If your NetSuite invoices record an internal owner (a sales rep, account manager, or collector) Kolleno can import those employees as users and email them automatically from your workflows. For example, you can CC the rep who owns an invoice on a chaser, or send an internal escalation to the right collector.
This is set up by our team. Contact Support to enable it.
What this does
Reads the employee from a chosen field on each invoice during sync.
Creates or updates the matching Kolleno user automatically.
Lets you add that user as a recipient in workflows, resolved per invoice.
What it doesn't do: it doesn't change a customer's Assigned user, and it doesn't create portfolios. It only imports the employees and routes them inside workflows.
Turning it on: what to send Support
The invoice field that holds the employee — the NetSuite field containing the employee's internal ID (for example
salesrep, or a custom field likecustbody_collector).Confirmation that you'd like that field included in your invoice sync, so Kolleno can read it.
Two requirements on your side:
The employees you want to route to must have a valid email address in NetSuite.
The feature works going forward: users appear as the relevant invoices sync through. You can ask the support to re-synch already imported invoices if you would like backwards compatibility.
Using a rep or collector in a workflow
When building a workflow, add this recipient smart field, replacing FIELD_NAME with the field you configured:
{{user_from_source_id:FIELD_NAME}}
For example: {{user_from_source_id:custbody_collector}}
Kolleno matches the employee on each invoice to their Kolleno user and adds their email as a recipient. You can use more than one smart field if your invoices carry more than one owner field.
Good to know about imported users
New users are created with Viewer access. You can change anyone's role anytime under Users & Permissions.
Users are matched by email or NetSuite employee ID, so existing teammates aren't duplicated.
Only employees that appear on recently-synced invoices are imported — Kolleno doesn't pull your entire NetSuite employee list.
Troubleshooting
A rep wasn't imported — check the field is configured and included in the sync, the employee has an email in NetSuite, and an invoice for that rep has synced recently.
The workflow isn't emailing the rep — check the smart field uses the exact field name, and the user exists with active access and a valid email.
The rep has the wrong role — imported users are always Viewers; change the role under Users & Permissions.