The quick answer
Go to Home > Set Preferences, and on the General subtab fill in Nickname (the sender name), From Email Address, and Signature. The signature field takes HTML, so build it first in the email template editor, which also lets you add a logo. Check Add Signature to Messages and click Save. From then on, email you compose and send from NetSuite, like an invoice email, normally goes out from that name and address with the signature. These are your personal preferences. They don't change the sender for other users, and a template, workflow, script or account email setting can supply different values. Automatic emails don't rely on them.
The screenshots show sample data. Person and operating-company names are fictional. Use your own records and values when following the steps.
Before you start
You need access to Home > Set Preferences and to the email template editor (Documents > Templates > Email Templates > New). You also need permission to email the transaction you test with. Pick an address your team actually monitors for From Email Address, because customers will reply to it.
The logo has to be an image the customer's mail program can load. In this example it's a File Cabinet image with Available Without Login checked. That makes the file public to anyone with the link, so make that call on purpose. Test the URL in a private browser window before you rely on it.
Do a test send to a mailbox you control. In a sandbox, outbound email goes to the user who sent it, not the customer, and some development accounts don't send email at all.
01. Check your user profile
Go to Home > Set Preferences. On the General subtab, look at User Profile. In this account Nickname, From Email Address and Signature are blank, and Add Signature to Messages is cleared. Your profile may start in a different state. With these blank, email you send shows your own name and your login email, and carries no signature.
02. Find the logo's URL
The signature is HTML, so the logo needs an address the recipient can load. Open the logo's File record, from Recent Records or from the Images folder in the File Cabinet (Documents > Files > File Cabinet). Folder names and locations vary by account. Here it's larkspur-logo.png. The record shows the image under Media Item, Available Without Login checked, and the URL that points at the file.
03. Build the signature HTML
You don't have to hand-write the markup. Use the email template editor as a scratchpad. Go to Documents > Templates > Email Templates > New. Text Editor is selected under Create Template From. Click in the editor and type the name, press Shift+Enter, and type the title. Here that's Alex Morgan, then Accounts Receivable, Example Supply Co.
Click Source code (the <> button). On a new line after the paragraph, add the logo as an image that uses the file's URL, 160 wide and 48 high. You can also paste an image or a signature copied from a document or another email into the editor. Click Source code again and the editor renders the name, title and logo the way they'll look in the email.
Open Source code one more time and copy all of the HTML. Don't save the template. It was only a place to build the signature.
The Signature field accepts about 4,000 characters, and the markup counts, so keep it short. Paste only the signature, not a full page with html and body tags.
04. Set the sender and signature
Go back to Home > Set Preferences. In User Profile, enter the sender name in Nickname (here Accounts Receivable) and the shared address in From Email Address (here ar@larkspursupply.example). Paste the HTML into Signature. Check Add Signature to Messages, then click Save. NetSuite returns to the Home dashboard.
Nickname is the display name in the From field. From Email Address is the address the email comes from, and normally where replies go. A separate Reply-To value can override that. Leave From Email Address blank and NetSuite uses your login email.
05. Email an invoice
Open the invoice, here INV20417 for Cobalt Ridge Outfitters at 3,184.60. Click the Communication subtab. On Messages, click Email. The Email Message window opens with the customer as recipient. Click the Message tab. The subject is filled in, and the Message editor already holds your signature and logo below the body. If you pick an email template that has its own signature, check that it doesn't show up twice.
Click at the top of the message and type your note. Here it's "Please find invoice INV20417 attached." Then click Merge & Send.
The invoice's Messages list now shows the email, with you as Author and the customer as Primary Recipient. In this example the invoice PDF went out attached. Check the Attachments tab in your own Email Message window to confirm the invoice is included before you send. Tabs and columns vary by role and form.
06. Check what the customer gets
Open the email in a mailbox you control. The recording ends on a sample mailbox view, and that's an illustration of the result, not a delivery check. What you're looking for is the sender shown as Accounts Receivable with the shared address, your note, the signature with the logo, and the invoice attached as a PDF. Many mail programs block remote images at first, so check that the logo loads in your test mailbox.
Check the result
- The From line shows the Nickname and From Email Address you saved, here Accounts Receivable <ar@larkspursupply.example>.
- Your note appears above the signature, and the logo loads instead of showing a broken image.
- The invoice PDF is attached, and the Reply-To is the address you expect.
A row on the invoice's Messages list shows NetSuite recorded the email. It doesn't prove delivery. Check the received headers in your test mailbox too, because your mail domain's authentication settings decide whether a custom From address is accepted as shown.
Common questions
Does this change the sender for everyone in NetSuite?
No. Nickname and From Email Address are personal preferences. They apply to email you send, across all your roles. They don't set a sender for other users, and they aren't a company-wide or shared mailbox setting. Each person who should send as Accounts Receivable sets their own.
Why does the Signature field need HTML, and how do I get it?
The field takes markup, not a picture. The easiest route is the email template editor. Type the signature, add the logo, click Source code, and copy what's there. You don't save the template.
Why is the logo missing from the email?
The recipient's mail program has to be able to load the image. For a File Cabinet image, that means Available Without Login is checked and the URL works outside NetSuite. Some mail programs also hold back remote images until the reader allows them, so check the received email, not just the URL.
Will the signature show up on every email NetSuite sends?
No. It's added to email you compose and send yourself, like the one from Communication > Messages > Email on an invoice. Automatic, scheduled, workflow and script emails can use other senders and templates, so put the signature in those templates and test them separately. If you choose a template that already has a signature, look for it appearing twice.
Does a row on the invoice's Messages list mean the email was delivered?
No. It means NetSuite recorded the email. Send a test to a mailbox you control and check the sender, reply address, signature, logo and PDF.
Why didn't my custom From address show up the way I set it?
The receiving mail system decides whether to accept it. If your mail domain's SPF, DKIM and DMARC setup doesn't allow NetSuite to send as that address, the email can be rewritten, filtered or rejected. Look at the received headers in your test mailbox.
Can I test this without emailing a real customer?
Yes. Use an internal address, or test in a sandbox. Sandbox email is redirected, commonly to the user who sent it, and some development accounts don't send email at all, so check what your account does first.