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Mailchimp for NetSuite Setup with Features Explained

Hello there! Are you new to SyncApps? Do you need to know how to put all the pieces together? 

We’re here to help! We’ve crafted this article just for you to help you understand how SyncApps works when integrating Mailchimp with NetSuite.

Before starting, take a look at our basic integration setup, as explained here:

Check out some key documentation for Mailchimp for NetSuite integration:

Before setting up the integration, here are some important integration points:

  • Make sure that your NetSuite Roles/Permissions and Authentication (2FA is suggested) are set.
  • Create a test Saved Search, Subscription, or records for testing purposes.
  • Create a test Audience in Mailchimp (this test Audience will be specified in Step 2 of the Sync Profile where you want your NetSuite records to be synced).
  • Scheduling of a Sync Profile is available on Free Trial and Paid plans. (Step 6)

Let’s get started!

Setting up your Sync Profile

Setting up your Sync Profile (integration) is easy! NetSuite to Mailchimp Setup. If you're looking for a Quick Setup Guided Tour for NetSuite, see this video here.

You are now setting up the integration, so we are giving you an EXTRA 2 Weeks Free on us! Enjoy 4 Full Weeks of our real-time, Enterprise plan integration. Here are features you can utilize during your Free Trial:

  • Unlimited Records sync between Mailchimp
  • Unlimited Opt-Outs or unsubscribed sync from Mailchimp to NetSuite ( Global Subscription Status set to "Soft Opt-Out"
  • Unlimited Saved Searches or Subscriptions
  • Unlimited Email Marketing Data from Mailchimp to NetSuite
  • Sync on Demand included for easy testing of your integration scenarios
  • Scheduling of a Sync Profile is available on Free Trial and Paid plans (Step 6)


Logging in to your SyncApps account will land you the SyncApps Dashboard. Head to Sync Profiles and Once you’ve selected the Sync Profiles tab, tap the “Create Sync Profile” button.

Enter any designated name for your new Sync Profile as your identifier. Then in Sync Type, select NetSuite to Mailchimp. 

Step 1: NetSuite


Enter your NetSuite account credentials such as your Account ID, Username, Password, and Application ID, since we're using the "Username and Password" Authentication type. If you're using Token-Based Authentication, please see the article below on how to do it:

How to Setup NetSuite Token Based Authentication as Authentication Type

The NetSuite Sandbox is a test account type that uses testing records. This option won't affect your live or production records when syncing. If you are testing records or requirements and want your production records to remain unaltered, enable this option.

Select "Records to Sync". Available options are All Contacts, Specific NetSuite Saved Searches, Specific NetSuite Contact Subscriptions, and Specific NetSuite Customer Subscriptions.

You can only use 1 "Records to Sync" per Sync Profile. For example, if you select "All Contacts" as the "Records to Sync", then all the Contact type records in your NetSuite database will be synced to and from Mailchimp.

Remove opted-out Customers or Contacts in NetSuite from Mailchimp. 

  • A record is considered to be opted out if its Global Subscription Status is either Soft Opt-Out or Confirmed Opt-Out.

    If this option is not checked, then opted-out Customers or Contacts are ignored (not synced to Mailchimp).

Sync deleted Contacts or Customers in NetSuite to Mailchimp 

  • If Customer or Contact is deleted in NetSuite, SyncApps will remove the email address from Mailchimp.

Below are more options based on your requirements. Tap the plus (+) icon to view the options.

Sync Email Marketing Data

  • If this option is checked, email marketing data (opens, clicks, and links clicked metrics) will be synced to a custom record in NetSuite.

    The custom record will be created automatically by SyncApps and will capture data for 30 days after a campaign is initiated.

    Email Marketing Campaign metrics land on the custom subtab in the NetSuite Customer/Contact record. The NetSuite custom subtab name can be changed to meet your needs in NetSuite. Please see here for more details.

Replace UTF-16 characters with blank

  • Emojis and other special characters with UTF-16 encoding are not supported by the NetSuite API. Enabling this feature will replace those characters with a blank space during sync to avoid errors.

New Subscriber Object Type

  • Select what NetSuite object type to be created when a new record is created in Mailchimp.

Use Email Address as Entity ID (Name) for new Contact or Customer

  • By default, SyncApps will use First Name + Last Name for Contact Name, and Company Name as Customer Name. If this option is checked, SyncApps will use the email address instead.

Default Subsidiary (for NetSuite OneWorld user only)

  • For NetSuite OneWorld users, please enter default subsidiary name for new Customer or Contact created by SyncApps, otherwise, Customer or Contact creation will fail. In some cases, a subscriber will create a Sync Profile for each NetSuite Subsidiary that they want to integrate. To make sure that each Sync Profile syncs with its assigned Subsidiary, please be sure to only use a NetSuite role with NetSuite Subsidiary access and also create a separate NetSuite role for reach NetSuite Subsidiaries assigned.

         Note: Default subsidiary is only used for new record creation in NetSuite.

After you have set the configuration in Step 1, hit the next button.

Step 2: Mailchimp


Enter your Mailchimp API key. To obtain a Mailchimp API key please log into Mailchimp, press the Top Menu: Account > Extras > Your API Keys. Create a new API Key or copy an existing API Key into SyncApps.

To use SyncApps you must be in a Mailchimp Admin role and above. Please use your username and password for the Admin role or above.

Enter the name of your Main Audience afterward to create a new Audience or just select one from the dropdown list of Audiences.

Now, what is the Main Audience, and why do we need to define it in Step 2?

Note: We require to define a Main Audience because Mailchimp needs it in creating, updating, and removing records using its API.

If you would like to sync to a different List in Mailchimp, you'll need to setup another Sync Profile for that use case.

For more options, tap the plus (+) icon. If you want to learn more about the features, hover over to the SyncNotes tooltips (i)

Do not sync new Mailchimp subscribers (One-Way sync)
  • If you want the records to flow from NetSuite only without adding new records from Mailchimp, you may check the "One-Way Sync" option.
  • If using multiple Sync Profiles with the same “Main Audience”, out of those Sync Profiles, set all but 1 Sync Profile as One-Way Sync so that it will minimize API Calls.

    This means that SyncApps will only sync unsubscribed data through one Sync Profile. It's not a One-Way Sync for efficiency since all the integrations are utilizing one Main Audience.

Group Title to Use (“Use Groups” under Segmentation method)

  • If this option is checked, then SyncApps will automatically create and segment your CRM Saved Searches to Mailchimp Groups under the specified Main Audience.
  • Auto-creates Mailchimp Groups or Static Segments into your Mailchimp Audience from your CRM Groups. Alternately, if selected, Static Segments are auto-created from your Saved Searches used in Step 1 of your Sync Profile.

Use Tags” under Segmentation method

Enable Double Opt-In 
  • If double opt-in is enabled, a confirmation email will be sent by Mailchimp to subscribers to ask their permissions to be added in the Audience.
Do not sync unsubscribed status to NetSuite
  • By default, SyncApps will set opted-out status in NetSuite for unsubscribed emails. Please check this checkbox if you don't want unsubscribed emails to be synced.

On a Full Sync, remove any Contacts from the Mailchimp Audience when they no longer meet any segmentation criteria in Step 1 or Step 5.

  • If using the Add-On for Full Sync, this feature will delete the Contact from the Mailchimp Audience each time a Full Sync is being run in your integration.

    The Full Sync option is visible in Sync Add-Ons in Step 3 only if you have selected a segmentation feature (either NetSuite Saved Search, Salesforce Campaign or Marketing List, Dynamics 365 Marketing List, Zoho Campaign, Bullhorn Tearsheet or the Enable Segmentation feature in Step 5).

Update NetSuite if subscribers update their profiles in Mailchimp

  • This feature, if selected, will use mapping configuration in Step 4 of your Sync Profile to update records in your CRM. Please make sure you configure the mapping correctly.

    A Mailchimp webhook will be enabled in the Mailchimp Audience that was named in Step 2 of your Sync Profile if this option is enabled.

    Please note that webhooks run independently of your integration when any data is modified on the Mailchimp side.

Campaign Response Sync Selection

  • Each Mailchimp Campaign syncs back to a NetSuite Note on each record sent to or from Mailchimp.
Sync eCommerce Data
  • Please note that the first sync may take longer than usual due to integrating all NetSuite Sales Orders, Products, and Customers from NetSuite to Mailchimp to analyze eCommerce metrics.
  • Please tap here for more information.

Step 3: Sync Add-Ons


Sync Add-Ons are optional. Available Add-Ons in Step 3 of the Sync Profile may depend on which Plan and integration you select.

Want to know which Sync Add-On fits your requirement? Give us a shout out today!

Step 4: Field Mapping


Field Mapping is optional. Basic fields such as Email Address, Name, Title, Address, Company Name, and Phone are already pre-mapped even if you haven’t enabled this step. If you have additional fields to map, then you’ll have to set these fields up here.

Generic Field Mapping Guide

Step 5: Filtering and Segmentation


This step is one of our most powerful features ever used by most of our subscribers. For example, you have thousands of records in your CRM then you only want to pull out the records with specific criteria, only these records will be synced to your Mailchimp Main Audience. 

See here for more information on how it works.

Filtering and Segmentation Guide

Step 6: Sync Scheduling


Finally, the very last step. Just select the time when you would like to sync your data automatically.

Sync Scheduling Guide

Tap the "Finish" button and then Sync Now. More questions or hit any snags? You can always reach out to our 24/7 Support Team.

Need some help?

Check out the options below on how you can contact our Support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled 


Check out these Help Desk articles for answers to frequently asked questions.

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Be sure to check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year integrating NetSuite with Mailchimp.


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