Oracle NetSuite and Stampli integration

What moves between them

The main flow synchronizes reference data from Oracle NetSuite into Stampli, then brings payment and invoice records back. Vendors and GL accounts are sent from Oracle NetSuite to Stampli on a scheduled interval so Stampli's approval workflows and invoice coding can reference validated accounts and cost centers. Once invoices are approved and paid in Stampli, ml-connector polls the outbound SFTP directory for payment records and exports them back into Oracle NetSuite's general ledger, matched to the original purchase orders and vendor accounts. The sync typically runs daily or on a schedule tied to your accounts payable close cycle.

How ml-connector handles it

ml-connector connects to Oracle NetSuite using OAuth 2.0 (with certificate) or Token-Based Authentication, reads vendors and GL accounts via SuiteQL queries, and transforms them into Stampli's CSV format. The records are uploaded to Stampli's inbound SFTP directory using SFTP credentials (hostname, port, username, password) provided by Stampli support. On the return path, ml-connector polls Stampli's outbound SFTP directory at a configurable interval (typically every 15 to 30 minutes), detects new payment and invoice export files, parses them, and posts the records back into Oracle NetSuite's general ledger under the matching vendors and cost centers. Stampli charge no rate limits or pagination constraints on SFTP access, so ml-connector focuses on reliable file detection and parsing. Because Stampli has no API-level deduplication, ml-connector implements its own duplicate detection using file timestamps and checksums to prevent re-posting the same payment twice. Oracle NetSuite OAuth tokens expire after 60 minutes with no refresh token in M2M flows, so ml-connector caches tokens and re-authenticates before expiry. All records carry a full audit trail including file names, timestamps, and validation results.

A real-world example

A mid-market manufacturing company runs Oracle NetSuite for its general ledger, vendors, and purchase orders across three locations. The company uses Stampli to capture supplier invoices by email and paper, route them for approval based on cost center and GL account, and schedule payments. Before the integration, the accounts payable team manually entered vendor names and GL accounts into Stampli's reference tables, leading to coding errors and mismatches that required rework during month-end close. Approval managers could not see which GL account an invoice would hit until after it was approved. Once paid, invoices had to be manually posted to Oracle NetSuite. With Oracle NetSuite and Stampli connected, vendor and GL account reference data flows automatically to Stampli, approvers see the correct posting account at review time, and paid invoices post directly to Oracle NetSuite without re-entry. The finance team's month-end reconciliation now starts with all invoice and payment records already in the ledger.

What you can do

• •Sync vendors, GL accounts, departments, and locations from Oracle NetSuite to Stampli so invoices code to valid accounts.
• •Poll Stampli's outbound SFTP directory at intervals you set to detect paid invoices and payment exports.
• •Post approved and paid invoices from Stampli into Oracle NetSuite's general ledger under the matching vendors and cost centers.
• •Authenticate Oracle NetSuite via OAuth 2.0 with certificate (or legacy Token-Based Authentication) and Stampli via SFTP credentials.
• •Track every record with an audit trail and detect duplicates using file checksums to prevent re-posting the same payment twice.

Questions

How does data move between Oracle NetSuite and Stampli?

Reference data (vendors and GL accounts) flows from Oracle NetSuite to Stampli on a schedule you define, so Stampli's approval workflows code invoices to validated accounts. Once invoices are paid in Stampli, ml-connector polls the outbound SFTP directory to detect payment export files and posts them back into Oracle NetSuite's general ledger under the matching vendor and cost center.

Why does Stampli use SFTP instead of a REST API?

Stampli does not publish a public REST API; file-based integration via SFTP is the only third-party path available without a formal Stampli partnership agreement. This means external systems must implement polling to detect new exports rather than receiving push webhooks.

What happens if a vendor or GL account exists in Stampli but not in Oracle NetSuite?

ml-connector validates each record against the current Oracle NetSuite instance before posting. Records that reference vendors or accounts not found in the ledger are flagged in the audit log with detailed error messages, allowing the finance team to correct the source data or configuration before the next sync cycle.