Payhawk supports direct integration to Oracle NetSuite, providing you with the flexibility to effortlessly export and sync your expenses between the two systems.
For more information, go to the article about exported data between Oracle NetSuite and Payhawk.
Before you begin
To connect the two systems, the user setting up the connection must have either Administrator rights for both Oracle NetSuite and Payhawk, or a custom role dedicated for the Payhawk integration.
Initial interaction between Payhawk and Oracle NetSuite
By connecting to your Oracle NetSuite subsidiary, you allow Payhawk to perform the following:
Sync your Chart of accounts, VAT Rates, Classifications, and Departments.
Create a bank account in Oracle NetSuite for each of your active currencies.
Create Payhawk General and Fees accounts.
Sync your Payhawk and Oracle NetSuite balances from a specific point in time.
Automatically push expenses and payments in real time.
Connecting to Oracle NetSuite
To start connecting your Payhawk account to Oracle NetSuite, follow the steps:
Go to Dashboard > Settings > Integrations.
Under Available integrations, find Oracle NetSuite and click on Connect.
On the next screen, click Continue.
Before you are able to establish the connection between Payhawk and Oracle NetSuite, you need to install the Payhawk SuiteApp and enable the token-based authentication on your NetSuite environment.
On the Install the Payhawk SuiteApp for NetSuite screen, note the instructions and click on Continue.
After you've granted Payhawk access to Oracle NetSuite, select the subsidiary to which you want to connect.
In the Map accounts dialog, configure the Accounts payable, Expense categorization, Tax rates setup, Debit bank accounts mapping, Master data sync, and Payhawk specific accounts settings. Click on Continue.
Note that Payhawk creates a Payhawk General account, which is used whenever mapping cannot be performed.
The Payhawk system will automatically fetch the NetSuite data. After the data process has finished, click on Done.
Setting up expense report exports
To start using the expense report export feature, a Payhawk Administrator needs to configure the feature in the integration settings:
In the Payhawk Web Portal, go to Settings > Integrations and select the Oracle NetSuite integration.
Click on Edit configuration.
Under the expense report export settings, choose the desired export format (individual or aggregated) and record type (Vendor Bill, Journal Entry, or Expense Report).
Select a clearing GL account.
Click on Save changes.
The clearing GL account is required for aggregated exports where an expense report contains expenses and payments in different currencies. In an aggregated export, multiple expenses and their corresponding payments can each be in a different currency. Oracle NetSuite doesn’t allow transactions in different currencies to be directly linked to one another.
The clearing account solves this by acting as an intermediary — Payhawk books both the expenses and the payments against the clearing account, and generates journal entries to reconcile them. This way, every expense is matched to its payment through the clearing account, even when the original currencies don't align.
Notes on configuration
The integration setup from the last time Payhawk and your accounting system were connected will be automatically re-applied the next time you connect.
You can edit the current integration setup without disconnecting from your accounting system. In Payhawk, go to Settings > Integrations, click on the three dots menu of the desired ERP system, and select Edit configuration.