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NetSuite integration

How to set up and configure the NetSuite integration in Engine.

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1. Confirm prerequisites and open the NetSuite integration

Engine NetSuite integration setup overview with Get Started action
  • You must be an Engine admin to access Settings > Integrations.
  • NetSuite integration tiles are currently available only for Direct Billing and Engine X customers.
  • In Engine, open Integrations and select NetSuite to begin.
  • Review the high-level setup overview, agree to connecting the NetSuite integration, then click Get Started.
  • You'll be prompted to log into NetSuite, since part of the setup must be completed there.

2. Enter the NetSuite Account ID

Entering the NetSuite Account ID inside the Engine setup wizard
  • In NetSuite, find Account ID, accessible in the account's NetSuite URL.
  • Copy that account ID into Engine.
  • Click Continue to move into authentication setup.

3. Enable required SuiteCloud features

NetSuite SuiteCloud feature toggles: SOAP, REST, and Token-Based Authentication
  • In NetSuite, go to Setup > Company > Enable Features > SuiteCloud.
  • Make sure these boxes are checked:
    • SOAP Web Services
    • REST Web Services
    • Token-Based Authentication
  • If they are not enabled, check them and save.
  • Return to Engine and mark this step complete.

4. Create a dedicated NetSuite role for Engine

Creating a new Engine Integration role in NetSuite with required permissions
  • This role gives Engine permission to read and write data with NetSuite.
  • In NetSuite, go to Setup > Users/Roles > Manage Roles > New Role.
  • Create a role named something like Engine Integration.
  • Set the role to System Administrator Center.
  • Add the required permissions under:
    • Transactions
    • Reports
    • Lists
    • Setup
  • Save the role.
  • Back in Engine, mark this step complete.

5. Optional: enable access for custom transaction types, records, and segments

Granting the Engine role access to custom transaction types, records, and segments
  • This step is only needed if you use custom transaction types, records, or segments.
  • If those customizations exist, grant Engine permission to access them.
  • Mark the step complete if it does not apply.

6. Assign the new role to a NetSuite user

Assigning the Engine Integration role to a NetSuite user
  • In NetSuite, go to Setup > Users/Roles > Manage Users.
  • Choose the user Engine will use to connect to NetSuite.
  • Edit that user's access and add the new Engine Integration role.
  • Many customers create a dedicated system user for this purpose.
  • Save the user record, then mark the step complete in Engine.

7. Create the NetSuite integration record and capture the customer credentials

Creating a NetSuite integration record with Token-Based Authentication enabled
  • In NetSuite, go to Setup > Integration > Manage Integrations.
  • Create a new integration record with any name you want.
  • Recommended settings:
    • Leave Concurrency Limit blank
    • Enable Token-Based Authentication
    • Uncheck OAuth 2.0
  • Save the integration.
  • NetSuite will generate a Customer Key and Customer Secret.
  • Copy those values into Engine, store based on your password retention policies, and continue.

8. Create an access token for the integration

Creating a NetSuite access token tied to the Engine integration record, user, and role
  • In NetSuite, create a new access token.
  • Use:
    • The Application Name from the integration record
    • The User assigned earlier
    • The Role created for Engine
  • Save the token.
  • NetSuite will generate a Token ID and Token Secret.
  • Copy those values into Engine, store based on your password retention policies, and continue.

9. Sync NetSuite reference data into Engine

Engine syncing NetSuite reference data — vendors, chart of accounts, custom fields, and segments
  • Engine now pulls in key NetSuite data needed for mapping.
  • This includes:
    • Vendor list
    • Custom fields
    • Chart of accounts
    • Segments
  • This helps Engine match NetSuite values correctly during bill sync.
  • Once the sync finishes, click Continue.

10. Optional: if you use multiple entities, select the relevant one for Engine billing

Selecting the NetSuite entity Engine will sync with for billing
  • Currently, Engine supports integration with a single NetSuite entity. If you have multiple entities in NetSuite, they will all be displayed on this screen.
  • Select the entity you want Engine to sync with for billing purposes. This will drive which fields are available for invoice mapping in the subsequent steps.
  • Click Continue.

11. Configure how Engine invoice types map to NetSuite

Invoice-type list showing simple vs. custom mapping options
  • You'll now configure how different Engine invoice types should appear in NetSuite.
  • Most invoice types can be set up with either:
    • Simple mapping, or
    • Custom mapping
  • Custom mapping lets you map individual line items to specific NetSuite expense accounts.
  • Many customers use Simple unless they need more detailed accounting rules.

12. Set up lodging invoice mapping

Lodging invoice mapping — vendor, expense account, and Engine-to-NetSuite field mappings
  • Start with the Lodging invoice type.
  • Choose the NetSuite vendor that should appear on the bill.
  • Map the invoice total to the correct expense account (screenshot is using a Simple mapping).
  • Map Engine fields to NetSuite fields as needed, for example:
    • Hotel Name → invoice memo
    • Traveler Name → a custom NetSuite field
  • Map any Engine custom fields to NetSuite targets such as:
    • Department
    • Class
    • Project-related fields
  • Be careful not to map multiple fields to the same non-free-text NetSuite target by accident. This will cause sync errors when sending bills to NetSuite.
  • NetSuite values must match Engine values exactly, or the sync will be rejected. This can, however, be manually fixed down the line at the time of bill syncing.

13. Send a test invoice to verify the connection

$0.01 test invoice sent to NetSuite to verify the connection
  • After configuring lodging, send a test invoice (sent as $0.01 since NetSuite can be configured to reject $0.00 bills).
  • In NetSuite, confirm the test bill appears.
  • Verify that the mapped fields appear correctly, such as the hotel name in the memo. Note, non-free-text custom fields can not currently be tested with the test invoice. These will need to be confirmed with real data syncing to NetSuite.
  • If the invoice looks correct, the integration is working. Confirm everything looks good, and click Apply in the bottom right.

14. Finish setup and activate the integration

Setup summary before submitting to activate the NetSuite integration
  • Configure any additional invoice types if needed.
  • Once all required steps are complete, click Submit.

15. Confirm integration is active

NetSuite integration shown as active on the Engine integrations page
  • Once the setup wizard closes, Engine will show the NetSuite integration as active on your integration page.
  • From this point forward, Engine will automatically sync bills into NetSuite when statements drop.

16. Post-setup: Billing > NetSuite syncs tab

NetSuite syncs tab under Billing showing per-bill sync status and error resolution
  • After the integration is configured and syncing begins, you will see a NetSuite syncs tab on your Billing page.
  • On this page, you can view individual bill sync statuses and review or resolve any sync errors.
    • Mapping error resolution screens are used to set up persistent rules for matching Engine customer field values with NetSuite target field valid values.