Kolleno cam automatically create and maintain contact persons using data from your NetSuite invoices. This keeps invoice communications accurate without manual contact management. This is useful to automatically assign contacts to invoices.
NetSuite Setup
You can configure specific invoice fields in NetSuite that contain email addresses (in a text field), for example:
Here in NetSuite it is a text custom field with the ID custbody15. You can read more about internal IDs here.
How it works
When invoices sync from NetSuite into Kolleno:
Kolleno reads the email from each configured invoice field
It checks whether a contact with that email already exists for that customer and field
Then:
If no contact exists → a new contact person is created
If a contact exists → their details are updated
The contact can optionally be linked directly to the invoice
This process runs on every invoice creation or update.
How Contact Source IDs Work (Important)
Every contact person created or linked from NetSuite invoices uses a structured source ID to ensure accurate deduplication.
Source ID format
netsuite_person_{customer_source_id}_{record_type}_{field_id}_{normalized_email}Components explained
Component | Description | Example |
Prefix | Always |
|
| NetSuite internal ID of the customer |
|
| Where the contact came from |
|
| NetSuite field containing the email |
|
| Email (lowercase, trimmed) |
|
Example source ID
netsuite_person_123_invoice_custbody15_contact@example.com
Why This Structure Matters
This design guarantees correct deduplication and role separation:
Same customer + same field + same email → same contact
Same email, different field → different contact
Same email, different customer → different contact
This means:
If the same email appears in multiple invoice fields (e.g. Billing Contact and Accounts Payable), Kolleno creates separate contacts
Each contact represents a distinct role, even if the email address is identical
What Happens in Common Scenarios
Scenario | Result |
New invoice with a new email | A new contact is created and linked |
New invoice with an existing email (same field) | Existing contact is reused and updated |
Email changes on an invoice | Old contact is unlinked and marked Inactive if unused elsewhere. New email creates or links a new contact |
Email is removed from an invoice | Contact is unlinked and marked Inactive if unused elsewhere |
Previously inactive contact appears again | Contact is automatically re-activated |
In Simple Terms
NetSuite invoices can carry contact data
Kolleno turns that data into structured, role-aware contacts
Contacts are unique per customer, field, and email
Inactive contacts are cleaned up automatically
Returning contacts are reactivated without manual work
This ensures clean data, correct roles, and reliable invoice communications across NetSuite and Kolleno.
How to activate this?
This synchronization can be activated by contact Kolleno support. Be sure to mention:
Internal ID of the field in NetSuite.
Whether you want a specific position assigned to the contact or assign as primary contact.
What name should be added to the contact (if any).