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NetSuite and PencilPay Data Sync & Payment Processing

NetSuite and PencilPay work together to ensure your invoicing and payment data syncs efficiently and that payments are processed reliably. Below, we describe how data syncing works, how payment processing is scheduled, and how overdue invoice reminders are managed.

Data Sync Methods

  • Web Hook Sync
    When an invoice or customer is updated in NetSuite, a web hook triggers instantly. This sends a notification to PencilPay, which will then sync the updated data—such as newly created invoices or payments—within a few seconds.

  • Queue-Based Sync (Fallback)
    If NetSuite’s rate limit for updates is reached, syncing via web hook may be paused. In that case, unsynced data is queued for batch processing:

    1. Push payments and fees to NetSuite: every 6 hours

      1. Push customers to NetSuite: every 6 hours

      2. Sync invoices from NetSuite:

        1. Sync unpaid invoices: every 6 hours

        2. Sync paid invoices: every 12 hours

      3. Sync customers from NetSuite: every 12 hours

      4. Sync payments from NetSuite of existing unpaid invoices: every 12 hours

Payment Processing Schedule

Overdue Invoice Reminders

  • The reminder feature for customers not signed up to PencilPay is OFF by default.

  • If enabled:

An overdue invoice reminder is sent when an invoice is overdue on X number of days depending on your settings (see below options)

  • On the due date
  • 1 day overdue
  • 2 days overdue
  • 3 days overdue
  • 4 days overdue
  • 5 days overdue
  • 6 days overdue
  • 7 days overdue
  • 14 days overdue
  • 21 days overdue
  • 30 days overdue

Additional reminders are sent depending on your settings (Settings → Invoices & Collections → Frequency) for outstanding invoices, and you can set the specific time to send the additional reminders Settings → Invoices & Collections → Time (HH:MM)

  • Every day
  • Every 2 days
  • Every 3 days
  • Every 4 days
  • Every 5 days
  • Every 6 days
  • Every 7 days
  • Every 14 days

    If a customer has multiple overdue invoices, PencilPay will batch the invoices into a single email, making it easy to pay all invoices with one click.
    You may refer to this support article here How to send a statement to a customer
  • How to Manage Reminder Settings
    • Log in to PencilPay.
    • Navigate to: Settings → Invoices & Collections.
    • Here, you can view and adjust the reminder settings for overdue invoices for non-PencilPay customers.