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:

  1. From the left-hand menu, go to Workspaces > [Workspace Name] > Accounting
  2. Click NetSuite > Configure

Step 1: Configure Import Settings

To control what data is imported from NetSuite:

  1. Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Import
  2. 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
  1. 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:

  1. Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Export
  2. 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
  1. Click the three-dot icon > Sync Now to apply changes

Step 3: Configure Advanced Settings

For additional control:

  1. Go to Workspaces > [Workspace Name] > Accounting > NetSuite > Advanced
  2. 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
  1. 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 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?

  1. Go to Customization > Forms > Transaction Forms
  2. Open the correct form
  3. Enable the following fields:
    • Account for Corporate Card Expenses
    • Corporate Card
  4. 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

Didn't find what you were looking for?

Concierge is here to answer all your questions.