Emburse Spend + Salesforce Integration

Emburse Spend + Salesforce Integration

The Salesforce integration for Emburse Spend syncs Account, Opportunity, and Campaign data into expense fields. Users select synced values when they submit expenses to associate spending with clients and prospects.

This topic is for Emburse Spend Plus customers. A Salesforce administrator configures a Marketing User and profile permissions before an authorized member connects the integration in App Integrations.

After the connection is active, you create expense fields that sync from Salesforce and optionally map them to fields in QuickBooks Online, QuickBooks Desktop, Xero, NetSuite, or Sage Intacct.

This capability is currently only available to organizations based in the United States.

Set up a Salesforce Marketing User

  1. Sign in to Salesforce and select the Setup screen.

    2. Salesforce header with the Setup link highlighted

  2. In the left-hand menu, under Administer, select Users.

    3. Salesforce Administer menu with Users selected under Manage Users

  3. Find the member who authorizes Emburse Spend to connect to Salesforce and select Edit next to their name.

    4. Salesforce Users list with Edit link highlighted in the Action column

  4. Select Marketing User in the top right of the member profile. Note the assigned Profile name (this example shows System Administrator), then save your changes.

    5. Salesforce user profile with Marketing User checkbox selected

  5. In the Administer menu, select Profiles.

    6. Salesforce Administer menu with Profiles selected under Manage Users

Any Salesforce member assigned this profile is affected by the permission changes. To limit the impact, create a new profile for Salesforce integration permissions and assign the member to it.

  1. Find the profile assigned to the member and select Edit.

    2. Salesforce Profiles list with Edit link highlighted for System Administrator

  2. In the Standard Object Permissions section, enable View All for Accounts, Campaigns, Contacts, and Opportunities, then save your changes.

    3. Salesforce Standard Object Permissions with View All enabled for Accounts, Campaigns, Contacts, and Opportunities

Connect Emburse Spend to Salesforce

The member you configured in the previous section completes the connection using these steps.

  1. In Emburse Spend, select SettingsCompany Settings, then App Integrations.
  2. On the App Integrations page, select Connect on the Salesforce card.

    3. Emburse Spend App Integrations page with Connect button highlighted in the Salesforce card

  3. On the Salesforce sign-in page, enter your username and password, then sign in.

    4. Salesforce sign-in screen with username and password fields

The integration is now complete.

Create a Custom Salesforce Expense Field

  1. In Emburse Spend, select SettingsCompany Settings, then Expense Fields.
  2. Select Create New Expense Field.

    3. Emburse Spend Expense Fields page with Create New Expense Field button highlighted

  3. In the dialog, select Sync From Salesforce.

    4. New Expense Field dialog with Sync From Salesforce option highlighted

Select Field Type

Select the type of Salesforce field you want to use to create your expense field.

  • Account
  • Opportunity
  • Campaign

New Expense Field dialog with Salesforce Field dropdown for Account, Opportunity, or Campaign

For each Salesforce field, you can select all types or only specific types from your Salesforce configuration.

For example, you can select just the Prospect account type.

New Expense Field dialog filtering Account types with Prospect selected

Filter Opportunity by Type and Stage

For Opportunity lists, you have two filter options: Type and Stage. You can select one or multiple types and stages to build your list.

New Expense Field dialog with Opportunity type and stage filter options

Limit Field Visibility

If you segment your team by Department, Location, or any other Team Field in Emburse Spend, you can limit the visibility of your Salesforce expense field to certain groups.

In this example, the field is visible to New York employees only.

Select Create to save your field, then refresh the screen. The list items update directly from Salesforce.

New Expense Field Visible To settings limiting the field to Location New York team members

Map Salesforce Expense Fields to Your Accounting Software

Expense fields you create can map to fields in your accounting software.

Accounting Software Maps To
QuickBooks Online and QuickBooks Desktop Class or Customers
Xero Tracking Categories
NetSuite Location, Department, or Class
Sage Intacct Class, Department, Location, Customer, or Item

If you have an accounting sync set up in Emburse Spend, select which field you want to sync at the top of your Expense Field list.

This is a one-to-one mapping. You must select only one Expense Field to sync to one corresponding field in your accounting software.

Expense Fields list mapping Salesforce Customer Accounts to QuickBooks Customers field

Was this article helpful?