Once you've finalized the data mappings, the next step is preparing NetSuite to accept data from Concur. This setup includes enabling specific features, creating custom fields, and assigning roles that will support the integration.
Enable Core NetSuite Features
Before integration, certain NetSuite modules and features must be activated. At a minimum, make sure the following are enabled:
Advanced Financials
Multi-Currency (if dealing with international data)
Multi-Subsidiary (if using NetSuite OneWorld)
Expense Reports
SuiteCloud Features - especially SuiteScript, SuiteTalk (Web Services), and REST Web Services
These features create the technical foundation necessary for receiving and processing Concur's data flows.
Create Custom Fields to Match Concur Data
In many cases, the standard NetSuite fields won't directly match the structure of Concur data - this is where customization comes into play.
Work with your NetSuite Administrator to:
Add custom fields for any Concur-specific data (e.g., ExpenseType codes or CostCenter IDs)
Set field types and validation requirements to match incoming data values
Tie custom fields to the right record types (Vendor Bills, Journal Entries, Expense Reports)
These fields ensure the data received from Concur lands in the correct place within your NetSuite records.
Establish Integration Roles with Proper Permissions
Security is essential. Create a dedicated Integration Role in NetSuite with only the permissions needed for the Concur connection. This role is used by whichever connector platform or middleware tool you select.
Minimum recommended permissions include:
Full access to Expense Reports, Vendor Records, and Journal Entries
View/edit access to custom fields used in the integration
Web Services and REST Web Services access
Limited access to only the subsidiaries and roles needed for Concur data handling
Use this role for creating the access token or credentials used by the integration platform to authenticate with NetSuite’s API.
Testing the Mapping Structure
Before going live, perform sandbox testing with your mapped data to validate both the structure and content. This step typically catches:
Misaligned field types (e.g., text vs. numeric values)
Invalid account codes
Missing required fields based on NetSuite or Concur validation rules
Run multiple sample transactions through the integration - both clean and error-prone examples - to make sure the system can handle real-world usage.
Even if you're using a pre-built solution like Celigo or Wipfli, this groundwork is key for ensuring that their templates or SuiteApps perform as expected.
Testing should simulate actual usage scenarios, including:
Different employees and departments
Multiple Concur expense types
Multi-currency entries
Posts across subsidiaries
Once testing is complete and consistent results are confirmed, you're ready to proceed to your integration’s production rollout.
Enabling Required Features
In your NetSuite account, make sure the following features are activated:
Web Services
Token-Based Authentication
SuiteScript (if custom integrations are part of your setup)
Custom Records (for tracking integration logs)
SuiteAnalytics (for building reports to monitor integration status)
Creating Custom Fields and Forms
Based on your specific integration needs, you might need to add:
Custom transaction fields: such as Concur Report ID, breakdowns of Expense Types, or Original Currency Amounts
Custom entity fields: like identifiers for Concur employees to help with record matching
Custom forms: especially modified vendor bill forms to highlight data coming through the integration
Optimizing Workflows for Expense Approval
NetSuite workflows can automate follow-up actions when new expenses arrive from Concur. These workflows often:
Route high-value reports to a second-level approver
Notify department leaders when new charges hit their budgets
Identify and flag any expense that violates established policies
Setting Up User Roles
Create a dedicated integration user role and grant it only the permissions the interface requires - no more than necessary. This minimizes security risk and helps isolate issues if any arise.
Automating Expense Data Flow and Reconciliation
Once field mapping and setup are complete, it’s time to configure true automation - so expense data moves from Concur into NetSuite without relying on manual work.
Setting Up Automated Syncs
Use your integration platform to sync when Concur marks an expense report as “Paid,” signaling it's approved and ready to import into NetSuite.
You can choose from three sync options:
Real-time sync: Import expenses within minutes of approval
Scheduled batch: Pull in approved reports daily or hourly
Hybrid approach: Send standard reports in real-time, but hold exceptions for scheduled syncing
Error Management Strategies
No automation is perfect - design processes that catch and address errors quickly:
Error queues: Temporarily hold transactions with issues so you can investigate
Notification alerts: Instantly alert the finance team when a sync doesn’t go through
Retry logic: Automatically try again when issues like temporary network problems occur
Exception reports: Summarize problem transactions daily so they can be handled promptly
Versich’s platform, powered by AI, also detects and classifies frequent issues and suggests possible solutions in real-time.
Reporting and Reconciliation Best Practices
Use NetSuite saved searches to spot inconsistencies between Concur data and what’s expected. Focus on:
How many records are posted each day or week
Whether GL distribution aligns with your internal accounting
If any currency conversions are off
Identifying missing or duplicated records
For more nuanced reconciliation, tap into SuiteQL for powerful query capabilities beyond what saved searches offer.
Testing and Deployment: Ensuring a Smooth Go-Live
The most successful integrations happen when the system is thoroughly tested beforehand. Allocate at least 2 - 3 weeks to testing.
Developing a Comprehensive Test Plan
Organize testing across phases:
Unit Testing (Week 1):
Test expense reports for every expense type
Check GL account alignment
Make sure department/class/location fields populate correctly
Confirm attachments move from Concur to NetSuite
Integration Testing (Week 1 - 2):
Submit reports with multiple expense lines
Validate handling of different currencies
Test how the system assigns expenses across subsidiaries
Simulate common errors and validate how your integration responds
User Acceptance Testing (Week 2 - 3):
Let the finance team run live or near-live data through the system
Test reconciliation processes for period-end
Confirm that reports line up with expectations
Provide training for identifying and resolving exceptions
Phased Rollout vs. Full Deployment
Choose a launch strategy based on your organization’s tolerance for risk:
Phased rollout: Begin with one department or business unit, expand once stable
Parallel run: Use both manual and automated processes for 2 - 4 weeks
Full deployment: Switch everything at once - but pair it with close monitoring
Versich recommends starting with a 2-week parallel period to identify edge cases and fine-tune the setup.
Post-Integration Optimization and Maintenance
The integration doesn’t end at go-live - it transitions into a maintenance and optimization phase. Stay proactive.
Monitoring Integration Performance
Set a schedule to review system health regularly:
Daily: Resolve any errors in the queue
Weekly: Match transaction volumes to benchmarks
Monthly: Spot-check GL accounts for accuracy
Quarterly: Revisit field mappings for potential updates
Adapting to System Updates
Concur and NetSuite release updates often. Stay ahead by:
Subscribing to update notes
Testing major updates in a sandbox environment
Keeping clear documentation on custom setups needing future modifications
Continuous Improvement and User Feedback
Listen to your team. Ask:
What manual steps remain?
Where do mistakes happen most often?
What new automations could help reduce effort?
Ongoing feedback from finance helps Versich evolve its integration for long-term performance.
Use this kind of feedback to help prioritize enhancement requests and show ongoing value to your internal stakeholders.
Why Work With Versich for Your Concur-NetSuite Integration
Bringing Concur and NetSuite together isn’t just about connecting two platforms - it’s about building integrated workflows that actually support how your business runs. As an experienced Oracle NetSuite Alliance Partner, Versich specializes in both customization and integration projects, applying hands-on knowledge to solve real-life business challenges.
We’ve worked on everything from simple expense automations to global, multi-subsidiary installations. That includes navigating the complexities of NetSuite workflows, setting up the right roles and permissions, and solving data mapping issues that often trip up less seasoned teams.
What makes Versich different? We don’t overpromise. As one of our clients shared, our team “was invested in our goals, didn't oversell us, and gave us a timeline and budget that worked.”
Whether you’re looking for full-service implementation or just need expert guidance on a few tricky issues, our 30-Minute Fix consultations are a budget-friendly way to get direct help from consultants who genuinely understand NetSuite.
