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:

In the navigation tabs (on the left on web, on the bottom on mobile), select Workspaces > [workspace name] > Connections.
Select Configure next to NetSuite.

Step 1: Configure Import Settings

To control what data is imported from NetSuite:

Select Workspaces > [workspace name] > Connections.
Select Configure next to NetSuite.
Select Import.
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 Tax Groups from legacy tax accounts or individual Tax Codes from SuiteTax accounts
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

Select More (⋮), then select Sync now to apply changes.

Step 2: Configure Export Settings

To manage how reports are exported from Expensify to NetSuite:

Select Workspaces > [workspace name] > Connections.
Select Configure next to NetSuite.
Select Export.
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
Split exports by posting period – Enable to export non-reimbursable expenses as one NetSuite transaction per calendar month, each dated in its own month. Export to next open period must be on first. While this toggle is on, Export to next open period stays locked on.
Export Expensify Travel Payable To – If Expensify Travel’s Consolidated Travel Billing feature is enabled, configure where travel card expenses are exported:
Consolidated Travel Billing – If Expensify Travel’s Consolidated Travel Billing feature is enabled, click this row to open the Consolidated Travel Billing page and configure where travel card expenses are exported:
- Non-reimbursable journal posting account – Select the payable account for Expensify Travel expenses
- Journal posting preference – Choose how journal entries post
- Sync Consolidated Travel Billing settlements – Turn on this toggle to continuously reconcile settlements through NetSuite. Turning it on opens a picker where you choose the Reconciliation account that matches your settlement account, and that account then appears in a Reconciliation account row below the toggle. The toggle stays locked until you select a Non-reimbursable journal posting account and enable Auto-sync on the Advanced page.

Select More (⋮), then select Sync now to apply changes.

Step 3: Configure Advanced Settings

For additional control:

Select Workspaces > [workspace name] > Connections.
Select Configure next to NetSuite.
Select Advanced.
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
Currency conversion fee account – Select the account for currency conversion (FX) fees. This setting appears under Sync reimbursed reports only when it is enabled, you reimburse through Expensify, and a business bank account is connected. If Workspaces > [workspace name] > Workflows > Payments > Currency conversion fees is set to Company pays, each cross-border reimbursement exports a separate journal entry for the fee alongside the bill payment. This journal entry:
- Debits the selected currency conversion fee account and credits cash
- Uses the memo “Foreign Exchange Fees for Expensify report [reportID]”
- Only exports if this account is mapped

Sync Consolidated Travel Billing settlements is not on this page. It is on the Consolidated Travel Billing page under Export. Learn more about Consolidated Travel Billing.

Select More (⋮), then select Sync now to apply changes.

FAQ

How do I import new tags (departments, classes, locations) from NetSuite?

Add new tags in NetSuite
Sync the NetSuite connection in Expensify
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?

Go to Customization > Forms > Transaction Forms
Open the correct form
Enable the following fields:
- Account for Corporate Card Expenses
- Corporate Card
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 Split exports by posting period work in NetSuite?

When Split exports by posting period is on, a report with non-reimbursable expenses from different months exports as a separate NetSuite transaction for each month. Each transaction is dated in its own month. If a month falls in a closed NetSuite period, Export to next open period moves that transaction to the next open period.

Why can’t I turn off Export to next open period?

Export to next open period is locked on while Split exports by posting period is on. To turn off Export to next open period, first turn off Split exports by posting period.

Why can’t I turn on Split exports by posting period?

Split exports by posting period is locked until Export to next open period is on. Turn on Export to next open period first, then turn on Split exports by posting period.

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

Configure Netsuite