Using NetSuite with Merlin
Merlin works with NetSuite through saved search exports, not a native connector. You build one saved search for items and prices and one for open sales orders, export them to CSV or Excel, and upload them to Merlin. NetSuite can also email saved search results as a CSV on a schedule; once that file sits at a stable link, Merlin refreshes from it every 6 hours.
From quote request to finished quote in two minutes.
Nothing goes to a customer until someone on your team approves it. Watch full screen
Faster quotes. More orders. Hours back every week.
Win more orders
Buyers often go with the first solid quote they get. Merlin gets yours out in minutes, day or night, and follows up on the quotes that go quiet.
Get your team's time back
A desk that gets 60 quote requests a week at 15 minutes each spends about 65 hours a month building quotes. Merlin takes most of that routine work off their plate.
Grow without hiring
Handle more requests with the team you already have, in English and French, while good inside-sales people are hard to find.
What does Merlin need from NetSuite?
For the Quote Desk, Merlin needs one row per item: SKU (item name or number), description, sales unit of measure, unit price, quantity-break prices, lead time and quantity available. Customer-specific prices can come from a second search.
For Order Status, Merlin needs sales orders: document number, customer PO, customer email, status, ship date, carrier and tracking numbers. Merlin answers only the customer whose email or company domain matches the order.
Which NetSuite fields map to Merlin fields?
| Merlin field | Typical NetSuite saved search column |
|---|---|
| SKU | Item Name/Number |
| Description | Display Name or Sales Description |
| UOM | Sale Unit (if Units of Measure is enabled) |
| Unit price | Base Price or a price level |
| Quantity breaks | Pricing columns per quantity level (with Quantity Pricing enabled) |
| Lead time | Lead Time |
| Stock | Available (quantity available) |
| Order no / PO | Document Number / PO/Check Number |
| Customer email | Customer email (joined field) |
| Status, ship date | Status / Ship Date |
| Carrier, tracking | Ship Via / Tracking Numbers |
Column labels depend on enabled features and customization in your account. Confirm with your NetSuite administrator. *
How do you export NetSuite saved searches for Merlin?
Oracle's NetSuite help documents two ways to get results out. From most search and saved search results pages you can click Export - CSV or Export - Microsoft Excel. If you do not see an Export button, an administrator may need to grant you the Export Lists and Perform Search permissions.
For a recurring file, a saved search can email its results on a schedule as a CSV or Excel attachment. NetSuite caps saved search emails at 10,000 rows and 5 MB, so very large catalogs may need to be split.
- Create an item saved search with the item, price, quantity-break, lead time and availability columns Merlin needs.
- Create a transaction saved search filtered to sales orders, with document number, PO, customer email, status, ship date, ship via and tracking numbers.
- Run each search and click Export - CSV for the first load.
- For a recurring file, open the search's Email subtab, enable Send Emails According to Schedule, set the interval and start time on the Schedule subtab, and choose Send as CSV under Customize Message.
- Upload the CSV in Merlin, or have the scheduled file saved to a stable link that Merlin can fetch.
How does the 6-hour refresh work?
A scheduled email lands in an inbox, not at a link. To use Merlin's automatic refresh, the CSV has to end up at a stable link that Merlin pulls every 6 hours. That last step is often a small automation; JCube Tech can set it up as custom work if needed.
Until then, uploading a fresh export is quick. Merlin replaces the previous price sheet or order list each time, and every quote total is calculated in code from the latest file.
What would a direct NetSuite integration add?
There is no native NetSuite connector or SuiteApp in the standard product. A direct integration, built as custom work by JCube Tech, could read item prices, availability and fulfillment tracking from NetSuite more often than every 6 hours, or create approved quotes as estimates. It is quoted separately, typically under the Enterprise plan on the pricing page.
For background on the trade-offs between exports and direct connections, see our guide to ERP quote automation.
Frequently asked questions
Is Merlin a NetSuite SuiteApp?
No. Merlin has no SuiteApp or native NetSuite connector. It imports CSV or Excel exports, and direct integrations are custom work by JCube Tech.
Can NetSuite send the file automatically?
Yes, a saved search can email its results as a CSV or Excel attachment on a schedule. The file then needs to be placed at a stable link for Merlin's 6-hour refresh.
Is there a row limit?
NetSuite limits saved search emails to 10,000 rows and 5 MB. Manual exports from the results page are the simpler option for large catalogs.
Does Merlin write quotes back into NetSuite?
Not in the standard product. Approved quotes go out from Merlin by email with a PDF. Writing them back as estimates would be part of a custom integration.
