Get Started with the Emburse NetSuite Connector

Use the Emburse NetSuite Connector to synchronize expense data between Emburse Spend and NetSuite. Completing this setup reduces manual entry, improves accuracy, and supports a faster reconciliation process.

This article is currently only applicable to Emburse customers migrating from Emburse Nexonia to Emburse Spend. If you are a current Emburse Spend customer, see Connect NetSuite to Emburse Spend.

Complete the steps in this guide in the order listed. Each step builds on the previous one and is required to ensure a successful and reliable synchronization between Emburse Spend and NetSuite.

Prerequisites

Before you connect NetSuite and Emburse Spend, confirm the following:

  • You have an Administrator role in NetSuite.
  • You have an Administrator role in Emburse Spend.
  • You have an up-to-date list of expense categories and other required accounting values that you plan to use with Emburse Spend.

1. Generate NetSuite Authentication Tokens and Download the Emburse Integration Bundle

Authentication tokens connect Emburse Spend to your NetSuite environment and allow the integration to move data securely between both systems.

To generate the required authentication tokens, see Generate NetSuite Authentication Tokens for Emburse Spend.

You must complete this step before creating or syncing expense categories.

2. Create Expense Categories in NetSuite

If you already use the Expense Report module in NetSuite, your expense category list is likely configured. The Emburse NetSuite Connector will import your existing expense categories from NetSuite into Emburse Spend for use on expense reports.

Additionally, the expense categories selected on Emburse Spend expense reports will export back to NetSuite and map expenses to the appropriate expense account to ensure accurate reconciliation.

If you export expenses as Vendor Bills instead, confirm that the Expense Category field is available on the Vendor Bill transaction form.

  1. In NetSuite, go to Setup > Accounting > Expense Categories.
    NetSuite Setup menu showing navigation path to Expense Categories under Setup, Accounting Lists.
  2. Review the list of existing categories:
    • Any categories listed here will be available in Emburse Spend.
    • Remove or rename categories that you do not want to use in Emburse Spend.
  3. To add a new expense category:
    • Select New.
      NetSuite Expense Categories list page showing existing categories with columns for name, description, and expense account, including Bank Charges and Cellular Phone.
    • In Name, enter a clear name that end users will recognize in Emburse Spend, like Airfare, Hotels/Lodging, or Office Supplies.
    • In Expense Account, select the expense account that should receive the posted transactions for this category.
    • In Subsidiaries, select the subsidiaries that must be able to use this category.
    • Select Save.
      NetSuite Expense Category setup page showing fields for Name, Description, Expense Account set to Advertising, and a Subsidiaries list.

Make sure your NetSuite expense category list reflects how you want your Emburse Spend users to classify expenses for reporting and reconciliation.

The Emburse NetSuite Connector does not import expense categories that are set to Rate Is Required. Update any existing NetSuite expense categories that use this setting, or create new categories without it. All rate-based expenses (such as mileage) will be calculated within Emburse Spend, and the final calculated amount is exported to NetSuite.

Expense categories must be configured in NetSuite before you configure the Emburse NetSuite Connector.

3. Configure the Emburse NetSuite Connector

In this step, you review and configure how Emburse Spend synchronizes data with NetSuite. This step assumes that authentication tokens and expense categories are already set up in NetSuite. Here, you define which NetSuite records are imported (such as users, customers, projects, and organizational data) and how expense data exports back to NetSuite for accounting and reporting.

For detailed explanations of each setting and reference tables for all configuration options, see Configure the Emburse NetSuite Connector.

4. Customize NetSuite Integration Settings in Emburse Spend

After connecting NetSuite to Emburse Spend, you can tailor how expense and corporate card data syncs to match your accounting workflows. This includes controlling when transactions sync, defining default expense and AP accounts, managing corporate card behavior, and mapping fields such as class or department to NetSuite dimensions.

These settings help ensure data is exported consistently and aligns with your organization’s existing NetSuite configuration.

For detailed setup instructions and explanations of each option, see Customize Your NetSuite Integration in Emburse Spend.

5. Troubleshoot NetSuite SOAP Web Service Usage Logs

If a NetSuite integration fails, Emburse Spend Support may request SOAP Web Service Usage Logs to investigate the issue. See Troubleshoot NetSuite SOAP Web Service Usage Logs for an explanation of what these logs are, when they are needed, and step-by-step instructions for downloading the required SOAP logs and Login Audit Trail entries from NetSuite.

When you complete all steps in this guide, Emburse Spend and NetSuite will be fully connected and ready to synchronize expense data.

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