Document storage and collaboration in NetSuite can be deceptively complex. On the surface, teams simply need a place to store files and attach them to records. But as organizations grow, document management quickly becomes about more than storage: It’s about collaboration, governance, scalability, and making sure documents stay connected to the business processes they support.

Two common approaches to document management in NetSuite are NetSuite’s native File Cabinet and CloudExtend’s ExtendDocs. Both help teams associate documents with NetSuite records, but they take very different approaches to where documents live, how users collaborate, and how well the solution scales over time.

In this blog, we’ll walk through:

• What document management in NetSuite really means
• What the NetSuite File Cabinet is designed to do
• How ExtendDocs approaches document management differently
• A practical comparison of the two
• When each option makes the most sense

What is NetSuite Document Management and Storage?

NetSuite document management refers to how businesses store, organize, secure, and associate files with NetSuite records—such as customers, vendors, transactions, projects, items, or employees—so users can access the right documents in the context of their ERP workflows.

At its best, document management allows teams to:

• Access documents directly from the relevant NetSuite record
• Maintain version history and approvals
• Enforce access controls and retention policies
• Support audits, compliance, and collaboration without manual work

Common Document Use Cases in NetSuite

Finance and Accounting

• Vendor invoices, receipts, and approvals
• Audit and compliance support documentation
• Signed quotes and proof of delivery
• PDFs attached to invoices and cash sales
• Tax filings, SOX documentation
• Retention and access controls

Sales

• MSAs, SOWs, NDAs
• Documents attached to leads, prospects, customers, and opportunities
• Contract versions and signatures
• Generated quotes and pricing approvals
• Proposal documents and deal history
• Centralized sales collateral with role-based access

Procurement and Supply Chain

• Vendor confirmations and terms attached to POs
• Compliance documents (W-9s, insurance certificates)
• Bills of lading, packing slips, shipping labels
• Proof of delivery attached to fulfillments

Operations and Manufacturing

• Standard operating procedures (SOPs)
• Inspection reports and certifications
• Attachments on item records, work orders, or inventory records

HR and People Operations

• Offer letters, onboarding documents, policy acknowledgments
• Documents attached to employee records
• Department- or role-based access control

In all of these cases, teams want documents stored securely, accessible in context, and easy to work with without turning NetSuite into a file server it was never designed to be.

What Is the NetSuite File Cabinet?

The NetSuite File Cabinet is NetSuite’s native file repository. It allows users to store files directly inside NetSuite CRM and associate them with records, scripts, forms, and processes. Files are organized into folders, and access is governed by NetSuite roles, permissions, and folder restrictions.

For many organizations, the File Cabinet is the most straightforward place to start because it is:

• Native to NetSuite
• Immediately available
• Integrated into record attachments and workflows

For basic document storage—especially when file volume is low and collaboration needs are minimal—the File Cabinet can work well.

However, as organizations grow, challenges tend to surface:

• File volume increases dramatically as transactions scale
• Collaboration happens outside NetSuite (email, Teams, SharePoint, OneDrive)
• Version control and co-authoring are limited
• Storage management and governance become harder
• NetSuite starts to feel like a document silo rather than a system of record

This is the gap ExtendDocs is designed to fill.

What is ExtendDocs by CloudExtend?

ExtendDocs is a NetSuite integration that connects Microsoft SharePoint and OneDrive directly to NetSuite. Instead of storing documents inside the NetSuite File Cabinet, ExtendDocs leverages the storage capabilities of SharePoint and OneDrive, linking files to NetSuite records so users still get full record-level context.

In simple terms:

• Documents live in SharePoint or OneDrive
• NetSuite records reference and surface those documents
• Users can collaborate in Microsoft 365 or NetSuite

ExtendDocs is designed to reduce File Cabinet dependency, support large file volumes, and align NetSuite document management with how teams already work.

ExtendDocs vs. NetSuite File Cabinet: A Practical Comparison

1) Where files live

File Cabinet:
Files are stored directly in NetSuite.

ExtendDocs:
Files are stored in SharePoint or OneDrive, with secure links back to NetSuite records.

Why it matters:
If your organization already standardizes on Microsoft 365, ExtendDocs prevents NetSuite from becoming a parallel storage system and keeps documents where collaboration already happens.

2) Storage constraints and scalability

File Cabinet:
Works well at smaller volumes, but storage growth, governance, and cost often become concerns as transaction volume increases.

ExtendDocs:
Documents do not consume File Cabinet space, enabling effectively unlimited scale based on SharePoint/OneDrive storage.

Why it matters:
Processes like AP/AR, order-to-cash, and project delivery can generate thousands of attachments quickly. ExtendDocs removes storage pressure from NetSuite.

3) File sizes and file types

File Cabinet:
Designed for standard business documents and NetSuite assets.

ExtendDocs:
Supports very large files (up to 250GB) with no stated file type restrictions.

Why it matters:
Large design files, engineering documents, videos, or complex deliverables often exceed what native storage can handle comfortably.

4) Collaboration and versioning

File Cabinet:
Primarily a storage location; collaboration typically happens elsewhere.

ExtendDocs:
Leverages SharePoint and OneDrive for versioning, co-authoring, sharing, and approvals while maintaining NetSuite context.

Why it matters:
Users collaborate in Microsoft 365 every day. ExtendDocs meets them where they already work, improving adoption and reducing workarounds.

5) Permissions and governance

File Cabinet:
Governed by NetSuite roles, permissions, and folder access.

ExtendDocs:
Document permissions follow Microsoft 365 governance models, while NetSuite controls who can associate documents with records.

Why it matters:
Many organizations prefer document governance to live in their document platform.

When NetSuite File Cabinet is the right choice

The File Cabinet is a good fit if you need:

• Basic attachment storage for NetSuite records
• A single, NetSuite-only system of record
• Simple folder-based organization
• Low document volume and lightweight files

When ExtendDocs is the better strategy

ExtendDocs is a strong fit when you need:

• Microsoft 365 to remain the home for documents
• NetSuite record context without NetSuite storage dependency
• High-volume or file-heavy workflows
• Large file support and flexible file types
• Drag-and-drop attachment from OneDrive or SharePoint
• Scalable document governance and collaboration

A practical decision checklist

Ask yourself:

• Where do teams actually collaborate today—NetSuite or Microsoft 365?
• Are documents multiplying across transactions and records?
• Do you need record-level context without forcing storage into NetSuite?
• Are file size limits or storage costs becoming an issue?

If you answered “yes” to most of these, ExtendDocs is likely the better long-term strategy.

Bottom line

NetSuite File Cabinet is a straightforward, native option for basic document storage inside NetSuite.

ExtendDocs by CloudExtend is designed for organizations that want NetSuite record context plus Microsoft 365–grade document collaboration, without relying on File Cabinet storage to scale.

The right choice depends both on how your teams work today and how much you expect your document footprint to grow tomorrow.

Access your two-week free trial of ExtendDocs and see the difference for yourself. 

 

FAQ: NetSuite Document Management

What is NetSuite document management?

NetSuite document management refers to how businesses store, organize, secure, and associate documents—such as invoices, contracts, and compliance files—with NetSuite records. This can be done using NetSuite’s native File Cabinet or through integrations that connect NetSuite to external document platforms like Microsoft SharePoint or OneDrive.

What is the NetSuite File Cabinet used for?

The NetSuite File Cabinet is NetSuite’s native document storage system. It is commonly used to attach files to records, store transaction documents, and support NetSuite customizations. It works well for basic document storage but is limited when it comes to large file volumes, advanced collaboration, and long-term scalability.

What are the limitations of NetSuite File Cabinet for document management?

Common limitations include:

• Documents are stored directly in NetSuite, increasing storage usage
• Limited collaboration features compared to modern document platforms
• Manual file organization and version control
• Less flexibility for large files or file-heavy workflows

These limitations often appear as organizations scale document volume across AP, AR, sales, and operations.

How does ExtendDocs improve NetSuite document management?

ExtendDocs improves NetSuite document management by storing files in Microsoft SharePoint or OneDrive instead of the NetSuite File Cabinet. Documents remain linked to NetSuite records, but users collaborate in Microsoft 365, benefiting from versioning, co-authoring, governance, and scalable storage without consuming NetSuite File Cabinet space.

Is ExtendDocs a replacement for the NetSuite File Cabinet?

ExtendDocs is not a replacement for all File Cabinet use cases. NetSuite still requires the File Cabinet for system assets like scripts and forms. ExtendDocs is designed specifically for business documents—such as invoices, contracts, and operational files—where scale, collaboration, and governance matter most.

When should I use ExtendDocs instead of the NetSuite File Cabinet?

ExtendDocs is a better fit when:

• Your organization uses Microsoft 365 for document collaboration
• Document volume is growing quickly
• Large files or many attachments are tied to transactions
• You want NetSuite record context without storing files in NetSuite
• You need scalable document management aligned with enterprise governance

What is the best document management system for NetSuite?

The best document management system for NetSuite depends on scale and collaboration needs. NetSuite File Cabinet is suitable for basic storage, while solutions like ExtendDocs are better for organizations that need enterprise-grade document management using SharePoint or OneDrive while keeping documents connected to NetSuite records.