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:

1. Click Settings in the bottom left menu.
2. Select Workspaces from the left menu.
3. Choose the workspace you want to configure.
4. Click Accounting in the left menu.

Step 1: Configure Import Settings

To determine how data is imported from NetSuite to Expensify:

1. Go to Accounting > Import.

2. 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.
3. Click the three-dot icon > Sync Now to update settings.
4. 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:

1. Go to Accounting > Export.

2. 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.
3. Click the three-dot icon > Sync Now to update settings.

Step 3: Configure Advanced Settings

To manage additional integration features:

1. Go to Accounting > Advanced.

2. 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.
3. Click the three-dot icon > Sync Now to apply changes.

FAQ

How do I import new tags (departments, classes, locations) from NetSuite?

1. Add new tags in NetSuite.
2. Sync the NetSuite connection in Expensify.
3. 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?

1. Select the correct corporate card under Customization > Forms > Transaction Forms.
2. Enable “Show” for “Account for Corporate Card Expenses” and “Corporate Card” fields.
3. 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.