Migrate from Nexonia to Emburse Spend

This guide is designed for administrators responsible for migrating from Nexonia to Emburse Spend. It explains what changes to expect, how to prepare your organization, and what tasks you must complete before, during, and after migration. The goal is to enable you to plan effectively and support your users through the transition.

Why Migration is Necessary

Migrating from Nexonia to Emburse Spend provides a more modern, streamlined experience for administrators and employees. Emburse Spend offers enhanced visibility, automated controls, and improved integration with accounting systems.

Key reasons for migration:

• Future-Proof Platform: Continuous updates and integration improvements to ensure long-term compatibility and compliance.
• Modern User Interface: A simplified, intuitive design that reduces clicks and training time.
• Enhanced Approval Workflows: Managers approve expenses directly in Emburse Spend with clear visibility into team spending.

Feature Parity and Enhancements

Capability	Nexonia	Emburse Spend
Expense Submission		Allows individual or bulk expense submissions
Policy Enforcement		Automated enforcement and real-time validation
Custom Roles
Reimbursements		Includes reimbursements to employee bank accounts
Reporting		Includes built-in analytics and enhanced filtering
Mobile App		Includes modern interface and faster syncs
Integrations		Includes ERP, card, and receipt integrations. See Integrations.
Corporate Card Reconciliation		Includes matching of receipts and transactions with card feeds.
Virtual Card Issuance & Management		Supported across Emburse Cards, American Express®, and Silicon Valley Bank

Key Differences Between Nexonia and Emburse Spend

Key differences between Nexonia and Emburse Spend include:

• User Interface: Emburse Spend uses a modern, mobile-first interface with fewer clicks for expense submission, approvals, and card reconciliation, compared to Nexonia’s more configuration-heavy interface.
• Workflow and Roles: Nexonia supports customized roles and approval configurations, while Emburse Spend uses predefined roles, simplified approval routing, and automatic card transaction and receipt matching.
• Reporting and Analytics: Emburse Spend includes built-in analytics and enhanced filtering for reporting, whereas Nexonia reporting relies more heavily on custom configurations and exported reports.

Migration Prerequisites

Before beginning migration, complete the following:

• Account Invitation: The primary administrator in Nexonia will receive an account invitation from noreply@spend.emburse.com. It is necessary to accept the invite, create a password, and set up your account.
• Access Setup Wizard: After creating your account in Emburse Spend, the setup wizard serves as your central reference point for migration and configuration.
• ERP Integration and Card Program Readiness: Confirm that you have the correct permissions and credentials to reconnect your accounting system and card program.
• Readiness Check: You should allocate approximately two hours to review your Emburse Spend setup and test any configurations. Ensure your internal IT or Finance resources are available for validation.

Configuration Migration: What Requires Administrator Action

Emburse will migrate most Nexonia configurations to Emburse Spend on your behalf. However, administrators are responsible for exporting existing Nexonia data, including receipts, historical expenses, and any other records. If you have an ERP integration or business-tier card program, you will also need to manually reconnect them.

Administrator Responsibilities

Before Migration

• Sign up for the Before You Begin: Getting Ready for Emburse Spend webinar to understand migration prerequisites, key considerations, common questions, and your next steps.
• Export your historical Nexonia data to maintain complete records. See Exporting Expense Reports for guidance.

During Migration

• Register for our expert-led webinar, Configuring Emburse Spend for Migration Customers, to learn how to configure and effectively use Emburse Spend.
• Reconnect ERP integrations.
• Reconnect business-tier card programs.
  • Business-tier programs require re-authentication.
  • Commercial-tier card programs migrate automatically. Note: American Express corporate card feeds require reconfiguration.
• Verify that all settings have migrated correctly into Emburse Spend.

After Migration

• Test end-to-end expense submission and approval flows before communicating go-live to employees.
• Onboard users and share the following resources:
  • Getting Started with Emburse Spend
  • How to download and use the Emburse Spend app
  • Sign up for the Emburse Spend Employee Training Webinar
• Confirm billing setup and payment method.
  • Billing occurs directly within Emburse Spend. ACH and credit card payments are supported through the built-in Stripe billing page.

Begin Setup In Emburse Spend

1. Check your Nexonia admin email inbox and select Accept Invite in the Emburse Spend email you received.

   

2. Create a password, accept the Terms and Conditions by checking the box, and select Get Started.
   
3. Enter your personal information to set up your account and verify your identity.
   
4. Select Accept to join your companyʼs Emburse Spend account.
   
5. Select START on the Welcome to Emburse Spend Setup dialog.
   

6. Define whether your users will submit expenses for reimbursement.

   Decision Point

   Select Yes: if your users will submit expenses for approval and ACH reimbursement.

   Select No: if your users will not submit expenses for approval and ACH reimbursement.

   Select Not Sure: If you do not know at this time and wish to continue with the configuration. You will be able to update before you go live.

   

7. Select the card type your employees will use.
    
8. If prompted, select the accounting system that you need to connect to Emburse Spend.

9. Select your implementation timeline from the available options.

   

10. Select Next.
11. Select Start.
    

Your selections will customize the configuration wizard page in Emburse Spend to meet your specific setup requirements. This list serves as a helpful reference to ensure you complete all necessary configuration steps.

Resources to Confirm Emburse Spend Setup

Use this list to confirm your Emburse Spend configuration. Several configurations, including custom exports, corporate cards, and policies, migrate from Nexonia. Review each resource to ensure all connections are set up correctly.

Enable Reimbursements

For step-by-step guidance on enabling reimbursements, see Manage Reimbursable Expenses and Connect Your Company's Bank Account. 

Connect your Accounting System

To connect your accounting systems, select the applicable integrations below for your needs.

• NetSuite
  • Get Started with the Emburse NetSuite Connector
  • Generate NetSuite Authentication Tokens for Emburse Spend
  • Configure the Emburse NetSuite Connector
  • Customize Your NetSuite Integration in Emburse Spend
• Connect QuickBooks Online to Emburse Spend
• Connect QuickBooks Desktop to Emburse Spend
• Connect Sage Intacct to Emburse Spend
• Connect Xero to Emburse Spend

For systems not listed above, please leverage the Export Builder, see How to Create a Custom Export Template with Export Builder.

Connect Emburse Cards and Business Cards

To connect your card program, select the applicable card program below.

If you are using Emburse Cards, please use the following:

• Manage Your Emburse Cards Funding Source and Balance in Emburse Spend
• Create and Assign Emburse Cards

If you are using a Business Tier Card program, use the following, depending on your card program:

• Connect a Business Tier Corporate Card Program
• Connect Your Capital One Corporate Card Program to Emburse Spend
• Connect an American Express Business Card Program

Reconnect American Express Corporate Card Programs

American Express Corporate Card programs are not migrated from Nexonia to Emburse Spend. To continue receiving card transactions, administrators must reconfigure the American Express feed in Emburse Spend.

What to Expect

• Card feeds will not appear automatically after migration.
• Customers must complete the required American Express forms.
• Once approved, feeds are connected in Emburse Spend.

This process typically takes approximately 10 business days after the forms are submitted to American Express.

Next Steps

1. Review and complete the required American Express documentation.

   • Global Data Transfer Form

   • Implementation Form  

   • Guide on how to complete the forms

2. Email the completed forms to the Data Files Enablement Team at electronic.transmissions.team@aexp.com. 

After submission, Emburse coordinates with American Express to complete the configuration. Once American Express finishes setting up your corporate card feed, the information is sent to Emburse Spend, and your corporate cards appear automatically.

For next steps, see Assign Individual Cards to Users and Sync Your American Express Card Feed to Your Accounting System.

Configure Expense Policies and Approvals

Review and validate migrated policies and approval workflows. For step-by-step guidance on configuring new expense policies and approvals, see Create an Expense Policy.

Invite Your Users to Emburse Spend

Use Add New Users to Emburse Spend to invite and manage user profiles in your organization. 

Role Mapping: Nexonia to Emburse Spend

Nexonia supported customizable roles with detailed, permission-based access for expense management, approval, reporting, and administration. In contrast, Emburse Spend uses fixed, predefined roles with standard permissions.

Refer to the table below to compare Nexonia roles with their closest equivalents in Emburse Spend and determine suitable role assignments.

For a complete overview of all roles and permissions in Emburse Spend, see Roles and Permissions document for Admins, Managers, and Members and How to Assign a Delegate. 

Validation Checklist

After migration, validate your configuration before launching to employees:

Troubleshooting Migration Issues

Below we’ve provided a list of common issues and resolutions. Contact our support team via the Help Center or email nexoniamigration@emburse.com.

Common issues and resolutions:

Category or account mapping discrepancies: If migrated categories or lists do not appear as expected, review your mapping configuration in Emburse Spend. Update any unmapped or new fields.

Integration errors: Integration errors typically occur when ERP credentials or permissions are incomplete. Verify the credentials, then re-authenticate the integration.

Card feed issues: If transactions do not appear, check the card program status and reconnect as needed.

• Business-tier card programs require reconnection in Emburse Spend.
• Commercial-tier card programs are migrated automatically from Nexonia.

American Express: American Express Corporate Card Programs must be reconfigured after migration. If transactions are missing, confirm that the required forms were completed and the feed was reconnected in Emburse Spend.

Billing issues: Payments are processed in Emburse Spend through Stripe. To review or update your billing details or plan, go to Company Settings > Billing.

Next Steps

Once validation is complete, invite employees and begin using Emburse Spend for expense submissions and approvals.

• Global Data Transfer Form American Express.pdf500 KB
• Guide to Complete American Express Forms - US, Canada & International.pdf400 KB
• Emburse Spend Implementation Form American Express.DOCX30 KB