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

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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

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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

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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

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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

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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