Expensify.org/hunger SNAP campaign status
We’re no longer accepting new participants as our focus is on reimbursing existing claims. While we’re unable to provide a specific timeline on when your report will be reimbursed, we’re doing our best to drive donations and keep reimbursements moving forward. If you know anyone who can donate to this campaign please encourage them to enable Personal or Corporate Karma on their Expensify account.

We're currently experiencing issues with our American Express and Capital One connections. Please visit our status page for more details and to subscribe to updates.

Automatically Attach PDF copies of report into NetSuite instead of URL

MaryBBTMaryBBT Expensify Customer Posts: 18 Expensify Newcomer

It would be awesome if there was a way to configure Expensify to automatically export into NetSuite a pdf copy of the receipts attached to the expense report. So that both the expense report and the PDF copy are attached in Netsuite together in one Export to option.

3 votes

Understanding the Issue · Last Updated

Comments

  • Nicole MendoncaNicole Mendonca Expensify Customer, Expensify Team Posts: 60 Expensify Team

    @MaryBBT perfect! Can you just add a use case here? Why would someone need the PDF in NetSuite, instead of generating it from Expensify? Thanks!

  • msnipermsniper Expensify Customer Posts: 3 Expensify Newcomer

    Because then NetSuite is the single source of truth and documents for their business.

    Because integrating with NetSuite forces Expensify customers to a higher price tier so it's a fair request.

    Alternatively, you should ask yourselves "Why did we build that functionality for Xero [and others] but not for NetSuite while charging more for NetSuite integration?". It's at most five lines of additional code anyway.

  • Ted HarrisTed Harris Expensify Success Coach - Admin Posts: 276 Expensify Team

    Alternatively, you should ask yourselves "Why did we build that functionality for Xero [and others] but not for NetSuite while charging more for NetSuite integration?". It's at most five lines of additional code anyway.

    If you're happy to include what those lines would be, that would be great for our team to look into! I wasn't aware that we could attach PDF's to Expense Reports, Vendor Bills and Journal Entries in NetSuite via their API - but if you know it's possible, please let us know too!

    I'd also love to know a bit more about how the URL to a direct receipt doesn't contribute to NetSuite holding the source of truth too - just a little more on how that impacts your day-to-day vs having a downloadable PDF would be fantastic.

  • msnipermsniper Expensify Customer Posts: 3 Expensify Newcomer
    edited July 27

    A URL to the receipt is ok until the time they choose not to use Expensify anymore or the viewer doesn't have access to Expensify.

    We are leaving Expensify -

    • One company uses Xero, so that will be a clean break - nothing to do.
    • The other uses NetSuite which means a lot more effort to extract from Expensify and attach to NetSuite before we go.


    Rough code example for you...

    var doc = nlapiCreateFile(PickAFilename, PickAFileTypeProbablyPDF, BlobOfTheReceipt);
    doc.setFolder(nnnn);
    var fileID = nlapiSubmitFile(doc);
    nlapiAttachRecord("file", fileID, RecordType, RecordID);
    
  • Ted HarrisTed Harris Expensify Success Coach - Admin Posts: 276 Expensify Team
    edited July 27

    Nice! Thanks @msniper both for the example API call and the use case. I think it's certainly worth consideration.

    One thing worth highlighting though is that every account retains access to the receipts that have been shared with them, whether it's part of a paid policy or not. You'd only need to leave your account open, not even paying to retain access to records you need to view.

    Your example really states that even when a company wishes to leave Expensify, they also wish to close all accounts, retaining no access to Expensify whatsoever.

    One final question from me, (thanks for answering all of these!) is how is this typically handled when moving from one accounting solution to another? Do you know if say Xero/QBO/NetSuite provide an "export all" option of sorts?

  • msnipermsniper Expensify Customer Posts: 3 Expensify Newcomer

    This is likely distracting from @MaryBBT 's use case even though I was just trying to back her up. We wanted this way back but wrote our own workaround instead. However, in the edge case of a customer leaving - sure they can keep their account open (and that is appreciated). If they are complying with some of the ISO certs they probably shouldn't. We can't.

    NetSuite and Xero certainly have the ability to export everything. NetSuite's import and export options are crazy powerful. Their "Delete all data and close account" button is a little too easy to press. Xero have options, free for the most part, when you sign up with them to bring in everything, attachments included, from your existing system - some automated, some with actual humans involved. You can also export everything.

    Of course there are also a ton of third party saas transformation apps that integrate many of the systems out there and therefore mean you can get your data in and out.

    Interestingly there has been some work done by Expensify on invoices to NetSuite here: https://community.expensify.com/discussion/7231/how-to-export-invoices-to-netsuite#latest

    Going back to one of my original points... Why not provide feature parity to Expensify and NetSuite for @MaryBBT and others as Expensify to Xero users have?

  • Ted HarrisTed Harris Expensify Success Coach - Admin Posts: 276 Expensify Team

    Why not provide feature parity to Expensify and NetSuite for @MaryBBT and others as Expensify to Xero users have?

    Totally, the most poignant point here is that. The answer really is usually because people just haven't asked us for it. We have this Community Idea now which has your two votes on it.

    The best thing to do now is try to drum up support for it!

  • MaryBBTMaryBBT Expensify Customer Posts: 18 Expensify Newcomer

    Thank you @msniper! Confirmed "Because then NetSuite is the single source of truth and documents for their business."

Sign In or Register to comment.