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Talking Tech: Successfully Integrate NetSuite with Expensify

Let’s Talk Tech.

Accordion’s “Talking Tech” series explores how different CFO Technology solutions can empower finance functions to support organizational strategic initiatives – by implementing business process recommendations, optimizing operations, and capitalizing on value creation opportunities.

Now, let’s take a look at how to integrate Expensify into your NetSuite account.

Being able to integrate Expensify to your NetSuite account is key to simplifying your accounting process.

This article goes over the steps necessary to successfully integrate Expensify to your NetSuite account.

Before integrating NetSuite with Expensify it is highly recommended to test the integration by using a NetSuite Sandbox account and an Expensify Test Policy.

Creating an Expensify Test Policy:

In order to create an Expensify Test Policy, you will need to first be a policy admin. Once you have logged in as a policy admin in Expensify you will navigate to Policies (Settings > Policies).

Next you can either create a new policy or duplicate an existing policy. To create a new policy you will select the “New Policy” button in the upper right hand corner of your screen. To create a duplicate policy you will click on the gear icon of the policy you want to duplicate and select “Duplicate”.

It is recommended duplicating your existing policy, if you have one, as this will keep your current Expensify policy settings intact and it will make transitioning to your actual policy much smoother.

Connecting an Expensify Test Policy to a NetSuite Sandbox

Once you have created a test policy, you are ready to connect with NetSuite. Follow the steps outlined in this help article to connect Expensify to NetSuite:

How to Connect Expensify to NetSuite using TBA

When connecting to a NetSuite Sandbox account, you will need to use an underscore between the policy number and SB when entering in your account ID. Additionally, you will need to capitalize SB. For example, the account ID will need to be formatted like this: 2222222_SB1.

The NetSuite Account ID can either be found by navigating to the Company Information page (Setup > Company > Company Information) or by looking at the URL once you have logged into your NetSuite instance. It will be embedded in the URL as follows:

Configuring the Connection between Expensify and NetSuite

Once you have connected your Expensify Test Policy to your NetSuite Sandbox account, you’re now ready to start configuring your connection.

In order to configure the connection, you will navigate to the policy you just connected to NetSuite (Settings > Policies > Select the correct policy).

From the policy homepage, you will select Connections and Navigate to the NetSuite section within the Accounting Integrations. Here you will see a “Configure” button. Select this.

These three articles help explain the different settings you can edit through the configure button:

Configure Export Settings

Configure Coding Settings

Configure Advanced Settings

It is highly recommend reading those articles and becoming familiar with what each setting does before you start the configuration work.

Integration Tips:

If you have multiple subsidiaries or operate in a OneWorld account, you will need to have the Multiple Currencies feature enabled in NetSuite. Additionally, you will need to make sure the Expensify Integration role has the Currency List permission added.

In order to connect multiple subsidiaries, you will need to do one of the following in Expensify:

  1. Create a policy for each subsidiary and connect as outlined above or
  2. Create a new Expensify instance for each subsidiary

Unfortunately, one policy cannot be connected to multiple subsidiaries.

About the Author

Eric Park
Eric Park
Managing Director

Eric is a Managing Director in Accordion’s CFO Technology practice with more than a decade of financial accounting, system implementation, and Enterprise Resource Planning (ERP) transformation experience. He specializes in cloud-based technology architecture, business process optimization, and ERP system evaluations.  Read more

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