Image for a blog covering the connector setup steps for integrating Expensify and NetSuite.

Why Integrate Expensify and NetSuite?

Integrating Expensify and NetSuite via the “Expensify Bundle” helps simplify your business. The integrative connection synchronizes invoices and expenses to NetSuite from Expensify. Setting up this connection is extremely simple. It enables finance departments to have real-time visibility of daily business receipts through NetSuite dashboards.

Data Mapping Between Expensify and NetSuite

Under the setup tab in NetSuite, go to the Expense Categories to map the data. Think of the Expense Categories as the general Ledger within NetSuite. Once there, if you need assistance with mapping data within NetSuite, Expensify, or setting up the connector, please schedule a complimentary 20-minute Consult with us -> https://calendly.com/dataongoing/20-min-netsuite?back=1

Now let’s dive into how to set up the Expensify bundle.

Setup Expensify Bundle

First, let’s install the Expensify bundle and then manage authentication and enable features.

Install Expensify Bundle

  1. As an administrator,
    1. Customization -> SuiteBundler > Search & Install
    2. Search for “Expensify”
    3. Click Install
Image to show the path as a NetSuite Administrator to go from the customization menu to SuiteBundler to Search & Install Bundles

  1. Under Preference, change to “Show on Existing Custom Forms”
    1. Click “Install Bundle”

Set Up the Authentication With Expense Reports Enabled

  1. Setup -> Company -> Enable Features -> SuiteCloud -> Manage Authentication
    A. Confirm that “Token Based Authentication” is enabled
    B. Save
  2. Global search for page: tokens
    1. Click New Access Token
    2. Select the application Expensify (this must be the original Expensify integration from the bundle and will not have an application ID)
    3. Click the role Expensify Integration
    4. Save
    5. Copy and Paste the token ID and token secret to a saved location on your computer. This is the only time you will see these.
  3. Make sure Expense Reports are “Enabled”
    1. Setup -> Company -> Enable Features -> Employees
    2. Tick “Expense Reports” under Time & Expenses if not checked already
    3. Save

Once that is finished, we set up the expense categories.

Set Up the Expense Categories

  1. Setup -> Accounting -> Expense Categories
    1. Create some Expense Categories

Then, the journal entries need to be configured.

Configure Expensify Journal Entry Transaction Forms

  1. Configure Journal Entry Transaction forms for Expensify
    1. Customization -> Forms -> Transaction Forms
    2. Click Customize or Edit
    3. Screen Fields -> Main
      1. Confirm that “Created From” has Show and the Display Type is Normal
    4. Click on sub-header rows
      1. Confirm “Show” column for the Receipt URL is enabled
    5. Customization -> Forms -> Transaction Forms
      1. Check that transaction forms with the Journal type are configured the same. Do the same for the Expense Report type (same window)

Once we complete the entry configurations, we customize the vendor bill and vendor credit forms.

  1. Navigate to Customization -> Forms -> Transaction Forms
    1. Select your desired Vendor Bill form, click “Customize” or “Edit,” then select Screen Fields > Main. Verify that the “Created From” label has the “Show” checked and also that the “Show” label is not checked for Departments, Classes, and Locations (see screenshot below).
    2. Check “display” for Receipt URL, Department, Location, and Class under the Expenses sub-header (be sure to pick “Expenses” sub-header at the very bottom and not “Expenses & Items”).
    3. Then, Make sure all additional Transaction Forms with the Vendor Bill type have the same setup by going to Customization -> Forms -> Transaction Forms.

  1. Navigate to Customization -> Forms -> Transaction Forms
    1. Select “Customize” or “Edit” next to the Vendor Credit form you like, then select Screen Fields -> Main. Check that the “Created From” label has “Show” checked (see screenshot below). Additionally, remove Departments, Classes, and Locations” for the “Show” label.
    2. Check “display” for Receipt URL, Department, Location, and Class under the Expenses sub-header (be sure to pick “Expenses” sub-header at the very bottom and not “Expenses & Items”).
    3. Make sure all additional Transaction Forms with the Vendor Credit type have the same setup by going to Customization -> Forms -> Transaction Forms.

To conclude, we set up the tax groups.

Set Up Tax Groups

  1. Expensify imports Tax Groups from NetSuite (not Tax Codes), are under Setup -> Accounting -> Tax Groups in NetSuite.
    1. In NetSuite, Tax Groups are another name for Tax Codes and may contain one or more Tax Codes. To make Tax Groups clear to your employees, we advise giving them names. In Expensify, both the name and the rate will be visible.
    2. You should first construct your tax groups by navigating to Setup -> Accounting -> Tax Groups in NetSuite. Select the nation for your Tax Group by clicking New, then click. Enter the tax name (which Expensify will show to employees) before choosing the subsidiary for this tax group.

  1. To add a tax code to this tax group, choose it from the table, click Add, and then click Save.
    1. For each tax rate that you want Expensify to be able to display, create a separate NetSuite Tax Group.
    2. By navigating to Setup -> Accounting -> Set Up Taxes and configuring the Tax Code Lists, you ensure that Tax Groups can be applied to expenses. Specify whether you prefer “Tax Groups and Tax Codes” or “Tax Groups Only.” Do not worry if this field does not appear. This just signifies that it is not required to be set for that nation.
    3. Click “Connect to NetSuite”

Congrats! Accordingly, you’ve connected NetSuite and Expensify. Grab a cup of coffee – you earned it! ☕