Skip to main content
Put Erstan to work on the vendor side of your ledger. Ask it to surface the bills that matter, catch likely duplicates before they get paid twice, and assemble a payment-run shortlist that a human signs off on — all grounded in your own NetSuite data, with every write paused for approval. Each recipe below works the same three ways: ask in Chat, run an installed agent from the Marketplace, or build your own agent. Start in chat to explore, then move repeatable work onto an agent so it shows up as trackable tasks.
These recipes assume your workspace has NetSuite connected and your NetSuite user authorized. Reads (finding and analyzing bills) run on demand; any write back to NetSuite pauses for your approval first.

​
Recipe: bills above a threshold

Find the vendor bills that need attention by amount, due date, or status, then review them inline.
1

Ask in chat

Open Chat and try a prompt like:
Show me open vendor bills over $10,000, sorted by due date.
Erstan runs a read-only query against NetSuite and streams back a table you can open in the Canvas panel.
2

Narrow it down

Follow up in the same thread to refine — no need to restate the whole question:
Just the ones due in the next 7 days, and group them by vendor.
3

Turn it into a document

Ask Erstan to save the result as a document or export it so you can share the shortlist with an approver. See Reporting with SuiteQL for the read-only query path and export options.
Be specific about the period and the threshold. “Over $10,000, due before month-end” gives a tighter, more useful list than “big bills coming up.”

​
Recipe: possible duplicate detection

Duplicate vendor bills are an expensive, easy-to-miss error. Ask Erstan to scan for likely matches before a payment run goes out. A good prompt names the signals that make a duplicate:
Find vendor bills that look like possible duplicates — same vendor and amount, with the same or similar invoice number, within the last 90 days.
Erstan returns candidate pairs with the fields that matched so you can judge each one. Treat the output as a review queue, not a verdict — confirm against the source document before voiding or holding anything in NetSuite.
Voiding, deleting, or putting a bill on hold are writes to NetSuite. Erstan will pause with an approval card showing the before/after change before any of these run. Review the action and the affected record, then choose Run action or Don’t run. See Approving and rejecting AI actions.

​
Recipe: payment-run recommendations for review

Have Erstan assemble a proposed payment run — which bills to pay now, which to hold — and route the result into Needs Review so a person signs off before anything moves.
1

Describe the run

Ask for a recommendation with clear constraints:
Recommend a payment run for this Friday: open bills due within 14 days, prioritize early-payment discounts, and flag anything missing an approval in NetSuite. Don’t pay anything yet.
2

Review the shortlist

Erstan produces a recommended list with reasons. Nothing is paid — this is a draft for a human to check.
3

Send it for sign-off

Run this as an agent rather than a one-off chat and the result becomes a task that moves Queued → In Progress → Needs Review → Complete. The reviewer checks it in Reviewing and approving agent work before any payment is recorded.
Recording bill payments writes to NetSuite. Keep payment tools on Require approval so each payment pauses for a person — do not enable Auto-approve writes for payment runs. You control which NetSuite tools can write and which need approval on the connector’s Tools tab.

​
From chat to a repeatable agent

When a recipe earns its keep, stop retyping it. Install a ready-made AP agent or build your own so the work runs on a schedule and lands as tasks for your team.

Install from the Marketplace

Add a ready-made agent from the AP desk and connect the services it needs with a guided setup.

Build your own

Start from an Assistant for chat-style AP triage, or an Automation that runs from a schedule.
Erstan ships with demo agents that illustrate the procurement and payables side of finance — for example a Procurement agent and a Bad Debt Write-Off agent. Use them to see how an AP agent is wired together, then adapt the pattern to your own vendors, thresholds, and approval rules rather than relying on their exact defaults.
Writes to NetSuite are human-in-the-loop by default. The agent does the analysis and drafts the action, then waits for a person to approve. This keeps the agent acting with your NetSuite permissions while you stay in control of every change. Read more in Security & write safety.
You may briefly see a “Queued — NetSuite” card. That is the busy queue holding work; it resumes automatically and is not an approval. Only an approval card with Run action / Don’t run needs your decision.
Yes. Build the scan as an agent and add a schedule — daily or weekly — so candidate duplicates show up in your review queue without anyone asking.

​
Next steps

Approving AI actions

How write approvals work in chat and runs.

Reviewing agent work

Use Needs Review to sign off on what agents produce.

AR & collections

The receivables companion to this playbook.

Manage NetSuite write policy

Set which tools can write and which need approval.