Configure Netsuite
Expensify’s integration with NetSuite streamlines expense management by automatically syncing expense reports. This reduces manual entry, minimizes errors, and provides real-time visibility into spending. With this integration, you can:
- Speed up approvals and reimbursements.
- Gain clear insights for budgeting and compliance.
- Ensure seamless data flow between Expensify and NetSuite.
Accessing NetSuite Configuration Settings
NetSuite is connected at the workspace level, and each workspace can have a unique configuration.
To access the configuration settings:
- Click Settings in the bottom left menu.
- Select Workspaces from the left menu.
- Choose the workspace you want to configure.
- Click Accounting in the left menu.
Step 1: Configure Import Settings
To determine how data is imported from NetSuite to Expensify:
- Go to Accounting > Import.
-
Review and configure the following settings:
- Categories: NetSuite Expense Categories are automatically imported.
- Departments, Classes, and Locations: Import options include Tags, Report Fields, or Employee Defaults.
- Customers and Projects: Choose to import them as Tags or Report Fields.
- Cross-Subsidiary Customers/Projects: Enable this to import data across all NetSuite subsidiaries. Ensure “Intercompany Time and Expense” is enabled in NetSuite under Setup > Company > Enable Features > Advanced Features.
- Tax: Import NetSuite Tax Groups and configure in the Taxes tab.
- Custom Segments and Records: Import segments and records as Tags or Report Fields.
- Use the correct Field ID from NetSuite’s Transactions tab.
- Avoid using the “Filtered by” feature in Custom Segments.
- Custom Lists: Enable to import lists as Tags or Report Fields.
- Click the three-dot icon > Sync Now to update settings.
- After configuring settings, sync the NetSuite connection to apply changes.
Step 2: Configure Export Settings
To determine how data is exported from Expensify to NetSuite:
- Go to Accounting > Export.
-
Review and configure the following settings:
- Preferred Exporter: Select an admin to handle exports.
- Export Date Options:
- Date of Last Expense
- Submitted Date
- Exported Date
- Export Out-of-Pocket Expenses As:
- Expense Reports
- Vendor Bills
- Journal Entries (Note: Customers/projects cannot be exported with this option.)
- Export Company Card Expenses As:
- Expense Reports, Vendor Bills, or Journal Entries.
- Expensify Card expenses always export as Journal Entries.
- Export Invoices To: Choose an Accounts Receivable account.
- Invoice Item: Select or create an invoice line item.
- Export Foreign Currency Amount: Enable to export original expense amounts.
- Export to Next Open Period: Automatically exports expenses to the next open NetSuite period if the current one is closed.
- Click the three-dot icon > Sync Now to update settings.
Step 3: Configure Advanced Settings
To manage additional integration features:
- Go to Accounting > Advanced.
-
Review and configure the following settings:
- Auto-Sync: Enable for daily syncing.
- Sync Reimbursed Reports: Automatically updates reimbursement status between Expensify and NetSuite.
- Invite Employees & Set Approvals: Imports employees and sets approval workflows.
- Auto Create Employees/Vendors: Creates a NetSuite employee/vendor record if one doesn’t exist.
- Enable Newly Imported Categories: Automatically enables new Expense Categories from NetSuite.
- Approval Levels: Set NetSuite approval levels for Expense Reports, Vendor Bills, and Journal Entries.
- Custom Form ID: Use a specific NetSuite transaction form instead of the default.
- Click the three-dot icon > Sync Now to apply changes.
FAQ
How do I import new tags (departments, classes, locations) from NetSuite?
- Add new tags in NetSuite.
- Sync the NetSuite connection in Expensify.
- Enable or disable tags under Settings > Workspaces > [Workspace Name] > Tags.
Can I automate employee invitations and approval workflows from NetSuite?
Yes, enabling the feature will:
- Import employees from the connected NetSuite subsidiary.
- Notify them via email.
- Allow workflow configuration in Expensify Classic (Settings > Workspaces > People).
Why do company card expenses export immediately, but reimbursable expenses don’t?
- Reimbursable expenses export upon reimbursement in Expensify.
- Company card expenses export upon approval.
- If Auto-Sync is enabled, reimbursement status updates automatically.
How do I configure corporate card exports in NetSuite?
- Select the correct corporate card under Customization > Forms > Transaction Forms.
- Enable “Show” for “Account for Corporate Card Expenses” and “Corporate Card” fields.
- Set the default card account on employee records.
Why can’t I import custom segments created before 2019.1?
Check the “Use as Field ID” box in NetSuite. This assigns a unified ID to older segments.
How does Auto-Sync work with reimbursed reports?
- If a report is reimbursed in Expensify, NetSuite marks it as paid.
- If a report is marked as paid in NetSuite, Expensify updates the status during the next sync.
Will enabling Auto-Sync affect existing reports?
No, only newly approved reports will auto-export. Manually export older reports if needed.
How does multi-currency exporting work in NetSuite?
- Employee/vendor currency must match the subsidiary currency.
- The bank account currency must match the subsidiary currency for bill payments.