The quick answer
Create a transaction saved search for open invoice headers at least 15 days overdue. Add customer-facing result columns, choose Recipients from Results, enable Summarize Scheduled Emails, and set the weekly schedule. Use Save & Run to inspect the population before customer delivery is enabled.
This example prepares Customer Invoices 15+ Days Overdue for a Monday 9:00 a.m. run. The screenshots use sample data and fictional names.
01 · Define the overdue population
Open Lists > Search > Saved Searches > New, then choose a Transaction search. This path is shown from the complete account navigation, including the menus that are not used in the workflow.
On Criteria > Standard, add Type is Invoice, Main Line is true, Days Overdue is greater than or equal to 15, and Amount Remaining is greater than 0. For the email filter, pick Customer (Main Line) Fields..., then Email, with is not empty; NetSuite renders the row as Customer (Main Line) : Email. Main Line keeps one row per invoice; the remaining-amount filter excludes paid invoices, but it does not by itself prove every result is posted and eligible for collection. Confirm the invoice status and any account-specific hold or workflow rule before scheduling delivery.
On Results, set Sort By to Days Overdue and check Descending so the oldest invoice comes first. Leave Run Unrestricted, Max Results, Disallow Drill Down, and My Preferred Search Results alone.
Under Columns, keep Document Number, Name, Amount, Amount Remaining, Date, and Days Overdue. Give them labels a customer can read: Invoice Number, Original Amount, Outstanding Amount, Invoice Date.
02 · Configure recipients and schedule
On Email, select Send Emails According to Schedule and Summarize Scheduled Emails. Leave record-update alerts and Send if No Results clear. Under Recipients from Results, add Name so each customer receives only its own matching rows.
Under Customize Message, write a neutral subject and introduction, then pick the attachment format under Summarized Results. The example uses Send as Microsoft ® Excel and clears Include View Record Link, because external recipients should not get account links.
Under Schedule, choose Weekly Event, check Monday, set Start Time to 9:00 am and keep No End Date. Confirm the Series Start Date is a Monday and that the account time zone suits recipients.
The scheduled saved-search result attachment is not the invoice’s rendered PDF unless a separate invoice-PDF process is configured. Do not describe it as the original invoice.
03 · Save and inspect
The save button is a split button. Its menu holds Save, Save & Run, and Save & Email; use Save & Run, not Save & Email. NetSuite saves the search and opens its results page with an Edit this Search button. Review every result column and confirm paid invoices, item-line duplicates, and rows without customer email addresses are absent. Before using live customer recipients, copy the search, suppress or replace Recipients from Results, and test with a controlled internal address. Recheck the production search’s recipient configuration, schedule, and next run before enabling it.
Check the result
- One row appears per open invoice.
- Every row is at least 15 days overdue, has a positive balance, and the oldest invoice is first.
- Recipient isolation is confirmed in an internal test.
The walkthrough finishes with an illustrative inbox view built from the same subject, introduction, customer recipient, and Excel output setting. It is a preview of the expected message, not evidence that the schedule ran or that anyone received it.
Common questions
Does Save & Run send the scheduled email?
No. It saves the search and displays current results. Save & Email is a separate action that can send immediately.
Why do I see duplicate invoices?
Check that Main Line is Yes. Without that filter, transaction item lines can produce multiple rows for one invoice.
Will the attachment contain the invoice PDF?
No. A saved-search attachment contains the search results in the selected format, not the original transaction PDF.