes Tab	Create	Copy user notes entered on Bill Capture pages to the bill during bill creation.
Lists > Scanned Vendor Bills	Full	Upload files and view them on the Scanned Vendor Bills page. Oracle identifies this as preferred for users outside Accounts Payable, such as warehouse users.
Transactions > Bills	Full	Generate vendor bills.

The uploaded document in a generated bill has an additional role restriction: only roles that can access the Review Scanned Bill page can view the uploaded file in the generated bill. Review roles before assigning upload or bill-generation work to users outside the AP team.

For setup detail, see Bill Capture Enhancements in NetSuite Vendors Management.

How does email intake differ from file upload?

Both intake methods place the vendor bill file on the Scanned Vendor Bills page, but email intake depends on the Transaction Email Capture SuiteApp. The SuiteApp enables employees and vendors to send vendor bills directly through email.

Before installing that SuiteApp, Oracle directs administrators to review its prerequisites, installation instructions, and considerations. After installation, the documented setup topics include Transaction Email Capture setup, role configuration, enabling the Email Capture Plug-in, preferences, and vendor email-address management. These are part of the email intake capability, rather than a replacement for Bill Capture’s file-upload flow.

The practical distinction is simple: accounts that use uploads can work from the Scanned Vendor Bills page, while accounts that want emailed vendor bills must account for the Transaction Email Capture SuiteApp and its configuration.

What happens after a bill is created?

Bill Capture does not replace NetSuite functionality that is configured in the account at the time of bill creation. Oracle specifically identifies 3-Way-Match, approval workflows, and SuiteApprovals as examples. These capabilities are not part of Bill Capture and are not affected by it.

A bill created using Bill Capture is indicated in the bill’s System Notes at Bill > System Information subtab > System Notes. The uploaded file can be viewed in split view next to the created bill. That split view is implemented through the Transaction Email Capture SuiteApp.

Updating or removing the file in the bill record does not affect the file displayed in split view. Teams using the generated-bill view should understand that the bill-record file action and the file displayed in split view are not the same action.

How are purchase orders and receipt timing handled?

Bill Capture supports partial billing. Purchase orders are closed when they are fully billed, and purchase-order lines that have been billed separately are tracked.

It also supports Bill in Advance of Receipt. Bill Capture matches with existing purchase orders that are pending to be billed. Whether an item receipt is needed is based on account preferences. This means the receipt requirement is governed by the account’s preference setting, rather than being defined by Bill Capture alone.

For additional context on recent product coverage, see Bill Capture Enhancements in NetSuite 2026.1 Drive Efficiency, Enhancements to Bill Capture User Interface in NetSuite 2024.2, Bill Capture Enhancements in NetSuite 2026.2, and Enhancements to Bill Capture and SuiteProcurement in NetSuite.

Who This Affects

Accounts Payable users who review scanned details and generate vendor bills.
Warehouse or other non-AP users who may upload files when their role has Full access to Scanned Vendor Bills.
NetSuite administrators who enable prerequisite features, set Bill Capture Preferences, and configure roles.
Users who send bills by email and administrators responsible for the Transaction Email Capture SuiteApp.
Bill reviewers who need access to the Review Scanned Bill page and, where applicable, the generated-bill split view.

Key Takeaways

Bill Capture accepts PDF, JPEG, and PNG vendor bill files through upload or email; email capability requires the Transaction Email Capture SuiteApp.
Files appear at Transactions > Payables > Scanned Vendor Bills, where extracted details can be reviewed before bill creation.
Suggestions rely on vendor, item, and purchase-order record matches, and NetSuite learns from user corrections over time.
Existing 3-Way-Match, approval workflows, and SuiteApprovals continue after bill creation but are not part of Bill Capture.
Role permissions control uploading, bill creation, deletion visibility, notes copying, and access to the uploaded-document split view.

For related page coverage, see Scanned Vendor Bills Page Enhancements NetSuite 2024.2.

NetSuite Bill Capture: Vendor Bill Intake and Review