Use this article to configure the Emburse NetSuite Connector. After generating your NetSuite API credentials and authenticating the connection, you need to configure the Emburse NetSuite Connector. These settings will determine which NetSuite records are imported into Emburse Spend, as well as how approved expense and corporate card data are exported back to NetSuite for accounting and reporting purposes.
This article is intended for administrators who manage accounting integrations and system configuration in Emburse Spend. Familiarity with your organizationʼs NetSuite structure, approval workflows, and chart of accounts is recommended.
To access your NetSuite Connector settings, go to Company Settings > Accounting Integration, then select Configure Settings.
NetSuite Configuration General Settings
Use the General Settings section to control which core NetSuite records are imported into Emburse Spend, such as subsidiaries and classifications.
General NetSuite Synchronization Settings
Use the table below for detailed behavior and configuration details for syncing core NetSuite records into Emburse Spend. These settings control which organizational structures, such as subsidiaries and classifications, are imported and how they map to non-editable fields in Emburse Spend.
Setting |
Optional? |
What It Does |
Notes / Behavior |
|---|---|---|---|
| Subsidiary | Yes | Imports NetSuite subsidiaries into Emburse Spend. |
Maps to a Team field with a fixed value.
|
| Department | Yes | Imports NetSuite departments into Emburse Spend. |
Maps to a Team field with a fixed value.
|
| Class | Yes | Imports NetSuite classes into Emburse Spend. |
Maps to a Team field with a fixed value.
|
| Location | Yes | Imports NetSuite locations into Emburse Spend. |
Maps to a Team field with a fixed value.
|
Manage Team Field Visibility
Admins can control whether a Team Field is visible for users during expense submission.
- Go to
Company Settings > Team Fields, then select Edit next to the field. - Set User Editable to Yes and select Save.
Company Settings > Team Fields, then select Edit next to the field.NetSuite Configuration Users Settings
The NetSuite Configuration User Settings define how employee and vendor records are created, mapped, and managed as users in Emburse Spend. These settings are used by administrators during initial onboarding, when syncing users from NetSuite, or when updating ongoing access rules, and they control which employees or vendors can submit expenses, how user IDs are assigned, and how supervisors and roles are maintained across systems.
Sync Employees as Users
To synchronize employee records from NetSuite to Emburse Spend, select Sync Employees as Users.
Employee User Synchronization Settings
Use the table below for detailed behavior and configuration details for syncing NetSuite employee records as users in Emburse Spend. These settings define which employees are imported, how user IDs are mapped, and how manager relationships and roles are assigned.
Setting |
What It Controls |
How It Works |
Notes / Examples |
|---|---|---|---|
| Sync Employees as Users | Imports NetSuite employees into Emburse Spend as users. | By default, all active NetSuite employees are synchronized during the configuration sync. | Employees must be active, have a first and last name, an email address, and no past termination date. |
| Filter Employees by Type | Limits which employees are synchronized by Employee Type. | Enter the Internal ID values of the NetSuite Employee Types to include in the sync. | Example: To sync only Exempt and Regular Employee types, enter 6, 3, 9. Leave blank to sync all qualified employees. |
| Filter Employees by Custom Field ID | Limits synchronization to employees flagged by a custom checkbox. | Syncs only employees where the specified NetSuite Custom Field checkbox is checked. | Recommended for more granular control; requires creating a custom checkbox field in NetSuite. |
| Map User IDs | Defines the unique Employee ID in Emburse Spend. | Maps a selected NetSuite value to the Emburse Spend Employee ID field. | Supported values: NetSuite Account Number, Internal ID, External ID, or Entity ID. |
| Map User Supervisor | Assigns managers to users in Emburse Spend. | Uses either the NetSuite Supervisor or Expense Approver field to determine manager assignments. | Users receive a Manager role only if a valid Supervisor or Expense Approver is set in NetSuite, based on the selected connector setting. |
| Synchronize NetSuite Employee Custom Fields | Imports additional employee data. | Synchronizes supported NetSuite employee custom fields as Team Fields in Emburse Spend. | Useful for reporting, policy rules, or advanced configuration. |
Sync Vendors as Users
To synchronize vendor records from NetSuite to Emburse Spend, select Sync Vendors as Users.
Vendor User Synchronization Settings
Use the table below for detailed behavior and configuration details for syncing NetSuite vendor records as users in Emburse Spend. These settings control which vendors are imported, how vendor users are identified, and when vendor users can submit expenses.
Setting |
What It Controls |
How It Works |
Notes / Examples |
|---|---|---|---|
| Sync Vendors as Users | Imports NetSuite vendors into Emburse Spend as users. | By default, all active NetSuite vendor records are synchronized when enabled. | Vendors must be Individual-type and have a first name, last name, and email address. |
| Filter Vendors by Custom Field ID | Limits which vendors are synchronized as users. | Syncs only vendor records where the specified NetSuite Custom Field checkbox is checked. | Recommended for importing a subset of vendors; the same custom field can be used for both employees and vendors. |
| Map User IDs | Defines the unique Employee ID in Emburse Spend. | Maps a selected NetSuite value to the Emburse Spend Employee ID field. | Supported values: NetSuite Account Number, Internal ID, External ID, or Entity ID. |
| Map User Supervisor | Assigns manager relationships for vendor users. | If the vendor record includes an Approver value, it synchronizes to Emburse Spend as a Manager role. | Not required to create a user record; the supervisor can be either a vendor or an employee in NetSuite. |
| Synchronize NetSuite Vendor Custom Fields | Imports additional vendor data. | Synchronizes selected NetSuite vendor custom fields into Emburse Spend. | Useful for reporting, policy rules, or advanced configuration. |
NetSuite Configuration Customers & Projects Settings
The NetSuite Configuration Customers & Projects Settings control whether NetSuite customers and projects are available for expense tracking and reporting in Emburse Spend. Administrators use these settings when employees need to code expenses to customers or projects, track billable spend, or restrict which customers or projects are available for selection.
Customer and Project Synchronization Settings
Use the table below for detailed behavior and configuration details for syncing NetSuite customers and projects into Emburse Spend. These settings control which customers and projects are available for expense coding, how records are filtered, and how availability is limited based on status or custom fields.
Setting |
What It Controls |
How It Works |
Notes / Examples |
|---|---|---|---|
| Sync Customers | Imports NetSuite customers into Emburse Spend. | By default, all active NetSuite customers are synchronized when enabled. | Customer values are available as editable Expense Fields in Emburse Spend. |
| Use Custom Field to Filter Customers | Limits which customers are synchronized. | Syncs only customer records that meet criteria defined by a NetSuite custom field. | Can be used to include or exclude active customers. |
| Filter by Customer Status | Limits which customers are synchronized by status. | Enter the Internal ID values of NetSuite Customer Statuses to include in the sync. | Leave blank to import all active customer statuses. |
| Sync Projects | Imports NetSuite projects into Emburse Spend. | By default, all active NetSuite projects are synchronized when enabled. | Project values are available as editable Expense Fields in Emburse Spend. |
| Use Custom Field to Filter Projects | Limits which projects are synchronized. | Syncs only project records that meet criteria defined by a NetSuite custom field. | Can be used to include or exclude active projects. |
| Filter by Project Status | Limits which projects are synchronized by status. | Enter the Internal ID values of NetSuite Project Statuses to include in the sync. | Example: In Progress, Pending, or Won. |
NetSuite Configuration Expenses Settings
The NetSuite Configuration Expenses Settings section defines how expense data exports from Emburse Spend to NetSuite, including category mapping, currency handling, approval behavior, and export formats. Administrators update these settings when configuring the accounting workflow, enabling multi-currency support, adjusting approval handling, or controlling how reimbursable and company-paid expenses post to NetSuite.
Expenses Export Settings
Use the table below for detailed behavior and configuration details for exporting expense data from Emburse Spend to NetSuite. These settings define how expenses are formatted, approved, categorized, and posted in NetSuite, including handling for reimbursable expenses, company-paid expenses, currencies, and attachments.
Setting |
What It Controls |
How It Works |
Notes / Examples |
|---|---|---|---|
| Synchronize Expense Categories | Imports NetSuite expense categories into Emburse Spend. | Synchronizes NetSuite expense categories and their assigned accounts for use on expense reports. | Required setting. |
| Synchronize NetSuite Expense Custom Fields | Imports NetSuite expense custom fields. | Allows selection of specific NetSuite expense custom fields to import into Emburse Spend. | Useful for capturing additional expense details. |
| Use Multiple Currencies | Enables foreign currency expense support. | Uses NetSuiteʼs Multi-Currency feature for expense reports. | Requires Multi-Currency to be enabled in NetSuite. |
| Override Foreign Amount and Exchange Rate | Controls which exchange rate is used on export. | Uses the original expense amount and approved exchange rate from Emburse Spend. | Available only when Use Multiple Currencies is enabled. |
| Export Reimbursable Expenses | Determines how reimbursable expenses export to NetSuite. | Enables export of reimbursable expenses using the selected export options. | Applies to reimbursable employee and vendor expenses. |
| Export as Expense Reports / Vendor Bills (Reimbursable) | Controls export format for reimbursable expenses. | Exports reimbursable expenses based on the type of user who submitted the expense. | Employees export as Expense Reports; vendors export as Vendor Bills. |
| Expense Reports (Reimbursable) | Exports reimbursable employee expenses. | Employee transactions export to NetSuite as Expense Reports. | Requires employee records to be imported. |
| Expense Report Form ID | Specifies the NetSuite Expense Report form. | Exports all expense reports using the specified form Internal ID. | Found in NetSuite under Customization > Transaction Forms |
| Emburse Report Number Prefix | Controls the NetSuite Expense Report number format. | Enter a text prefix and enable Allow Override for Autogenerated Numbers in NetSuite to identify Emburse Spend expenses. | Optional. Example: EMB-1001. Leave blank to use NetSuite auto-assigned number. |
| Export Expense Report as Complete | Bypasses NetSuite approval workflow. | Marks expense reports as complete when exported. | Recommended since reports are already approved in Emburse Spend. |
| Set Supervisor Approval | Sets supervisor approval status. | Marks expense reports as supervisor-approved in NetSuite. | Optional workflow bypass. |
| Set Accounting Approval | Sets accounting approval status. | Marks expense reports as approved and ready for payment. | Optional workflow bypass. |
| Payable Account | Specifies the payable account for expense reports. | Uses the selected NetSuite payable account when exporting expenses. | Required when exporting Expense Reports. |
| Vendor Bills (Reimbursable) | Exports reimbursable vendor expenses. | Reimbursable vendor expenses export as Vendor Bills. | Assigned to the vendor who submitted the expense. |
| Vendor Bill Form ID | Specifies the NetSuite Vendor Bill form. | Uses the specified standard or custom Vendor Bill form. | Enter the formʼs Internal ID. |
| Vendor Credit Form ID | Specifies the NetSuite Vendor Credit form. | Uses the specified standard or custom Vendor Credit form. | Required when Vendor Credits are created. |
| Set Approval Status (Vendor Bills) | Sets approval status for Vendor Bills. | Applies a default approval status to exported Vendor Bills. | Recommended to export as approved. |
| Export Company Paid Expenses | Determines how company paid expenses export. | Enables export of company paid expenses using the selected options. | Applies to corporate card and other company-paid expenses. |
| Export as Expense Reports / Vendor Bills (Company Paid) | Controls export format for company paid expenses. | Exports expenses based on the payment method. | Supports Expense Reports and Vendor Bills. |
| Expense Reports (Company Paid) | Exports company paid expenses as Expense Reports. | Marks expenses as Non-Reimbursable and charges the Corporate Card account. | Common for corporate card programs. |
| Vendor Bills (Company Paid) | Exports company paid expenses as Vendor Bills. | Posts company paid expenses as Vendor Bills in NetSuite. | Expenses are mapped during export. |
| Export Expense Attachments | Sends receipt images to NetSuite. | Posts receipt attachments to the Emburse Integration Receipt folder. | Supports audit and compliance requirements. |
Validate your Emburse NetSuite Connector
Use this section to validate your configuration and activate the Emburse NetSuite Connector.
From this page, you can run a test sync using your current configuration to validate your setup and confirm that your NetSuite connection is working as expected.
Select Check Your Configuration to run a validation test.
If the test is successful, your configuration will be activated, and data will be available to sync to Emburse Spend.
If the test fails, no data will be synced. Update your configuration or make any required changes in NetSuite, then run the test again.
A confirmation message will display once your configuration has been successfully validated.
Next, configure the settings available in the Emburse Spend UI. For step-by-step guidance, see Customize Your NetSuite Integration in Emburse Spend.