Orb “syncs” data to NetSuite when transactions are finalized, including invoice issuance, credit note creation, or payment application. Orb’s integration is NOT journal entry-based – we create first-class, native records in NetSuite that allow you to
- Leverage existing configuration preferences (item-level revenue recognition rules, GL account mapping, transaction form customizations).
- Preserve a robust audit trail and complete system of record in your ERP.
| Orb Record Type | What we send (Orb) | Where it’s received (NetSuite) | When it’s synced |
|---|
| Customer | - Name
- Email
- Billing address
- Shipping address
- External ID
- (Optional) mapped metadata at creation time
| - Company name
- Email
- defaultBilling in CustomerAddressbook
- defaultShipping in CustomerAddressbook
- Orb External Customer ID (bundle custom field)
- Mapped entity custom field
| When the first invoice is issued from Orb. Note: Assumes first-time creation is enabled in integration settings. |
| Subscription | - Subscription dates
- Subscription ID
| - Start date, End date
- Orb Subscription ID (bundle custom field)
| When the first invoice is issued from Orb. Note: only relevant for sales order based mappings of fixed-term subscriptions. |
| Invoice | Transaction level - Invoice date
- Invoice due date
- Invoice number
- Invoice memo
- Subsidiary
Line level - Item
- Name
- Rate
- Quantity
- Amount
- Service period start date
- Service period end date
- Taxable status (if applicable)
Adjustments (only if applicable) - Subtotal
- Discount percentage
- Discount amount
- Coupon amount
- Maximum adjustment
- Minimum adjustment
| Transaction level - Date
- Due date
- Orb invoice number (bundle custom field)
- Memo
- Subsidiary
Line level - Item
- Description
- Rate
- Quantity
- Amount
- Orb rev rec start date (bundle custom field)
- Orb rev rec end date (bundle custom field)
- Tax
Adjustments (only if applicable) - Orb list rate (bundle custom field)
- Orb discount percentage (bundle custom field)
- Orb discount amount (bundle custom field)
- Orb coupon applied (bundle custom field)
- Orb maximum adjustment (bundle custom field)
Orb minimum adjustment (bundle custom field) | When the invoice is issued from Orb. |
| Credit Note | Transaction level - Credit note creation date
- Credit note number
- Subsidiary
- Credit note memo
Line level*Same as invoice.***Adjustments (only if applicable)**Same as invoice. | Transaction level - Date
- Orb credit note number (bundle custom field)
- Subsidiary
- Credit note memo
Line level*Same as invoice.***Adjustments (only if applicable)**Same as invoice. | When the credit note is created in Orb. |
| Payment | - Amount
- Customer
- Transaction date (payment effective date, not “marked as paid”)
- Bank account
- Currency
- Linked invoice
| - Payment amount
- Customer
- Date
- Account
- Currency
- Applied to invoices
| When the payment is applied to an Orb invoice. |
Orb does not sync $0 transactions or $0 line items to NetSuiteThis typically occurs when there has been no usage accrued in the billing period, or usage is fully covered by credits, resulting in no net billing activity. Since there is no GL impact, there is nothing for NetSuite to act on. Orb remains the system of record for $0 invoice history.
- This sync happens only during initial customer creation. Any metadata added or changed on the customer record after creation in NetSuite will not be synced.
- Only free-form text type entity fields are eligible for metadata mapping.
To successfully sync customer metadata, the following must be configured before syncing a customer via the integration:
- Customer metadata must be added and populated on the customer record in Orb
- The custom entity field must be configured, and scoped to Customer in NetSuite
- The metadata mapping must be completed in the integration configuration flow
