Before You Start

This guide assumes you have administrator access to both Divvy (Bill Spend & Expense) and NetSuite. You’ll need your NetSuite chart of accounts, departments, and employee records prepared.

Overview

45 min
Setup Time
Advanced
Difficulty
Weekly
Maintenance

What You’ll Learn

  • How to configure NetSuite for seamless Divvy data ingestion
  • Connecting Divvy for automated corporate card transaction syncing
  • Mapping Divvy transactions to NetSuite departments, accounts, and custom fields
  • Streamlining reconciliation of corporate card spend in NetSuite

1. Preparation Steps

Before connecting Divvy (Bill Spend & Expense) to NetSuite, ensure these are configured:

Required NetSuite Setup

  • Divvy Bank Clearing Account (Type: Bank)
  • Divvy Vendor Record (for payments to Divvy)
  • Relevant Expense Accounts (e.g., Travel, Software, Meals)
  • GL Accounts for Cash and Accounts Payable
  • Employee Records with email addresses matching Divvy users

Optional (but highly recommended)

  • NetSuite Departments, Classes, Locations (for detailed reporting)
  • Custom Segments (if you use them for specific tracking)
  • Projects or Jobs (if you track spend by project)
  • Approval Workflows for expense reports (if applicable)

2. Choosing Your Sync Method

You have primary options, depending on your needs for granular control and automation.

Method A: Divvy’s Native NetSuite Integration

This is the built-in sync directly within Divvy (Bill Spend & Expense).

Pros:
  • Included with Divvy.
  • Automates transaction import.
  • Supports basic GL account mapping.
Cons:
  • Limited customization options.
  • Manual coding may still be needed.
  • Troubleshooting can be less intuitive.

Method B: Third-Party Integration Platforms (e.g., Celigo, Boomi)

These platforms offer robust, customizable connections for complex workflows.

Expert Tip: While Divvy’s native integration is powerful for straightforward setups, consider a middleware solution like Celigo or Boomi if you require advanced customizations, orchestration with multiple systems, or very high transaction volumes. These tools provide unparalleled flexibility for intricate NetSuite mappings.

3. Step-by-Step: Automating Corporate Card Spend

Achieve a seamless, automated workflow for all corporate card spending by integrating Divvy directly with NetSuite. This guide focuses on Divvy’s native integration for automated transaction syncing, department mapping, and reconciliation, empowering NetSuite administrators and controllers.

Here is a sample JSON structure representing a Divvy transaction that might be pushed to NetSuite:

{
  "transaction_id": "DV-TRX-20250101-001",
  "employee_id": "EMP007",
  "employee_name": "Alice Smith",
  "amount": 75.50,
  "currency": "USD",
  "merchant": "Coffee Shop XYZ",
  "category": "Meals & Entertainment",
  "date": "2025-01-01",
  "memo": "Team lunch for Q1 planning",
  "card_number_last_four": "1234",
  "department_id": "DEPT001",
  "project_code": "PROJ-ALPHA"
}

4. Setting Up Divvy-NetSuite Sync

  1. 1

    Initiate NetSuite Connection in Divvy

    Navigate to Divvy settings, find the NetSuite integration, and authorize the connection. You’ll need your NetSuite login credentials and likely your Account ID.

  2. 2

    Configure Account & Field Mappings

    Map your Divvy expense categories to NetSuite GL accounts. Also, map employees, departments, classes, and locations between Divvy and NetSuite to ensure proper coding.

  3. 3

    Define Sync Preferences

    Set the frequency of transaction syncing (e.g., daily, weekly) and decide how transactions will be recorded in NetSuite (e.g., Journal Entry, Expense Report, Vendor Bill).

Common Error: Mismatched Data

Ensure that employee names, department names, and GL account numbers are identical in both Divvy and NetSuite for accurate mapping and to prevent sync failures. Use NetSuite’s internal IDs for custom fields if necessary.

5. Testing Your Setup

Integration Test Checklist

  • Process a small test transaction in Divvy
  • Trigger a manual sync from Divvy to NetSuite
  • Verify the transaction appears correctly in NetSuite (e.g., as a Journal Entry, Expense Report)
  • Confirm correct GL account, department, class, and employee coding
  • Ensure the transaction can be reconciled against the Divvy bank feed in NetSuite

Need Help?

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Facing challenges with your Divvy to NetSuite integration? Our team specializes in ERP expense automation and can provide tailored assistance.

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