To connect Gmail and NetSuite, you have three options: NetSuite's own email features, a Zapier zap, or NetSuite's Email Capture Plug-in. Each one gets some email into NetSuite. Where it stops: NetSuite only saves replies to email you sent from NetSuite, any other email is attached by hand, and none of the three reads an order in an email and enters it. Someone still opens each order email, types the lines into NetSuite and replies to the buyer. That is the job AI agents do.
Why a NetSuite Gmail integration matters
A lot of business still comes in by email. A buyer sends an order, a customer asks where their shipment is, a supplier sends a new price. If that email stays in one person's Gmail, NetSuite never sees it. Someone has to retype the order, and nobody else can see what was said.
So "connected" has to mean two things: the emails that matter end up on the right customer in NetSuite, and the emails that carry work, like orders, get that work done without a person typing it in.
Three ways to connect Gmail and NetSuite
One is built into NetSuite, one is from Zapier, and one is a NetSuite feature your developer builds on.
NetSuite's Capture Email Replies
- How it works
- An admin turns on Capture Email Replies. When a customer replies to email you sent from NetSuite, the reply is saved on the contact and customer records, then lands in your inbox. Other email, you attach to the record by hand.
- Good for
- Teams that send most customer email from inside NetSuite and want the replies kept on the record.
- Where it breaks
- It only saves replies to email sent from NetSuite. An order a buyer sends straight to your Gmail is saved only if someone attaches it by hand.
A Zapier zap
- How it works
- Zapier can start a zap when a new email, labeled email or attachment arrives in Gmail, then create, update or find a NetSuite record. Its templates also send Gmail emails when new NetSuite records come in.
- Good for
- Simple steps, like making a NetSuite record each time you add a label to an email.
- Where it breaks
- A zap moves the fields you map. It doesn't read an order written in plain words, or a PDF, and turn it into the right lines. NetSuite is a Premium app on Zapier.
NetSuite's Email Capture Plug-in
- How it works
- A developer writes a plug-in in NetSuite. Email you forward to its address, shown on the Manage Plug-ins page, goes to the plug-in, which does what your developer wrote.
- Good for
- Companies with a NetSuite developer and a clear rule for what each email should become.
- Where it breaks
- Each rule is code your developer looks after. If a buyer changes how their order emails look, the code has to change too.
Arkeo agents
- How it works
- Agents read order emails in your Gmail as they arrive, including attachments, and enter each one as a sales order in NetSuite the same day. They check the customer and items, send the buyer a confirmation, and add a note on the customer record.
- Good for
- Teams that get orders and customer questions by email and type them into NetSuite by hand.
- Where it breaks
- Anything your rules keep for a person, like an item they can't match, a new customer or an order over a set size, goes to your team in one message.
Set up a NetSuite Gmail integration by hand
Oracle and Zapier have the full screens. These are the parts, in order.
- 1Turn on Capture Email Replies
As an Administrator, go to Setup > Company > Enable Features. On the CRM subtab, check Capture Email Replies and save.
- 2Send customer email from NetSuite
Email customers from their NetSuite record, not from Gmail, so their replies are saved on the record.
- 3Attach the emails that came straight to Gmail
On the customer's record, go to Communication, then Messages, and click Attach. Paste the message and add its files.
- 4
Add a zap for one simple job
If one kind of email should always make one kind of record, build a zap from a Gmail label to a NetSuite record.
- 5Or have a developer build a plug-in
For rules too big for a zap, a NetSuite developer writes an Email Capture Plug-in, and your team forwards those emails to its address.
Where the NetSuite Gmail integration stops
Each option gets some email into NetSuite. What's left is the email that carries an order.
Only replies, and only to NetSuite email. Oracle says Capture Email Replies sends each reply through a NetSuite address, where it is saved, then on to you. An order a buyer starts fresh in Gmail never goes near that address. It can break, too: in a NetSuite community thread, a team found replies stopped saving because customers' email programs cut the coded part off that address.
Everything else is by hand. Oracle's steps for saving an email you got elsewhere mean opening the record, pasting the message, typing the date and uploading each file. For ten order emails a day, that adds up.
Zaps check, then wait. Zapier's Gmail triggers check for new mail every 15 minutes on the Free plan. The New Labeled Conversation trigger fires once, and replies in that thread don't trigger it again, so a change to an order sent as a reply is missed. Zapier's help also says a NetSuite saved search with one row per order line breaks its trigger until someone fixes the settings.
No Gmail add-in from Oracle. NetSuite's help covers an add-in for Outlook. Gmail teams who ask in the NetSuite community get pointed to outside add-ons.
So most weeks, someone reads each order email, finds the customer and items in NetSuite, types the lines and tells the buyer it's done.
The agents that do it
Each agent does one job from start to finish in your Gmail or your NetSuite. Your team talks to them in Slack or Teams.
No more typing in wholesale orders.
- Reads orders from emailas they land
- Enters them in NetSuitesame day
- Sends the buyer a confirmationright away
Wholesale buyers pay on time without your team chasing.
- Finds wholesale invoices past dueevery day
- Sends the buyer a reminder with the invoiceon time
- Tells your finance lead who has not paidevery week
Questions
Is my customers' information safe?
Yes. Agents work in your own Gmail and NetSuite and see only what their job needs. Customer details never go into public AI. Agents connect to AI through business-grade connections audited under SOC 2.
Does NetSuite have a Gmail integration?
NetSuite has its own email features that work with any inbox, including Gmail. Capture Email Replies saves customer replies to email sent from NetSuite, and you can attach other email to a record by hand. NetSuite also has an Email Capture Plug-in a developer can build on.
Can NetSuite save emails I get in Gmail?
Yes, by hand: open the record, go to Communication, then Messages, and click Attach. Without typing, you need a zap, a plug-in, an outside add-on or agents.
Can I turn order emails into sales orders?
A zap can create a NetSuite record from fields in an email. Reading an order in plain words or a PDF, and getting each line right, is the job agents do.
What does it cost?
You get the price on the call, along with the hours it saves your team.
Sources
- docs.oracle.com: article 1114073327.html
- docs.oracle.com: section N514666.html
- docs.oracle.com: section N1076043.html
- docs.oracle.com: section 4251625075.html
- zapier.com: netsuite
- help.zapier.com: Troubleshooting NetSuite on Zapier
- archive.netsuiteprofessionals.com: hello regarding the following code snippet when the customer
- archive.netsuiteprofessionals.com: has anyone integrated ns with gmail did you do it from scrat