NetSuite Integration Capabilities
Seamlessly connect Custodia with NetSuite for automated expense management and real-time financial data synchronization.
Custodia's native NetSuite integration eliminates manual data entry, ensures accurate GL coding, and accelerates your month-end close process. Using NetSuite's secure SOAP API with Token-based Authentication, your data stays protected while flowing effortlessly between systems.
What You Can Import from NetSuite
Keep Custodia automatically synchronized with your NetSuite master data:
| Data Type | Syncs To | Business Benefit |
|---|---|---|
| Subsidiaries | Subsidiaries | Multi-entity support with automatic currency handling |
| Departments | Cost Centers | Accurate departmental expense allocation |
| Classes / Locations | Profit Centers | Track expenses by business unit or location |
| Chart of Accounts | Ledger Accounts | Consistent GL coding across all expenses |
| Vendors | Vendors | Streamlined vendor bill creation |
| Customers | Customers | Bill expenses back to clients accurately |
| Employees | Users | Automatic user provisioning and updates |
| Purchase Orders | Purchase Orders | 3-way PO matching for procurement compliance |
| Accounting Periods | Accounting Periods | Prevent posting to closed periods |
| Custom Segments | Custom Segments | Full support for your custom NetSuite fields |
What You Can Export to NetSuite
Automatically post approved expenses to NetSuite—no manual journal entries required:
| Export Type | Description | Best For |
|---|---|---|
| Journal Entries | Double-entry accounting with full debit/credit detail | Direct GL posting, intercompany transactions |
| Vendor Bills | AP bills ready for payment processing | Corporate card reconciliation, vendor payments |
| Vendor Credits | Credit memos for refunds and adjustments | Handling returns, rebates, and corrections |
Flexible Aggregation Options
Choose how expenses are grouped when exported to match your accounting workflow:
| Aggregation | How It Works |
|---|---|
| By Expense | One NetSuite record per expense—maximum detail and traceability |
| By Activity | Group by project or activity for simplified project accounting |
| By Employee | Consolidate by cardholder for cleaner AP processing |
| By Subsidiary | One record per legal entity for consolidated reporting |
Key Features
Receipt & Document Management
- Automatic Upload — Receipts and attachments upload directly to NetSuite's File Cabinet
- Organized Storage — Files are stored in clearly labeled folders for easy retrieval
- Full Audit Trail — Every document is linked to its corresponding transaction
- Supported Formats — JPEG, PNG, and PDF files
Multi-Currency Support
- Automatic Conversion — Handle transactions in any currency
- Exchange Rate Options — Use NetSuite rates or specify custom rates
- Subsidiary Currency — Expenses post in the correct subsidiary currency
Custom Segment Support
- Full Compatibility — Works with your existing NetSuite custom segments and fields
- Automatic Sync — Custom values import during synchronization
- Flexible Mapping — Map segments to expense fields at header or line level
Employee Synchronization
- Automatic Provisioning — New NetSuite employees sync to Custodia automatically
- Custom Field Support — Map any NetSuite employee field to Custodia
- Status Management — Active/terminated status stays in sync
- Team Assignment — Automatically assign users to teams based on NetSuite data
Multi-Subsidiary Support
Perfect for complex organizational structures:
| Capability | Description |
|---|---|
| Multiple Connections | Configure separate credentials for different subsidiaries |
| Automatic Routing | Expenses export to the correct subsidiary automatically |
| Subsidiary-Specific Settings | Different GL accounts and mappings per entity |
| Catch-All Configuration | Default settings for subsidiaries without specific config |
Configurable Record Mapping
Tailor the integration to match your NetSuite setup:
| Custodia Entity | Default NetSuite Record | Can Be Changed To |
|---|---|---|
| Subsidiary | Subsidiary | Any record type |
| Cost Center | Department | Class, Location, or custom |
| Profit Center | Class | Location, Department, or custom |
| Customer | Customer | Project, Job, or custom |
| Vendor | Vendor | Any record type |
| Ledger Account | Account | Any record type |
Security & Authentication
Enterprise-grade security using NetSuite's recommended authentication method:
- Token-Based Authentication (TBA) — OAuth 1.0a compliant, no password storage
- Role-Based Access — Integration uses a dedicated NetSuite role with appropriate permissions
- Encrypted Credentials — All authentication tokens are encrypted at rest
- Audit Logging — Full visibility into all sync and export activities
Supported NetSuite Editions
- NetSuite OneWorld (full multi-subsidiary support)
- NetSuite Standard Edition
- Any edition with SOAP Web Services enabled
Getting Started
Ready to connect Custodia with NetSuite? Here's what you'll need:
- NetSuite Administrator Access — To create the integration record and tokens
- Integration Credentials — Account ID, Consumer Key/Secret, Token ID/Secret
- Web Services Enabled — Ensure SOAP Web Services are enabled in your NetSuite account
Contact our team to schedule your integration setup: support@custodia.ai
Need Help?
Visit our Help Center at support.custodia.ai or contact your Customer Success Manager for personalized assistance with your NetSuite integration.