Configure Netsuite
Expensify’s integration with NetSuite streamlines expense management by automatically syncing reports. This reduces manual work, improves visibility, and supports accurate compliance and budgeting.
With this integration, you can:
- Speed up approvals and reimbursements
- Gain real-time visibility into spend
- Sync directly between Expensify and NetSuite
Access NetSuite Configuration Settings
Each Expensify Workspace has its own configuration with NetSuite.
To access:
- From the left-hand menu, go to Workspaces > [Workspace Name] > Accounting
- Click NetSuite > Configure
Step 1: Configure Import Settings
To control what data is imported from NetSuite:
- Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Import
- Review and customize these options:
- Categories – NetSuite Expense Categories are imported automatically
- Departments, Classes, and Locations – Import as:
- Tags (per expense)
- Report Fields (per report)
- Employee Defaults
- Customers and Projects – Import as Tags or Report Fields
- To support cross-subsidiary data, enable Intercompany Time and Expense under Setup > Company > Enable Features > Advanced Features
- Tax – Imports NetSuite Tax Groups into the Taxes tab
- Custom Segments and Records – Import as Tags or Report Fields
- Use Field IDs from NetSuite’s Transactions tab
- Do not use the “Filtered by” feature in NetSuite Custom Segments
- Custom Lists – Import as Tags or Report Fields
- Click the three-dot icon and choose Sync Now to apply changes
Step 2: Configure Export Settings
To manage how reports are exported from Expensify to NetSuite:
- Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Export
- Configure the following:
- Preferred Exporter – Select the Workspace Admin who will handle exports
- Export Date Options – Choose from:
- Date of Last Expense
- Submitted Date
- Exported Date
- Export Out-of-Pocket Expenses As:
- Expense Reports
- Vendor Bills
- Journal Entries (Note: Journal Entries do not support Customers or Projects)
- Export Company Card Expenses As:
- Expense Reports
- Vendor Bills
- Journal Entries
- Expensify Card expenses always export as Journal Entries
- Export Invoices To – Choose the Accounts Receivable account
- Invoice Item – Select or create the item line for invoices
- Export Foreign Currency Amount – Enable to export original currency values
- Export to Next Open Period – Enable to skip closed periods and use the next available NetSuite period
- Click the three-dot icon > Sync Now to apply changes
Step 3: Configure Advanced Settings
For additional control:
- Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Advanced
- Configure the following options:
- Auto-Sync – Enable for daily syncing of NetSuite data
- Sync Reimbursed Reports – Automatically updates status between systems
- Invite Employees & Set Approvals – Imports employees and sets workflow
- Auto Create Employees/Vendors – Automatically creates a NetSuite record if one doesn’t exist
- Enable Newly Imported Categories – Activates newly synced Expense Categories
- Approval Levels – Set approval levels for:
- Expense Reports
- Vendor Bills
- Journal Entries
- Custom Form ID – Use a specific NetSuite 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 in Workspaces > [Workspace Name] > Tags
Can I automate employee invitations and approval workflows from NetSuite?
Yes. When enabled:
- Employees are imported from the connected NetSuite subsidiary
- Invitations are emailed
- Approval workflows can be customized in Workspaces > [Workspace Name] > Workflows
Why do company card expenses export immediately, but reimbursable expenses don’t?
- Reimbursable expenses export after reimbursement
- Company card expenses export after approval
- Auto-Sync ensures reimbursement status updates automatically
How do I configure corporate card exports in NetSuite?
- Go to Customization > Forms > Transaction Forms
- Open the correct form
- Enable the following fields:
- Account for Corporate Card Expenses
- Corporate Card
- 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 usable ID to older segments for import into Expensify.
How does Auto-Sync work with reimbursed reports?
- When a report is reimbursed in Expensify, NetSuite marks it as paid
- If paid in NetSuite, Expensify reflects that during the next sync
Will enabling Auto-Sync affect existing reports?
No. Auto-Sync only applies to newly approved reports. Export older reports manually if needed.
How does multi-currency exporting work in NetSuite?
- The employee/vendor currency must match the subsidiary
- The bank account currency must match the subsidiary for bill payments