If you're already connected and need guidance configuring the integration, please see Configuring your NetSuite Connection.

This article covers:

Important Notes Before Getting Started

  • Companies will need to have a Corporate policy in Expensify to integrate with NetSuite.
  • Employees do not need NetSuite access or a NetSuite license to submit expense reports for export to NetSuite.
  • Ensure that your policy's report output currency setting matches the NetSuite Subsidiary default currency.
  • If you choose to sync "People," all employees under the Subsidiary that you are syncing will be brought in to Expensify, and you MUST select an approval workflow on the policy People settings page, allowing you to set a final approver. 
  • If Manager Approval is chosen when using "People" sync, Expensify will set the “expense approver” in NetSuite as the approver in Expensify. If an expense approver doesn’t exist in NetSuite then the supervisor will be used.
  • Make sure your page size is set to 1000 for importing your customers and vendors. Go to Setup > Integration > Web Services Preferences > 'Search Page Size'

Step 1: Enable SuiteSignOn and Web Services features in NetSuite

  • Log into NetSuite as an administrator and go to Setup > Company > Enable Features > SuiteCloud tab
  • Click the checkbox next to Web Services and SuiteSignOn then click Save at the bottom of the page to enable these features.

Step 2: Install the Expensify Bundle in NetSuite

  • Logged into NetSuite as an administrator, go to Customization > SuiteBundler > Search & Install Bundles then search for "Expensify." 
  • Select "Show on Existing Custom Forms" for all available fields.

Step 3: Confirm Expense Reports are Enabled in NetSuite

Enabling Expense Reports is required as part of Expensify's integration with NetSuite. 

  • Logged into NetSuite as an administrator, go to Setup > Company > Enable Features > Employees
  • Confirm the checkbox next to Expense Reports is checked. If it is not, click the checkbox then click Save to enable Expense Reports.

Step 4: Confirm Expense Categories are set up in NetSuite

Once Expense Reports are enabled Expense Categories can be set up in NetSuite. Expense Categories are an alias for General Ledger accounts for coding expenses.

  • Logged into NetSuite as as administrator, go to Setup > Accounting > Expense Categories. A list of Expense Categories should be available. 
  • If no Expense Categories are visible click on "New" to create new Expense Categories.

Step 5A: Confirm Journal Entry Transaction Forms are Configured Properly

  • Logged into NetSuite as an administrator, go to Customization > Forms > Transaction Forms. 
  • Click "Customize" or "Edit" next to the Standard Journal Entry form then click Screen Fields > Main. Please verify the "Created From" label has "Show" checked and the Display Type is set to Normal.
  • Click the sub-tab Lines and verify that the "Show" column for "Receipt URL" is checked.
  • Go to Customization > Forms > Transaction Forms and ensure all other Transaction Forms with the Journal type have this same configuration.

Step 5B: Confirm Expense Report Transaction Forms are Configured Properly

  • Logged into NetSuite as an administrator, go to Customization > Forms > Transaction Forms. 
  • Click "Customize" or "Edit" next to the Standard Expense Report form then click Screen Fields > Main. Please verify the "Created From" label has "Show" checked and the Display Type is set to Normal (see screenshot below).
  • Click the sub-tab Expenses and verify that the 'Show' column for 'Receipt URL' is checked.
  • Go to Customization > Forms > Transaction Forms and ensure all other Transaction Forms with the Expense Report type have this same configuration.

Step 5C: Confirm Vendor Bill Transactions Forms are Configured Properly

  • Logged into NetSuite as an administrator, go to Customization > Forms > Transaction Forms. 
  • Click "Customize" or "Edit" next to your preferred Vendor Bill form then click Screen Fields > Main and verify that the "Created From" label has "Show" checked (see screenshot below) and that Departments, Classes, and Locations have the "Show" label unchecked. 
  • On the Expenses Sub-tab (there are two, make sure to click the second one!) ensure "show" is checked for Receipt URL, Department, Location, and Class
  • Go to Customization > Forms > Transaction Forms and ensure all other Transaction Forms with the Vendor Bill type have this same configuration.

Step 6: Set up Tax Groups (only required if tracking taxes)

Expensify imports NetSuite Tax Groups, which you can find in NetSuite under Setup > Accounting > Tax Groups.

Tax Groups are an alias for Tax Codes in NetSuite and can contain one or more Tax Codes (Please note: for UK and Ireland subsidiaries please ensure your Tax Groups do not have more than one Tax Code). We recommend naming Tax Groups so they are easily understood by your employees. Both the name and rate will display in Expensify.

  • Ensure Tax Groups can be applied to expenses by going to Setup > Accounting > Set Up Taxes and set the Tax Code Lists Include preference to "Tax Groups And Tax Codes" or "Tax Groups Only". If this field does not display, don't worry! This just means it does not need to be set for that country.

Step 7: Connect Expensify and NetSuite

  • Log into Expensify as a Policy Admin and go to Admin > [Policy Name] > Connections > NetSuite. Click the "radio button" next to Connect to NetSuite and enter a NetSuite User ID (email) and NetSuite Account ID (not your password). You must create the connection using a NetSuite account with an administrator role. 
  • You will need to enter the NetSuite Account ID associated with the environment you are choosing to connect with. The Account ID can be found in NetSuite by going to Setup > Integration > Web Services Preferences.
  • Click Connect to NetSuite. You can choose whether you want to connect to your production or sandbox environment.
  • Important: after grabbing the Account ID from NetSuite, please make sure to close the tab/window with NetSuite. Once we log in, it will open a second tab with NetSuite and having 2 instances of this page open can cause issues.
  • The next page will ask that you log into NetSuite using your administrator credentials (your User ID and password this time). 
  • If you have multiple NetSuite user accounts, you will need to select the administrator role on the following screen. The administrator credentials are only required to establish the initial connection, per NetSuite's documentation.  
  • Finally, you will be redirected to the NetSuite dashboard. Immediately Sign Out of NetSuite, which is what will trigger the sync between Expensify and NetSuite. 
  • You will be sent back to the Connections page in Expensify. The NetSuite connection will be synced and the Configuration dialog will open. You should then be connected! 

If you are experiencing issues after following these steps take a look at our NetSuite Troubleshooting page

If you cannot resolve the issue email help@expensify.com to reach our Success Team, or check out our Community Forum for even more help!

Now that you're connected, check out our guide on
Configuring your NetSuite Connection!

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