Connect To NetSuite

Expensify integrates directly with NetSuite to automate report exports, customize your coding preferences, and leverage NetSuite’s advanced features. Follow the steps below to set up the integration.

Before You Connect NetSuite to Expensify

  • Token-based authentication ensures each request to NetSuite is signed and verified for authenticity.
  • You must have administrator access in NetSuite to initiate the connection.
  • Control Plan in Expensify is required for this integration.
  • Employees do not need NetSuite access or a license to submit expense reports; the integration is managed by the Workspace Admin.
  • Each NetSuite subsidiary requires its own Expensify Group Workspace.
  • Verify that your workspace’s report output currency matches the NetSuite Subsidiary’s default currency.
  • Set your Search Page Size to 1000 in NetSuite under Setup > Integration > Web Services Preferences > ‘Search Page Size’.

Step 1: Install the Expensify Bundle in NetSuite

  1. Log into NetSuite as an administrator and go to Customization > SuiteBundler > Search & Install Bundles.
  2. Search for “Expensify” and select the Expensify Connect bundle (Bundle ID 283395).
  3. Click Install.
  4. If you already have the Expensify Connect bundle installed, go to Customization > SuiteBundler > Search & Install Bundles > List and update to the latest version.
  5. Ensure Show on Existing Custom Forms is selected for all available fields.

Step 2: Enable Token-Based Authentication

  1. In NetSuite, navigate to Setup > Company > Enable Features > SuiteCloud > Manage Authentication.
  2. Enable Token-Based Authentication.
  3. Click Save.

Step 3: Add Expensify Integration Role to a User

The user you assign this role to must have the required permissions, but does not need to be an administrator.

  1. Go to Lists > Employees in NetSuite and find the employee you wish to add the Expensify Integration role to.
  2. Click Edit > Access, select the Expensify Integration role from the dropdown, and assign it to the user.
  3. Click Save.

Note: Tokens are tied to both the user and role. Once the token-based connection has been established, you cannot change the role. Always use the same user/role combination for syncing or exporting.

Step 4: Create Access Tokens

  1. Use Global Search in NetSuite to search for “page: tokens”.
  2. Click New Access Token.
  3. Select Expensify as the application.
  4. Choose the Expensify Integration role.
  5. Click Save.
  6. Copy the Token and Token ID and save them securely, as they will only be visible once.

Step 5: Confirm Expense Reports are Enabled in NetSuite

  1. Log into NetSuite as an administrator and go to Setup > Company > Enable Features > Employees.
  2. Ensure the Expense Reports checkbox is checked.
  3. If not, check it and click Save.

Step 6: Confirm Expense Categories are Set Up in NetSuite

  1. Go to Setup > Accounting > Expense Categories in NetSuite.
  2. If no Expense Categories are visible, click New to create them.

Step 7: Confirm Journal Entry Transaction Forms are Configured Properly

  1. Navigate to Customization > Forms > Transaction Forms.
  2. Click Customize or Edit next to the Standard Journal Entry form.
  3. Under Screen Fields > Main, ensure the “Created From” label is set to Show and the Display Type is set to Normal.
  4. Under the Lines sub-header, verify that Receipt URL is set to Show.
  5. Repeat this for all other journal-type transaction forms.

Step 8: Confirm Expense Report Transaction Forms are Configured Properly

  1. Go to Customization > Forms > Transaction Forms in NetSuite.
  2. Click Customize or Edit next to the Standard Expense Report form.
  3. Under Screen Fields > Main, ensure the “Created From” label is set to Show and the Display Type is Normal.
  4. Under the Expenses sub-header, verify that Receipt URL is set to Show.
  5. Repeat this for all other expense report-type transaction forms.

Step 9: Confirm Vendor Bill Transactions Forms are Configured Properly

  1. Navigate to Customization > Forms > Transaction Forms in NetSuite.
  2. Click Customize or Edit next to your preferred Vendor Bill form.
  3. Under Screen Fields > Main, ensure the “Created From” label is set to Show and that Departments, Classes, and Locations have the “Show” label unchecked.
  4. Under the Expenses sub-header, ensure Receipt URL, Department, Location, and Class are set to Show.
  5. Repeat for all other vendor bill-type transaction forms.

Step 10: Confirm Vendor Credit Transactions Forms are Configured Properly

  1. Navigate to Customization > Forms > Transaction Forms in NetSuite.
  2. Click Customize or Edit next to your preferred Vendor Credit form.
  3. Under Screen Fields > Main, ensure the “Created From” label is set to Show and that Departments, Classes, and Locations have the “Show” label unchecked.
  4. Under the Expenses sub-header, ensure Receipt URL, Department, Location, and Class are set to Show.
  5. Repeat for all other vendor credit-type transaction forms.

Step 11: Set Up Tax Groups (only if tracking taxes)

Tax Groups in NetSuite are imported into Expensify, and they act as aliases for Tax Codes.

  1. Go to Setup > Accounting > Tax Groups in NetSuite.
  2. Click New to create a new Tax Group.
  3. Select the country and Tax Name (this will be visible to employees in Expensify).
  4. Choose the relevant Tax Code and Subsidiary.
  5. Click Save.

Ensure Tax Groups can be applied to expenses by setting the Tax Code Lists Include preference to Tax Groups And Tax Codes or Tax Groups Only in Setup > Accounting > Set Up Taxes.

Step 12: Connect Expensify and NetSuite

  1. Log into Expensify as a Workspace Admin and go to Settings > Workspaces > [Workspace Name] > Accounting > NetSuite.
  2. Click Connect to NetSuite.
  3. Enter your Account ID (found in NetSuite under Setup > Integration > Web Services Preferences).
  4. Enter the token and token secret.
  5. Click Connect to NetSuite.

After connecting, the NetSuite connection will sync, and the configuration dialogue box will appear.

Note: The connection must be created using a NetSuite account with the Expensify Integration role.

FAQ

Can negative expenses be exported to NetSuite?

Yes, you can export reports with negative totals to NetSuite by selecting Vendor Bill as your export option. Instead of a bill, a vendor credit will be created in NetSuite.

Important: Only enable this if you pay employees/vendors outside of Expensify.

How do you switch the owner of the connection between NetSuite and Expensify?

To transfer the connection ownership:

  1. Navigate to Settings > Workspaces > Workspace Name > Accounting > NetSuite.
  2. Click Configure to review the current settings.
  3. Select Do not connect to NetSuite, then Connect to NetSuite again.
  4. Enter the new admin’s email address and NetSuite account ID.
  5. Follow the steps to reconfigure the connection.

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