How to Integrate Concur With NetSuite: Step-by-Step Guide

Key Takeaways

• SAP's new native Concur-NetSuite connector setup can take just a few hours instead of weeks and is included with your Concur subscription (US only, Invoice support coming Q3 2025)
• Implementation timelines range from 2-4 weeks for standard deployments to 6+ weeks for complex multi-subsidiary environments
• Third-party connector pricing starts at $595/mo billed annually (includes one production integration pair), with unlimited transactions and API calls within fair-use limits
• Proper GL account mapping prevents the majority of post-launch issues and ensures accurate financial reporting
• Employee reimbursement cycles improve significantly with automated workflows, eliminating manual data entry delays

Understanding the 'Why': Benefits of Concur & NetSuite Integration

Before diving into the technical setup, understanding why this integration matters helps justify the investment and set proper expectations. The Concur-NetSuite integration eliminates the gap between expense approval and financial recording, creating a unified view of company spending.

Streamlined Expense Reporting

When an employee submits an expense report in Concur and it receives final approval, the integration automatically creates the corresponding vendor bill or journal entry in NetSuite. No more waiting for finance to manually re-key expense data. This automation means expenses post to your general ledger in near real-time after approval, instead of waiting on manual keying.

Improved Financial Control

Manual data entry introduces errors at every step. An automated integration maintains consistent GL coding, department allocations, and class assignments based on rules you define once. Automating the sync reduces re-keying errors and keeps coding consistent when switching to automated sync.

Enhanced Data Accuracy

The integration syncs master data bidirectionally—users, accounts, and cost objects can be kept aligned (depending on your integration method) between systems. When you add a new expense type in Concur, the corresponding NetSuite account mapping follows predefined rules. This eliminates the "which account does this go to?" conversations that slow down processing.

Key Considerations Before Your Integration Project

Successful integrations start long before any technical configuration. Preparing for implementation properly can mean the difference between a smooth go-live and months of troubleshooting.

Defining Your Data Flows

Map exactly what data needs to move between systems:

• Expense reports to vendor bills: How should approved Concur reports translate to NetSuite transactions?
• Employee data sync: Will NetSuite serve as the source of truth for employee records?
• Corporate card transactions: Do you need automated card reconciliation?
• Receipts and attachments: Should supporting documents transfer to NetSuite?

Assessing Current Workflows

Document your existing approval hierarchies, expense policies, and GL coding rules. The integration will automate these processes, so any undocumented exceptions become integration exceptions.

Understanding your NetSuite segmentation structure is critical. Multi-subsidiary companies need clear rules for assigning the correct subsidiary to each expense based on the submitting employee's department or cost center.

Choosing the Right Integration Method

Four primary approaches exist, each suited to different organizational needs:

• SAP Native Connector: Best for US companies with straightforward requirements
• Celigo Templates: Ideal for organizations needing Invoice integration now or managing multiple app integrations
• Wipfli ExpenseConnect/InvoiceConnect: Strong choice for teams preferring to work entirely within the NetSuite UI
• Custom Development: Reserved for complex business logic or non-standard requirements

Choosing Your Path: Integration Methods for Concur and NetSuite

Each integration method comes with distinct advantages, limitations, and cost structures. Selecting the right one depends on your technical resources, timeline, and complexity requirements.

SAP Native Connector (New 2025)

SAP recently released a native connector included with Concur subscriptions. Activation Coaches guide your team through a standardized setup process that takes hours rather than weeks. The connector handles real-time / near real-time syncing with built-in error handling and audit trails.

Limitations: Currently US-only with Concur Invoice support arriving Q3 2025 and international availability planned for Q4 2025. If you need Invoice automation today or operate internationally, consider alternatives.

Celigo Integration Templates

Celigo offers pre-built templates with 7 flows covering expense reports, employee sync, and department synchronization. The platform includes AI-powered error management and visual workflow customization.

Two template versions exist:

• Best Practice: Designed for Concur Standard accounts
• Enhanced: Built for Concur Professional accounts with additional features

A free 30-day trial lets you test before committing to subscription pricing.

Wipfli ExpenseConnect/InvoiceConnect

Wipfli's connectors install as NetSuite SuiteApps, keeping the entire integration experience within your existing NetSuite interface. The cloud-to-cloud architecture supports multi-entity and multi-currency requirements with flexible data mapping.

Note that Expense and Invoice functionality require separate products—ExpenseConnect for expense reports and InvoiceConnect for vendor invoices.

Custom Integration Development

For organizations with complex business logic, custom integrations using NetSuite RESTlets and OAuth provide maximum flexibility. Implementation costs typically range from $5,000-$15,000+ depending on requirements, but you gain complete control over transformation rules and workflow logic.

Step-by-Step: Setting Up Data Mapping Between Concur and NetSuite

Data mapping forms the foundation of any successful integration. Implementation timelines of 3-6 weeks with discovery/mapping and testing typically driving most of the effort—and for good reason. Incorrect mappings cause the majority of post-launch issues.

Mapping Concur Expense Types to NetSuite Accounts

Create a comprehensive document connecting each Concur ExpenseType to its corresponding NetSuite GL Account. Consider:

• Travel expenses: Airfare, lodging, car rental, mileage
• Meals and entertainment: Client meals, team dinners, per diem
• Office supplies: Equipment, software, subscriptions
• Professional services: Consulting, legal, accounting

For each expense type, identify:

• The target NetSuite account number
• Whether it posts as a Vendor Bill or Journal Entry
• Any subsidiary or currency considerations

Ensuring Dimensional Consistency

NetSuite's classification structure—departments, classes, and locations—must align with Concur's cost center hierarchy. Map Concur CostCenter values to the appropriate NetSuite segments.

For organizations using line-level department coding, configure rules that allow different expense lines to hit different departments within a single report. This granularity improves reporting accuracy but requires more upfront mapping work.

Handling Multi-Currency and Multi-Subsidiary Setups

International companies face additional complexity:

• Subsidiary assignment: Define rules for determining which NetSuite subsidiary receives each expense based on employee attributes
• Exchange rates: Determine whether Concur exchange rates carry over or NetSuite rates apply at posting
• Currency rounding: Establish how small currency differences get handled

Configuring NetSuite for Concur Expense Integration

With mappings defined, NetSuite needs proper configuration to receive incoming expense data. This involves enabling features, creating custom fields, and establishing appropriate roles.

Enabling Required Features

Look for options in your NetSuite account settings to enable:

• Web Services
• Token-Based Authentication
• SuiteScript (if using custom integrations)
• Custom Records (for storing integration logs)
• SuiteAnalytics (for building integration monitoring reports)

Creating Custom Fields and Forms

Depending on your requirements, you may need:

• Custom transaction fields: Concur Report ID, Expense Type details, Original Currency Amount
• Custom entity fields: Concur employee identifiers for matching
• Custom forms: Modified vendor bill forms displaying integration-specific data

Optimizing Workflows for Expense Approval

NetSuite workflows can trigger additional actions when integrated expenses arrive. Common automation includes:

• Routing high-dollar expenses for secondary approval
• Notifying department managers of charges against their budgets
• Flagging expenses that exceed policy thresholds

Setting Up User Roles

Create a dedicated integration user with permissions limited to exactly what the integration requires—no more, no less. This follows security best practices and simplifies troubleshooting when issues arise.

Automating Expense Data Flow and Reconciliation

Once mapping and configuration complete, focus shifts to the actual automation that makes the integration valuable. The goal: approved Concur expenses appear in NetSuite without human intervention.

Setting Up Automated Syncs

Configure your chosen integration platform to trigger on Concur approval events. Most organizations sync when expense reports reach "Paid" status, indicating final approval and readiness for posting.

Options include:

• Real-time sync: Expenses post within minutes of approval
• Scheduled batch: Daily or hourly processing runs gather approved reports
• Hybrid approach: Real-time for standard expenses, batch for exceptions requiring review

Error Management Strategies

Every integration encounters errors. Plan for them with:

• Error queues: Hold failed transactions for review rather than losing data
• Notification alerts: Finance receives immediate notice when sync failures occur
• Retry logic: Transient errors (API timeouts, temporary connectivity issues) retry automatically
• Exception reports: Daily summaries of any transactions requiring manual intervention

Celigo's AI-powered management automatically categorizes and suggests resolutions for common issues.

Reporting and Reconciliation Best Practices

Build NetSuite saved searches that compare Concur-sourced transactions against expected volumes. Monitor for:

• Transaction counts by day/week
• GL distribution patterns
• Currency conversion accuracy
• Missing or duplicate records

Consider using the SuiteQL Query Tool for complex reconciliation queries that exceed saved search capabilities.

Testing and Deployment: Ensuring a Smooth Go-Live

Thorough testing separates successful integrations from problematic ones. Plan for 2-3 weeks of testing before go-live.

Developing a Comprehensive Test Plan

Structure testing in phases:

Unit Testing (Week 1):

• Submit test expense reports with each expense type
• Verify correct GL account assignment
• Confirm department/class/location coding
• Test attachment sync functionality

Integration Testing (Week 1-2):

• Process multi-line reports with varied expense types
• Test multi-currency transactions
• Verify subsidiary assignment logic
• Simulate error conditions and confirm handling

User Acceptance Testing (Week 2-3):

• Finance team processes real (or realistic) expenses through complete workflow
• Validate month-end reconciliation procedures work
• Confirm reporting accuracy against expected outcomes
• Train users on exception handling

Phased Rollout vs. Full Deployment

Consider your risk tolerance:

• Phased rollout: Start with one department or subsidiary, expand after proving stability
• Parallel run: Both manual and automated processes operate simultaneously for 2-4 weeks
• Full deployment: Cut over completely with careful monitoring

Most organizations benefit from a 2-week parallel run period to catch edge cases before fully retiring manual entry.

Post-Integration Optimization and Maintenance

Go-live marks the beginning of ongoing integration management, not the end of the project. Plan for continuous improvement.

Monitoring Integration Performance

Establish regular health checks:

• Daily: Review error queues and resolve exceptions
• Weekly: Verify transaction volumes match expected patterns
• Monthly: Audit GL accuracy with sample testing
• Quarterly: Review mapping tables for needed updates

Adapting to System Updates

Both Concur and NetSuite release regular updates that may affect integrations:

• Subscribe to release notes from both platforms
• Test major updates in sandbox environments before production
• Maintain documentation of custom configurations that may require adjustment

Continuous Improvement and User Feedback

Gather feedback from finance teams using the integration:

• What manual steps still exist?
• Where do errors most commonly occur?
• What additional automation would help?

Use this feedback to prioritize enhancement requests and demonstrate ongoing value to stakeholders.

Why Partner With Anchor Group for Your Concur-NetSuite Integration

Integrating Concur with NetSuite isn't just about connecting two systems—it's about creating workflows that serve your specific business processes. As an Oracle NetSuite Alliance Partner with deep expertise in NetSuite customization and integration work, Anchor Group brings practical experience to complex projects.

Our team has configured everything from straightforward expense automations to multi-subsidiary deployments spanning international operations. We understand the nuances of NetSuite workflows, proper roles and permissions, and the data mapping challenges that trip up less experienced implementers.

What sets Anchor Group apart? We don't oversell. As one client noted, our team "was invested in our goals, didn't over-sell us, and gave us a timeline and budget that worked." Whether you need full implementation support or just a few hours of expert guidance to troubleshoot a stubborn mapping issue, our 30-Minute Fix consultations provide a low-commitment way to get answers from consultants who genuinely know NetSuite.

Frequently Asked Questions

What are the main benefits of integrating Concur with NetSuite?

The primary benefits include eliminating significant monthly manual data entry, reducing GL coding errors substantially, and accelerating employee reimbursement cycles. Finance teams gain real-time visibility into expense data without waiting for manual posting, and month-end close timelines improve.

What are the different ways Concur can be integrated with NetSuite?

Four main approaches exist: SAP's native connector included with Concur subscriptions (currently US-only), Celigo pre-built templates with AI-powered error management, Wipfli ExpenseConnect/InvoiceConnect SuiteApps that work within the NetSuite interface, and custom integrations using NetSuite RESTlets and OAuth 2.0.

How long does a typical Concur-NetSuite integration project take?

Implementation timelines vary by approach. SAP's native connector can be operational within hours to days, while standard third-party deployments typically require 2-4 weeks, and complex multi-subsidiary environments need 3-6 weeks. The majority of time goes into data mapping and testing rather than technical configuration.

What commonly goes wrong during a Concur-NetSuite integration?

The most frequent issues include GL account mapping mismatches, multi-subsidiary allocation errors when employee department assignments don't translate correctly, API authentication failures from expired tokens, and receipt attachment sync problems with large files. Proper planning and comprehensive testing in sandbox environments prevent most of these issues.

Can I implement this integration myself, or do I need help?

Self-service implementation works well for single-subsidiary companies with straightforward GL structures using SAP's native connector or Celigo templates. However, organizations with multi-subsidiary setups, complex approval hierarchies, custom field requirements, or corporate card reconciliation needs benefit significantly from experienced NetSuite consultants who have solved these challenges before.