NetSuite Integration

Enterprise-grade integration with NetSuite ERP

Connect your New Expensify workspace to NetSuite for comprehensive expense management with advanced features including custom fields, subsidiaries, and multi-entity support.

Setup

1. Navigate to Accounting

   Go to Workspace Settings > Accounting and select NetSuite

2. Choose Connection Type

   Select whether to create a new connection or reuse an existing one

3. Enter Token Credentials

   Provide your NetSuite token ID, token secret, consumer key, and consumer secret

4. Select Subsidiary

   Choose which NetSuite subsidiary to connect (if applicable)

5. Configure Settings

   Set up import and export preferences

Connection Management

NetSuite supports reusing connections across multiple workspaces:

// Source: src/components/ConnectToNetSuiteFlow/index.tsx
function ConnectToNetSuiteFlow({policyID}: ConnectToNetSuiteFlowProps) {
    const hasPoliciesConnectedToNetSuite = !!getAdminPoliciesConnectedToNetSuite()?.length;
    const [policy] = useOnyx(`${ONYXKEYS.COLLECTION.POLICY}${policyID}`);
    const shouldGoToCredentialsPage = isAuthenticationError(policy, CONST.POLICY.CONNECTIONS.NAME.NETSUITE);

    const connectionOptions = [
        {
            icon: icons.LinkCopy,
            text: translate('workspace.common.createNewConnection'),
            onSelected: () => {
                Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_TOKEN_INPUT.getRoute(policyID));
            },
        },
        {
            icon: icons.Copy,
            text: translate('workspace.common.reuseExistingConnection'),
            onSelected: () => {
                Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_EXISTING_CONNECTIONS.getRoute(policyID));
            },
        },
    ];

    useEffect(() => {
        if (shouldGoToCredentialsPage || !hasPoliciesConnectedToNetSuite) {
            Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_TOKEN_INPUT.getRoute(policyID));
            return;
        }
        setIsReuseConnectionsPopoverOpen(true);
    }, []);
}

Connection Reuse: If you’ve already connected a NetSuite account, you can reuse those credentials for additional workspaces without re-entering token information.

Import Settings

NetSuite offers comprehensive import configuration:

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
const config = policy?.connections?.netsuite?.options?.config;
const {subsidiaryList} = policy?.connections?.netsuite?.options?.data ?? {};
const selectedSubsidiary = useMemo(
  () => (subsidiaryList ?? []).find((subsidiary) => subsidiary.internalID === config?.subsidiaryID),
  [subsidiaryList, config?.subsidiaryID]
);

Expense Categories

Expense categories are always imported and cannot be disabled. They form the foundation of expense categorization.

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
<ToggleSettingOptionRow
    title={translate('workspace.netsuite.import.expenseCategories')}
    subtitle={translate('workspace.netsuite.import.expenseCategoriesDescription')}
    shouldPlaceSubtitleBelowSwitch
    isActive
    disabled
    switchAccessibilityLabel={translate('workspace.netsuite.import.expenseCategories')}
    onToggle={() => {}}
/>

Import Fields

Configure how NetSuite fields are imported:

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
{CONST.NETSUITE_CONFIG.IMPORT_FIELDS.map((importField) => (
    <MenuItemWithTopDescription
        description={translate(`workspace.netsuite.import.importFields.${importField}.title`)}
        title={translate(`workspace.accounting.importTypes.${
            config?.syncOptions?.mapping?.[importField] ?? CONST.INTEGRATION_ENTITY_MAP_TYPES.NETSUITE_DEFAULT
        }`)}
        shouldShowRightIcon
        onPress={() => {
            Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_IMPORT_MAPPING.getRoute(policyID, importField));
        }}
    />
))}

Import fields include:

• Departments: Organizational departments
• Classes: Classification codes
• Locations: Physical or logical locations
• Projects: Project tracking
• Vendors: Supplier information

Each field can be imported as:

• Tags: For expense-level categorization
• Report Fields: For report-level categorization
• Not Imported: Skip the field

Customers or Jobs

Import NetSuite customers and jobs with advanced options:

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
<MenuItemWithTopDescription
    description={translate(`workspace.netsuite.import.customersOrJobs.title`)}
    title={getCustomersOrJobsLabelNetSuite(policy, translate)}
    shouldShowRightIcon
    numberOfLinesTitle={2}
    onPress={() => {
        Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_IMPORT_CUSTOMERS_OR_PROJECTS.getRoute(policyID));
    }}
/>

• Import customers only
• Import jobs only
• Import both customers and jobs
• Enable cross-subsidiary customers

Tax

For supported subsidiaries, enable tax import:

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
{canUseTaxNetSuite(isBetaEnabled(CONST.BETAS.NETSUITE_USA_TAX), selectedSubsidiary?.country) && (
    <ToggleSettingOptionRow
        title={translate('common.tax')}
        subtitle={translate('workspace.netsuite.import.importTaxDescription')}
        shouldPlaceSubtitleBelowSwitch
        isActive={config?.syncOptions?.syncTax ?? false}
        switchAccessibilityLabel={translate('common.tax')}
        onToggle={(isEnabled: boolean) => {
            updateNetSuiteSyncTaxConfiguration(policyID, isEnabled);
        }}
    />
)}

Tax import is only available for specific subsidiary countries and requires beta feature access.

Custom Fields

NetSuite supports importing custom fields:

// Source: src/pages/workspace/accounting/netsuite/import/NetSuiteImportPage.tsx
{Object.values(CONST.NETSUITE_CONFIG.IMPORT_CUSTOM_FIELDS).map((importField) => {
    const settings = getImportCustomFieldsSettings(importField, config);
    return (
        <MenuItemWithTopDescription
            title={getNetSuiteImportCustomFieldLabel(policy, importField, translate, localeCompare)}
            description={translate(`workspace.netsuite.import.importCustomFields.${importField}.title`)}
            shouldShowRightIcon
            onPress={() => {
                Navigation.navigate(ROUTES.POLICY_ACCOUNTING_NETSUITE_IMPORT_CUSTOM_FIELD_MAPPING.getRoute(policyID, importField));
            }}
        />
    );
})}

Custom field types:

• Custom Segments: NetSuite custom segments
• Custom Lists: Custom list fields
• Transaction Fields: Custom transaction body fields

1. Add Custom Field

   Navigate to Import > Custom Fields and click Add

2. Choose Field Type

   Select Custom Segment, Custom List, or Transaction Field

3. Enter Field Details

   Provide the script ID, internal ID, and display name

4. Configure Mapping

   Choose how the field maps to Expensify (tags or report fields)

Export Settings

Configure how expenses export to NetSuite:

Preferred Exporter

Select the workspace admin who exports expenses.

Export Date

Choose the date for NetSuite transactions:

• Date Created: Expense creation date
• Date Exported: Export date
• Date Submitted: Report submission date

Reimbursable Expenses

Export out-of-pocket expenses as:

• Expense Reports: Standard expense reports
• Vendor Bills: Accounts payable bills
• Journal Entries: Accounting journal entries

Non-Reimbursable Expenses

Export company card expenses as:

• Expense Reports: Company expense reports
• Vendor Bills: Non-reimbursable bills
• Journal Entries: Direct journal entries

Vendors

Map Expensify users to NetSuite vendors for automated vendor selection on exports.

Advanced Settings

Auto-Sync

Enable automatic syncing to keep NetSuite and Expensify data synchronized:

• Sync frequency configuration
• Error handling and notifications
• Manual sync override

Multi-Subsidiary Support

Connect multiple NetSuite subsidiaries:

• Separate connections per subsidiary
• Cross-subsidiary customer access
• Subsidiary-specific configurations

Custom Segment Management

Advanced custom segment configuration:

• Segment script IDs and internal IDs
• Hierarchical segment structures
• Segment value mapping

Subsidiary Configuration

When connecting to NetSuite with multiple subsidiaries:

1. Select Primary Subsidiary: Choose the main subsidiary for this workspace
2. Configure Import Settings: Set up which data to import from the selected subsidiary
3. Cross-Subsidiary Options: Enable cross-subsidiary customers if needed

Authentication

NetSuite uses token-based authentication (TBA):

1. Generate Tokens in NetSuite

   In NetSuite, go to Setup > Users/Roles > Access Tokens and generate a new token

2. Note Token Credentials

   Save the Token ID and Token Secret

3. Get Consumer Key/Secret

   Obtain your Consumer Key and Consumer Secret from your NetSuite integration record

4. Enter in Expensify

   Input all four credentials in the NetSuite connection flow

Security Best Practice: Store NetSuite tokens securely. Never share token credentials or commit them to version control.

Troubleshooting

Authentication Errors

If you see authentication errors:

• Verify all four token credentials are correct
• Ensure the NetSuite user has proper permissions
• Check that token-based authentication is enabled in NetSuite
• Confirm the integration record is active

Subsidiary Issues

For subsidiary-related problems:

• Verify you have access to the selected subsidiary
• Check subsidiary-specific permissions
• Ensure cross-subsidiary features are enabled if needed

Custom Field Sync Errors

If custom fields aren’t syncing:

• Verify script IDs and internal IDs are correct
• Check that custom fields are active in NetSuite
• Ensure proper permissions for custom field access

Best Practices

1. Test with Sandbox: Use a NetSuite sandbox account for initial setup and testing
2. Document Custom Fields: Keep a record of custom field script IDs and mappings
3. Regular Token Rotation: Periodically regenerate NetSuite tokens for security
4. Monitor Sync Status: Check the connection page regularly for errors
5. Subsidiary Planning: Plan subsidiary structure before connecting multiple entities

Support

For NetSuite integration support:

• Contact Expensify Concierge for connection assistance
• Refer to NetSuite documentation for platform-specific requirements
• Work with your NetSuite administrator for permissions and token generation