Auto Sync

How does auto-sync work?

Auto-Sync keeps Expensify and NetSuite in-sync automatically. When you final approve a report in Expensify, we'll queue it up to sync over to NetSuite. We'll also update your policy information in Expensify every day.

What information in Expensify gets updated every day?

Once per-day, we'll update everything that you've defined for import within the Coding section of your connection. For example, if you add new customers, and are tracking those on the line-item level via Tags, we'll import those new customers. 

If you're not using Expensify's Direct Deposit ACH, and you pay an expense report or vendor bill in NetSuite, we'll update the status of the expense report in Expensify from Approved to Reimbursed. That process runs once per-day.

How do reports get synced to NetSuite? 

When you final approve a report in Expensify, we'll automatically export it to NetSuite, using the setting you've defined in the Export section of your connection.

If you're using Expensify's Direct Deposit ACH, when an expense report is reimbursed in Expensify, the corresponding Bill Payment will be automatically created in NetSuite. That process runs once per-day.

What happens if the report can't be synced to NetSuite automatically?

There are a number of reasons why your reports may fail to sync to NetSuite, in which case we'll send an email to your technical contact (as defined in the Connections section of your policy), and we'll place your reports in your Inbox. There, you'll be able to fix any issues (need help? Check out our troubleshooting page on NetSuite export errors) and sync manually.

How can I make sure that I final approve reports before they're synced to NetSuite?

You'll want to make sure that your policies are set up with the correct workflow, so that they are reviewed by the appropriate people within Expensify before exporting to NetSuite. We have some examples of workflow in our help documentation, to help guide you through defining your own workflow.

You may also want to use Domain Control to strictly enforce expense policy workflows, as this will make sure that your policy's workflow is always followed.

Invite Employees & Set Approval Workflow

This option allows Expensify to import your employees from the selected NetSuite subsidiary, invite them to your Expensify policy and set the approval workflow. When new employees are imported to Expensify, an email informing them they have been added to the policy will be sent to their email address. 

The policy Approval Workflow will be defaulted to Manager Approval, importing NetSuite approval workflows directly into Expensify. 

Approval Workflow can be further configured on the policy People settings page after configuring your NetSuite connection. 

Basic Approval:

  • A single level of approval, where all users submit directly to a Final Approver. 
  • The Final Approver defaults to the policy owner, but can be edited on the people page, shown above. 

Manager Approval (default):

  • Two levels of approval route reports first to an employee's NetSuite expense approver or supervisor, and second to a policy-wide Final Approver. 
  • By NetSuite convention, if no expense approver exists, Expensify will map to the supervisor.
  • The Final Approver defaults to the policy owner, but can be edited on the people page, shown above. 

Configure Manually:

  • Employees will be imported, but ALL levels of approval must be manually configured on the policy's People settings page. 

Automatically Create Employees/Vendors

This option will automatically create a new employee or vendor from the email of the report submitter (depending on your export settings) if one doesn't already exist in NetSuite. 

Export Foreign Currency Amount

This feature allows you to send the original amount of the expense rather than the converted total when exporting to NetSuite.

Sync Reimbursed Reports

If using Expensify Direct Deposit ACH and exporting reimbursable expenses as Expense Reports or Vendor Bills, when an expense report is reimbursed in Expensify, the corresponding Bill Payment will be automatically created in NetSuite. To enable this feature, click on the toggle in the Advanced Settings and select the appropriate account for the Bill Payment transaction. The selected account will need to match the default account for Bill Payments in NetSuite.

Alternatively, if reimbursing outside of Expensify, this feature will update the status of the expense report in Expensify from Approved to Reimbursed when the respective report is paid in NetSuite.

Setting Approval Levels

You can set the approval levels based on your export type. 

  • Expense Reports: the options are NetSuite default preference, Supervisor approval only, Accounting approval only, or Supervisor and accounting approved. 
  • Vendor Bills or Journal Entries: the options are NetSuite default preference, Pending approval, or Approved for posting.

Please note! If you have approval routing selected in your accounting preference, this will override the selections in Expensify. If you do not wish to use approval in NetSuite go to Setup > Accounting > Accounting Preferences > Approval Routing and make sure Vendor Bills and Journal Entries are not selected. 

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