Introduction
Most companies approach NetSuite staffing as an either/or decision: build a full-time internal team or rely entirely on external consultants.
This binary thinking creates problems. Full-time teams get overwhelmed during implementations and sit underutilized between projects. Companies that rely only on contractors struggle with knowledge retention and continuity.
The reality is that the best NetSuite teams use both—strategically.
Full-time staff handle core operations and long-term system ownership. Contract consultants provide specialized expertise, surge capacity, and project-based support. Together, they create a flexible team structure that adapts to changing needs without overspending on permanent headcount.
Here’s how to decide what mix works for your business.
When Full-Time NetSuite Staff Make Sense
Full-time employees should own your NetSuite operations long-term. They understand your business deeply, maintain institutional knowledge, and evolve the system as your company grows.
Best uses for full-time staff:
System administration – Someone needs to manage users, permissions, saved searches, reports, and daily configuration changes. This ongoing work fits full-time roles.
Business process ownership – Finance, operations, and CRM processes require someone who understands how your business actually works—not just how NetSuite works.
Cross-departmental coordination – Full-time staff build relationships across finance, operations, and IT that enable better system design and change management.
Long-term roadmap planning – Someone needs to prioritize improvements, evaluate new modules, and align NetSuite capabilities with business strategy over multiple years.
Knowledge retention – When consultants leave after projects, full-time staff ensure critical knowledge stays in your organization.
Full-time staff create stability. They’re your system’s long-term owners, not temporary help.
When Contract Consultants Deliver More Value
Contract consultants fill gaps that full-time staff can’t cover efficiently. They provide specialized skills, handle project peaks, and deliver expertise that doesn’t justify permanent headcount.
Best uses for contract consultants:
Implementation projects – Building a new NetSuite system or adding major modules requires intensive effort for 3-6 months, then drops to maintenance levels. Contract consultants deliver implementation expertise without long-term payroll commitment.
Specialized technical work – Custom SuiteScript development, complex integrations, and advanced workflow automation often require skills your full-time admin doesn’t have. Specialists complete these projects faster than generalists learning on the job.
System rescue and optimization – When implementations go wrong or systems underperform, experienced consultants diagnose problems and implement fixes your internal team can maintain afterward.
Surge capacity – Major upgrades, year-end close, audit preparation, and other intensive periods need extra hands temporarily. Contract consultants provide support during peaks without permanent overhead.
Training and knowledge transfer – Bringing in experts to train your full-time staff builds internal capability faster than self-taught learning or online courses.
Industry-specific requirements – If you’re implementing complex revenue recognition, FDA compliance, or multi-entity consolidations, specialists with that exact experience deliver better results than generalists figuring it out.
Contract consultants provide flexibility. They scale your team up when you need them and scale down when you don’t.
The Hybrid Model: How Leading Companies Staff NetSuite
The most effective NetSuite teams combine both approaches strategically.
Typical hybrid structure:
1-2 full-time administrators manage daily operations, user support, report creation, and minor configuration changes. They own the system day-to-day.
Contract consultants for projects – When you’re implementing new modules, building integrations, or undertaking major configuration changes, you bring in specialists for 2-6 months.
On-call specialist support – Some companies retain consultants on retainer for a few hours monthly to advise on complex problems, review planned changes, or provide technical expertise the internal team lacks.
This structure gives you stability (full-time staff) plus flexibility (contract consultants) without the cost of maintaining full-time specialists who sit idle between projects.
Example:
A $50M SaaS company runs NetSuite with:
- 1 full-time NetSuite Administrator managing daily operations
- 1 full-time Financial Systems Analyst handling reporting and month-end processes
- Contract consultants for projects (4-6 month engagements when adding modules or building integrations)
- On-call SuiteScript developer (10 hours/month for custom work and troubleshooting)
Total cost: Roughly $200K/year for full-time staff + $80-120K for project consultants = $280-320K annually
Compare this to hiring 3-4 full-time specialists at $120K+ each ($360-480K) who would be underutilized between projects, or relying entirely on contractors ($400K+) with no institutional knowledge.
The hybrid model delivers the capabilities you need at the most efficient cost.
How to Decide What Your Business Needs
Your optimal staffing mix depends on three factors:
1. NetSuite complexity
Simple implementations (single subsidiary, basic financials, standard CRM) can run with one full-time administrator plus occasional contract help.
Moderate complexity (multi-subsidiary, some customizations, a few integrations) typically needs 1-2 full-time staff plus regular contract support for projects.
High complexity (heavy customization, many integrations, multiple modules across finance/CRM/operations) requires 2-3 full-time staff plus frequent contract specialists.
2. Project cadence
Steady operations with occasional projects – Lean toward full-time staff with contract consultants for specific initiatives.
Frequent major projects – Consider more contract support with fewer full-time staff, or build a larger full-time team if project volume justifies it.
One-time implementation then maintenance – Use contract consultants heavily during implementation, then shift to minimal full-time staff for ongoing operations.
3. Internal skill development goals
Building internal expertise – Hire full-time staff and use contractors to train them. Over time, your team handles more work internally.
Outsourcing complexity – Keep full-time staff focused on business processes and operations while contractors handle technical work indefinitely.
Most companies aim for the first approach—building internal capability over time while using contractors for specialized work that doesn’t justify full-time roles.
Cost Comparison: Full-Time vs. Contract
Cost analysis should include total cost of employment, not just salary.
Full-time employee costs:
- Base salary: $90-130K for mid-level NetSuite administrator
- Benefits (healthcare, 401k, etc.): 20-30% of salary = $18-39K
- Payroll taxes: 7.65% = $7-10K
- Training and certifications: $2-5K annually
- Overhead (office, equipment, software): $10-15K
Total annual cost: $127-199K per employee
Contract consultant costs:
- Hourly rate: $100-150/hour
- 1,000 hours/year (roughly half a full-time equivalent): $100-150K
- No benefits, taxes, or overhead
Total annual cost: $100-150K for half-time equivalent
Contract consultants cost more per hour but less annually if you don’t need full-time capacity. The break-even point is roughly 900-1,100 billable hours per year.
When contractors cost less:
- Project-based work that doesn’t require year-round presence
- Specialized skills needed for 3-6 month implementations
- Surge capacity during busy periods
When full-time staff cost less:
- Ongoing system administration requiring 40 hours/week year-round
- Roles that span multiple business processes requiring deep company knowledge
- Positions where retention of institutional knowledge justifies overhead
Most companies find a mix of both delivers optimal cost efficiency.
Common Staffing Mistakes to Avoid
Mistake 1: Hiring full-time for project work
Companies hire full-time NetSuite developers or implementation specialists for a 6-month project, then struggle to keep them busy afterward. These roles turn over quickly when there’s insufficient work.
Better approach: Use contract consultants for project work and hire full-time only for ongoing roles.
Mistake 2: Relying entirely on contractors
Companies that use only contractors lose institutional knowledge when projects end. Each new consultant relearns your business, and no one maintains long-term system ownership.
Better approach: Hire at least one full-time administrator who owns the system long-term and coordinates with contract consultants during projects.
Mistake 3: Underestimating ongoing administration needs
Companies implement NetSuite, then assume it runs itself. Users need support, reports need updating, workflows need adjusting, and someone needs to manage quarterly releases.
Better approach: Plan for at least one full-time administrator for ongoing operations, even if you used contractors for implementation.
Mistake 4: Hiring generalists for specialized work
Companies hire a general NetSuite administrator, then expect them to build complex integrations or advanced SuiteScript customizations. These specialized skills take years to develop.
Better approach: Full-time staff handle operations; contract specialists handle technical projects requiring deep expertise.
Mistake 5: Not planning for knowledge transfer
When contractors leave, their knowledge leaves with them—unless you’ve documented their work and trained your team.
Better approach: Require documentation and training as part of every contract engagement so your full-time staff can maintain what consultants build.
How to Transition Between Models
Your staffing mix will evolve as your company and NetSuite use mature.
Typical progression:
Phase 1: Implementation (Months 1-6)
- Heavy contract consultant usage
- Hire your first full-time administrator near the end of implementation
- Consultants train your admin during knowledge transfer
Phase 2: Stabilization (Months 7-12)
- Full-time admin handles daily operations
- Occasional contract support for cleanup and optimization
- Focus on building internal capability
Phase 3: Growth (Year 2+)
- Add full-time staff as system complexity grows
- Use contract consultants for new module implementations
- Maintain hybrid model with core full-time team plus project-based contractors
This progression builds internal capability over time while maintaining flexibility for projects and specialized work.
How NetSuiteHire Supports Your Staffing Strategy
Whether you need full-time staff, contract consultants, or both, we help you build the right team:
For contract projects: We match you with pre-vetted consultants who have the exact skills your project requires—within 24 hours.
For full-time hires: We connect you with candidates who want permanent roles and have the experience to grow with your business.
For ongoing support: We provide flexible arrangements—from a few hours monthly to full-time temporary coverage—that scale with your needs.
You don’t need to choose one staffing model forever. The best NetSuite teams evolve their mix of full-time and contract resources as business needs change.
Conclusion: Build a Flexible, Cost-Effective Team
The choice isn’t full-time versus contract consultants. It’s finding the right mix for your business.
Full-time staff provide stability, institutional knowledge, and long-term system ownership. Contract consultants provide specialized expertise, project capacity, and flexibility.
Together, they create a NetSuite team that adapts to changing needs, delivers projects on time, and manages costs effectively—without sacrificing quality or continuity.
Ready to build your NetSuite team? We’ll help you find the right mix of full-time and contract talent that fits your business.
