If your organization relies on NetSuite for accounting and Fyle for managing expenses, you're in the right place. The Fyle-NetSuite integration streamlines the flow of financial data between these two essential systems, making your job easier.
In this article, we'll walk you through the process of setting up the integration step by step. Whether you're new to the integration or need a quick refresher, this guide will provide the context and instructions you need to get started.
Connect to Your NetSuite Account
Access the Integration:
Go to the Fyle Admin Settings page.
Navigate to Integration > Native Apps > NetSuite.
Connect Your Account:
Click the Connect button to link your NetSuite account with your Fyle account.
Enter Required Credentials:
You'll need to provide specific credentials. For detailed instructions on generating these credentials, please refer to our guide.
Choose a Subsidiary:
After successfully connecting, select a NetSuite Subsidiary. This choice will determine where expenses from Fyle will be posted in NetSuite in the future.
Complete the connection setup
Click on Save and Continue.
Configure Export Settings
Configuring export settings is mandatory for the Integration and can be tailored to your needs, allowing you to export Reimbursable Expenses/Corporate Card Expenses, or both.
Reimbursable Expenses
Select how reimbursable expenses will be exported: as Expense reports, Bills, or Journal Entries.
Choose the relevant account to post these transactions.
Select how your employees are represented in NetSuite—as either Employees or Vendors.
(Note: When exporting as Expense Reports, the representation defaults to Employee, and when exporting as Bills, it defaults to Vendor)Choose the state in Fyle from which you want your expenses to be exported to NetSuite: either Processing or Closed.
Decide how expenses will be grouped (e.g., as individual transactions or consolidated into a single transaction).
Set the date for transactions in NetSuite (e.g., Current Date, Spend Date, or Date of Approval).
Corporate Credit Card Expenses
Choose how corporate card expenses will be exported: as Bills, Credit Card charges, Expense reports, or Journal Entries.
Set a default credit card account to use for unmatched transactions.
Choose the state in Fyle from which you want your expenses to be exported to NetSuite: either Approved or Closed.
Decide how to group these expenses (e.g., by expense or by report).
Select the date for transactions in NetSuite
Note: Card Transaction Post Date option is only available when exporting expenses as Charge Card Transactions.
Note: When exporting card expenses as journal entries, you can customize the Name field in Journal Entries for Corporate Credit Card expenses exported from Fyle to NetSuite to display either the vendor name (merchant name) or employee name. This helps in generating vendor reports or identifying employees associated with expenses. To configure this, go to Configurations > Export Settings, and select either Merchant Name (Vendor) or Employee Name under Name in Journal Entry.
Import Settings
Import key dimensions from NetSuite to Fyle for streamlined expense management. These include:
Chart of Accounts as Categories in Fyle
Vendors as Merchants in Fyle
Tax Groups as Tax Group in Fyle (for non-US entities only)
You can also import and map additional dimensions such as Projects, Departments, Locations, Classes, and Items as Projects, Cost centers, or a select-type custom field in Fyle.
You can also import custom lists, custom records, or custom segments from NetSuite to Fyle. Learn more about how to import them here.
Advanced Settings
Customize and automate your export workflow with advanced settings. Options include:
Scheduling Automatic Exports
Set a frequency for the integration to export expenses automatically.
The Fyle-NetSuite Integration allows automatic expense exports from Fyle to NetSuite, eliminating manual intervention. You can set a frequency and control how frequently you want expenses (after reaching the desired state of export) to be exported to NetSuite automatically.
To ensure seamless exports, admins can enable email notifications for failed exports due to NetSuite errors or mapping issues.
If an export fails, an instant email alert is sent with details like date, time, failed transactions, error messages, and a direct link to fix issues. Notifications are only sent when a new expense group fails, this will prevent duplicate notifications for the same export errors.
Auto-Creation of Vendors
Fyle can auto-create new vendors in NetSuite when no match exists, ensuring accurate expense categorization instead of assigning them to Credit Card Misc. Learn more about this functionality here.
Auto-Creation of Employees
Enabling this toggle ensures that if a corresponding employee record is not found in NetSuite while exporting reimbursable expenses, the integration will automatically create a new employee record. All current and future expenses for that employee will then be recorded under the newly created record in NetSuite.
Auto-Sync Payments
Automatically sync payment status between Fyle and NetSuite. When an expense is marked as paid in Fyle, it updates in NetSuite, and if a Bill is marked as paid in NetSuite, the corresponding expense report in Fyle is closed.
Customizing Descriptions
You can customize the description field in NetSuite by selecting or unselecting which data points to export. Data points you can choose from are Employee Email, Employee Name, Merchant, Car Number, Purpose, Category, Spent On, Report Number, and Expense Link.
Export with Next Open Accounting Period Date
If an expense isn’t recorded before closing an accounting period, Fyle allows you to automatically post it in the current open period to prevent export failures in NetSuite. Any expense from a closed period will be exported with the first day of the current open period. For example, if the current period is June 1–June 30 and an expense from May 1 wasn’t exported, it will be recorded as a June 1 expense, ensuring accurate reporting and reconciliation.
Skip Export of Specific Conditions
Set conditions and skip export of specific expenses and reports. Learn more about this functionality here.
Default Values
Set default values for Location, Class, and Department. If these fields are marked as mandatory fields on NetSuite and if any of these values are not selected in the expense form, then the integration will apply these default values, preventing the expense from being exported to NetSuite.
Additionally, you can choose to use the employee's assigned Location or Department from NetSuite by selecting the Use Employee’s Location and Use Employee’s Department options.
Next Steps
Learn how to export expenses using the Fyle NetSuite integration by referring to this article.