Spendesk supports a native integration with NetSuite, allowing you to seamlessly export your payables and synchronize your accounting data.
To access this integration with NetSuite, you need us to grant you access beforehand. Please contact your Customer Success Manager or Account Manager.
Prerequisites:
You must be an Administrator in NetSuite;
You must be an Account Owner or Controller in Spendesk.
SOAP Web Services and Token-based Authentication are both enabled in NetSuite.
Employee records (not 'Users') are created in NetSuite and belong to the subsidiary that will be connected to Spendesk.
At least one Account payable account exists for expense claims in the subsidiary that will be connected to Spendesk.
Connection steps
Once you have the feature granted by Spendesk, you can switch integration on your Spendesk account, and proceed with the initial configuration on NetSuite.
Step 1 - Select integration on Spendesk
Step 1 - Select integration on Spendesk
Go to Spendesk and navigate to Settings > Accounting Setup and click Switch Integration.
Choose NetSuite in the dropdown.
Read through an explanation of what switching an accounting integration means and click Continue.
Click Switch Integration.
Step 2 - Initial configuration and connection on NetSuite
Step 2 - Initial configuration and connection on NetSuite
Log into your NetSuite account with your Administrator credentials.
Under Setup > Company Information find your NetSuite Account ID and save it somewhere as you will need it later on in the process.
Under Setup > Company > Enable Features, on the SuiteCloud tab, check that these checkboxes are enabled: SOAP Web Services and Token-based Authentication.
Install the Spendesk app from SuiteApp Marketplace. Navigate to SuiteApps menu item, search for 'Spendesk' and install the app. Alternatively you can also use this shortcut: https://www.suiteapp.com/Spendesk.
Under Setup > Users/Roles > Manage Users select the user that will be used to post expenses from Spendesk to NetSuite and add the following role for this user on the Access tab: 'Spendesk native integration'. If the role doesn’t appear in the dropdown, wait a few minutes until the bundle is installed.
Under Setup > Integration > Manage Integrations > New create a new integration for Spendesk to use:
Check TOKEN BASED AUTHENTICATION
Check TBA AUTHORIZATION FLOW and enter the following callback URL:
https://api.spendesk.com/api/oauth1/netsuite/redirect-after-consentUncheck AUTHORIZATION CODE GRANT under OAuth 2.0
Click Save and make sure you scroll all the way down on the resulting page.
Keep this page open as you will only be able to see your Client ID and Client Secret once. You can reuse the same Client ID and Client Secret in order to connect other Spendesk entities to NetSuite subsidiaries, so you may want to temporarily store these in a secure location.
NB: if at any time you need to reset your Client ID and Client Secret you can click Edit on your integration and then click Reset Credentials.Copy your NetSuite Account ID, Client ID and Client Secret in the modal on Spendesk and click Connect. The letters in your Account ID absolutely need to be in lower case for the connection to work.
Log into NetSuite with the credentials of the user you selected above (the one you assigned the role to) and select the 'Spendesk native integration' role before clicking Allow. The page that NetSuite displays is counterintuitive, make sure you are not connecting Spendesk with Administrator role.
A subsidiary selection modal appears. Select the NetSuite subsidiary you want to connect to. You should now be connected.
After a successful connection you will be redirected back to the Accounting Setup page on Spendesk where you will see the status of your connection. Your chart of accounts, analytical fields, suppliers and employees will be pulled from NetSuite in the background.
Next steps
You can now start the configuration of Spendesk to use NetSuite accounting setup.