Oracle NetSuite and ServiceTitan integration

What moves between them

The primary data flow is from ServiceTitan into Oracle NetSuite. Job invoices, materials, labor allocations, and payment records flow from ServiceTitan into NetSuite, where they are mapped to vendor bills, purchase orders, accounts, and departments. Vendor master records and department hierarchies are kept in sync between both systems so every invoice and payment maps to valid NetSuite accounts and cost centers. GL postings are handled within NetSuite; ServiceTitan does not receive them back.

How ml-connector handles it

ml-connector caches OAuth2 tokens from both systems and refreshes them before expiry: ServiceTitan tokens at 15-minute intervals and NetSuite tokens at 60-minute intervals. It verifies every ServiceTitan webhook using HMAC-SHA256 signatures and filters based on registered event types. For NetSuite, it accepts Event Subscriptions for near-real-time job invoice and vendor updates, but also polls SuiteQL for historical reconciliation and to catch any webhooks that may have failed. When a ServiceTitan invoice arrives, ml-connector maps materials and labor lines to the correct NetSuite accounts and departments, validates that the departments exist (falling back to a default if not found), and posts the bill to NetSuite. Because ServiceTitan AP Bills are read-only and auto-generated, ml-connector reads them for audit purposes but never attempts to create or modify them. Webhook and polling errors are retried with exponential backoff, and every record carries a full audit log for replay if a downstream call fails.

A real-world example

A mid-sized HVAC and plumbing contractor runs ServiceTitan for field dispatch, job scheduling, and invoicing across multiple service areas. They use Oracle NetSuite for accounting, AP, AR, and financial reporting. Before the integration, the accounting team imported completed job invoices from ServiceTitan at end-of-month, manually coded them to departments and cost centers, and posted them to the general ledger by hand. With ServiceTitan and NetSuite connected, every job invoice flows automatically into NetSuite as a purchase order and vendor bill, assigned to the correct service area and cost center. The month-end close is faster, cost allocation is consistent, and the finance team can track job costs and profitability in real time within NetSuite without waiting for month-end reconciliation.

What you can do

• •Sync ServiceTitan job invoices and materials into Oracle NetSuite purchase orders and vendor bills, mapped to departments and cost centers.
• •Keep Oracle NetSuite vendor master records and departments in sync with ServiceTitan vendors and business units.
• •Verify ServiceTitan webhook signatures using HMAC-SHA256 and handle both webhook push and SuiteQL polling for reconciliation.
• •Manage OAuth2 token refresh cycles for both ServiceTitan (15-minute tokens) and Oracle NetSuite (60-minute tokens) transparently.
• •Log every invoice, payment, and sync transaction to an audit trail, with replay capability if a downstream call fails.

Questions

Why does ml-connector poll NetSuite if ServiceTitan sends webhooks?

ServiceTitan webhooks are event-driven for near-real-time notifications, but they can fail or be missed. ml-connector polls NetSuite via SuiteQL on a regular schedule to catch any gap and to reconcile vendor master data and departments that may not trigger webhooks. Polling ensures no invoice falls through the cracks, and it is necessary for historical data loads when the integration is first set up.

Can ml-connector create AP Bills in ServiceTitan?

No. ServiceTitan's AP Bills are read-only via API; they are automatically generated when a Purchase Order is marked received with auto-create-bill enabled. ml-connector creates Purchase Orders in ServiceTitan based on NetSuite orders, and ServiceTitan handles the AP Bill generation internally. ml-connector reads the AP Bills for audit purposes to confirm they were created.

How does ml-connector handle department and cost-center mapping when a ServiceTitan job does not match a NetSuite department?

ml-connector maintains a mapping table of ServiceTitan business units and job types to NetSuite departments and cost centers. If a job does not match, ml-connector falls back to a configured default department and logs the mismatch to the audit trail so the finance team can review and adjust in NetSuite. The job is never blocked from posting; default mappings ensure data always flows.