We rolled out our NetSuite integration to much fanfare in May of 2014 and saw a tremendous response from both new and existing customers. The integration combines the best of both worlds — the user-friendly Expensify UI with NetSuite as the powerful backend and system of record. Since May, our customer success team has been hard at work getting companies set up on NetSuite and we’re excited to announce a new feature that is going to make the already best-in-breed integration even stronger — custom fields!
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Hey there! It’s Conor again, one of the Success Coaches at Expensify. Ours is a new team, dedicated to ensuring expense reporting happiness for our customers. This week, we’re following-up a previous announcement by expanding our corporate card export support to NetSuite customers too. This great feature allows you to export transactions to specific company card sub accounts in NetSuite.
Our great two-way integration with NetSuite already supports exporting to journal entries and expense reports, and with this update we’re supporting greater flexibility and enabling our customers to work even more effectively.
2013 is so last year. To celebrate the new year, I’m very proud to announce two major developments:
1) We’ve just rolled out a total overhaul of the UI. It’s faster, sleeker, easier to use, and so much prettier. Sign in here to check it out:
2) If you’re lucky enough to have an executive assistant, add them as a Wingman so they can sign into your account and do everything you can do:
For today’s Pro-Tips Monday, we’ll walk you through how to integrate Expensify with NetSuite, a leading cloud-based accounting package. NetSuite integration is available on the Corporate plan, and you can also reference this post if you’d like to integrate Expensify with other cloud-based accounting software, such as Intacct.
The pre-requisite steps for NetSuite integration are: 1) Sign-up for an account at http://www.expensify.com; 2) Create a company expense policy (directions); and 3) Map your company’s accounting setup (examples).
Creating Your Export Format
Once the pre-requisites are out of the way, you’ll need to decide how your company will export from Expensify into NetSuite. PAY ATTENTION HERE. THIS PART IS IMPORTANT. NetSuite can accept financial information as “vendor bills”. Which format your company will use depends on your NetSuite implementation. If you’re unsure which is right for your company, please email us at firstname.lastname@example.org.
NetSuite requires the following information on import:
- Reference Number (unique expense report number)
- GL Account
- Location (exact name as found in NetSuite)
- Amount (decimal number; no comma or symbols)
Optional fields include: Department, Customer/Project and Class (all exact names as they appear in NetSuite), as well as Billable (yes/no).
Configuring Your Export File
After you’ve chosen the appropriate format for your company, you will create an export format that any admin can use when exporting from Expensify to NetSuite. To do so, visit Settings > Policies > [Policy Name] > Export Formats. Below is how you’d configure an export file when exporting as vendor bills.
And you’re done! At the end of your next accounting period, you can choose which reports you’d like to export, and the information will be formatted for direct upload into NetSuite. Let us know if you have any questions!