Overview

The spend management feature allows organizations to compare actual expenses incurred against the planned or contracted expenses, providing insight into any deviations that may be present. This information can be used to renegotiate contracts or downgrade existing ones to save costs.

Spendflo's integration with a finance system also helps companies uncover Shadow IT by scanning expense data to identify spend on unsanctioned apps before they proliferate. This feature allows businesses to consolidate opportunities where multiple teams are paying for the same app, saving costs and increasing efficiency.

Lastly, Spendflo helps identify paid applications that are under-utilized or no longer in use, allowing companies to stop paying for subscriptions that they don't need. By doing so, they can save costs and optimize their SaaS inventory.

Netsuite Finance Integration

Spendflo integrates with Netsuite and analyses SaaS expenses for your organization. Spendflo will automatically match transactions to the correct application, summarise expenses and provide insights. This guide follows step by step process on how you can install the integration and gain its maximum benefits.

Prerequisites

To begin the installation, you must be a Netsuite Administrator

Retrieving Netsuite Account ID

1. Log into your Netsuite portal.

2. Find the URL at the top of your browser.

3. Your Netsuite Account ID is the combination of letters or numbers in your URL before "app.netsuite.com/app/center/card.nl?sc=-29&whence=".

4. Therefore if the URL on your Netsuite page is https://123432345.app.netsuite.com/app/center/card.nl?sc=-29&whence=.
5. Then your Account ID is 123432345; copy the account id and keep it; we'll need it in further steps.

Enable Web Services

If you have not yet enabled REST and SOAP Web Services:

 1. In your Netsuite account, go to Setup > Company > Enable Features

You must be an Administrator of your Netsuite account to see this option.

 2. Under SuiteCloud, check the boxes next to SOAP WEB SERVICES and REST WEB SERVICES.

Setup a Role with All Transactions and Setup Permissions

If you do not have a user role already created, then follow the below step: 

If you know that you already have a user role with access to all transactions (all setup permissions below must be selected with full access), you can skip these steps. To check, go to Setup, Users/Roles, Manage Roles, and search through your user roles.

1. In your Netsuite account, go to Setup, Users/Roles, Manage Roles, and click the New option. You must be an Administrator of your Netsuite account to see this option.

2. Create a Role by clicking the New Role button.

3. If you have a Multi Subsidiary NetSuite application, ensure the Role has access to all Subsidiaries and has the Allow Cross-Subsidiary Record Viewing box checked

4. Add each of the below permissions to the Role:

In Transactions, add each of the below permissions:

TRANSACTIONS PERMISSION	LEVEL
Audit Trail	View
Bills	View
Check	View
Enter Vendor Credits	View
Expense Report	View
Find Transaction	View
Purchase Order	View
Make Journal Entry	View
Credit Card	View
Credit Card Refund	View

In Setup, add each of the below permissions:

SETUP PERMISSIONS	LEVEL
Login using Access Tokens	Full
User Access Token	Full
Access Token Management	Full
View Login Audit Trail	Full
REST Web Services	Full
SOAP Web Services	Full

In Lists, add each of the below permissions:

LISTS PERMISSIONS	LEVEL
Accounts	View
Amortization Schedules	View
Currency	View
Departments	View
Employees	View
Employee Records	View
Expense Categories	View
Items	View
Vendors	View
Subsidiaries	View
Perform Search	View
Classes	View

In Reports, add each of the below permissions:

REPORTS PERMISSIONS	LEVEL
SuiteAnalytics Workbook	Edit
Account Detail	View
Accounts Payable	View
Amortization Reports	View
Expenses	View
Transaction Detail	View
Purchase Order Reports	View

5. Click Save.

Assign User to Token-based Authentication Role

1. In setup, go to Users/Roles, and click Manage Users.

2. In Manage Users, either select a user to assign the Role to or create a new user.

To create a new user, go to Lists > Employees > Employees > New. Create the user and grant them NetSuite access by going to the Access tab in the Employee record and select 'Give Access'.

3. In the user's employee record, click Edit and go to the Access tab. In your Access tab, go to Roles and select the Role you just created with all the correct transactions and setup permissions.

4. Click save to apply these changes.

Create an integration to obtain your Consumer Key and Secret

1. Once the user and the role are setup, in your setup tab, go to integrations manage integrations and click new.

2. Create the integration. Select the boxes selected below. 

Ideally, the CONCURRENCY LIMIT should be set to null. If a value must be specified, the minimum value set should be 3. If neither is an option, the highest possible concurrency limit should be used.

3. Ensure the REST WEB SERVICES box is checked under SCOPE

4. Fill in the TBA AUTHORIZATION FLOW and REDIRECT URI with a value of https://app.merge.dev/oauth/callback

5. Once the integration is saved, you will receive a Consumer Key and Consumer Secret (at the bottom of the confirmation screen). This will only be shown once, so copy them and keep them in a secure place.

Create an Access Token to Obtain your Token ID and Secret

1.) In your Setup tab, go to Users/Roles, then Access Tokens and Create a New one.

2. Create a New Access Token with the User Role you either just created or a user role with all permissions above selected.

Copy these Access token credentials and store them in a safe place. They will only be shown once!

Go to Spendflo

Go to the Spendflo Integrations page from Settings>Management Hub>Integrations>Available Apps. On the available apps, you see a connect button on Netusite; click connect.

Paste values copied from Netsuite

1. Paste the account id copied from Netsuite URL, and hit Submit.

2. On the next screen, you’ll be asked to enter other credentials

• CONSUMER_KEY: Confirmation screen after creating the integration (Step Five)
• CONSUMER_SECRET: Confirmation screen after creating the integration (Step Five)
• TOKEN_ID: From confirmation screen after creating your Access Token (Step Six)
• TOKEN_SECRET: From confirmation screen after creating your Access Token (Step Six)

3. The integration is now done, and although it will be in the draft stage, it's not fully completed yet.

Configure Netsuite on Spendflo

1. To complete the integration, click on the configure button on Netsuite on the Connected apps.

2. Select the accounts that you would like to import with this integration. 

By default Spendflo only looks for expense category. You will have select the account codes for the expenses you want to import into Spendflo.

3. After selecting the expense category, click continue

4. Choose the date from which you’d like the expenses to be imported. We will be populating the data from the date that you choose

5. Click on "Got it" and the integration is complete. You should be able to see the imported transactions and the spend

Spendflo will automatically try to identify the product based on the transaction description and vendor name. Once the import is successful, please head to the Spend page (https://app.spendflo.com/spend) to view your spend against the apps. In case, you are not able to view all your spend, then head to the transactions page by clicking on "View Transaction" CTA and map the transactions to the product