What Are the Different NetSuite User License Types? (2025 Guide)

When evaluating or managing your NetSuite implementation, one of the most crucial elements to understand is how NetSuite user licenses work. Choosing the right license types can significantly reduce costs and improve system access control. In 2024 and 2025, NetSuite expanded its license options to include more specialized user roles, including View and Approve, WMS Only, and Project Manager users.

In this guide, we’ll break down the key NetSuite license types, what they include, and how to choose the right mix for your organization.

Why NetSuite License Types Matter

NetSuite operates on a named user model, meaning each license corresponds to a specific user login. Licenses vary in access level, functional capabilities, and price. Giving users more access than they need wastes budget; giving them less hampers productivity.

NetSuite License Types Overview

Here’s a breakdown of the most common NetSuite user license types:

New License Types (2024–2025 Updates)

• View and Approve User License
  • Released in 2024, this role allows users to view records and approve workflows, but not create or edit records.
  • Cost-effective option for department heads or mid-level managers.
  • Cannot initiate transactions or edit master records.
• CRM Only License
  • Gives users access to NetSuite’s CRM, including leads, campaigns, opportunities, customer records, and basic reporting.
  • No access to accounting, projects, or fulfillment.
  • Useful for sales and customer service teams.
• WMS Only License
  • Introduced with the NetSuite WMS mobile enhancements, this license restricts access to warehouse functions only.
  • Users can scan barcodes, pick/pack/ship, receive inventory, and handle bin transfers – but cannot see financial data.
• Project Manager License
  • Designed for non-financial project owners, this license supports task assignments, time tracking, budgets, and project reporting.
  • Cannot approve vendor bills or manage GL-impacting transactions.

Choosing the Right NetSuite User License

When evaluating licenses, ask:

• Does this user need to touch financial data?
• Are they approving, viewing, or creating records?
• Do they work in a warehouse, on sales, or in project delivery?

Pro tip: Don’t over-license. It’s much easier to add than remove.

Final Thoughts

Understanding NetSuite license types isn’t just a technical detail – it’s a strategic cost-saving lever. With the latest additions like View and Approve, CRM Only, and WMS Only, NetSuite gives you the flexibility to tailor access by role. That means better security, tighter budgets, and higher productivity.

Need help auditing your NetSuite licenses or right-sizing your roles? As always, please contact support@newgennow.com if you have any questions or need assistance with any of the items listed – we’re here to help!