Payhawk exports reimbursements to Oracle NetSuite either as vendor bills or expense reports, depending on the configuration you selected during the initial integration setup. This setting applies to all reimbursement, mileage, and per diem expenses.
To ensure accurate accounting in NetSuite, it’s important to understand how each export option works.
Exporting reimbursements as vendor bills
If you've configured Payhawk to export reimbursements as vendor bills:
Once an expense is reviewed, Payhawk sends it to Oracle NetSuite.
The employee is created as a vendor (supplier) in the ERP.
Each reimbursable expense is linked directly to that employee and exported as a vendor bill.
Exporting reimbursements as vendor bills is suitable if you prefer to manage reimbursable expenses through vendor records.
Exporting reimbursements as expense reports
If you've configured Payhawk to export reimbursements as expense reports:
Payhawk matches each expense to an employee in Oracle NetSuite using the external ID, email, or name.
If no match is found, an error will occur, and the export will fail.
For recurring vendor bills, continue using the actual vendor information.
If reporting requires the vendor name, consider adding it as a custom field or note, while keeping the expense assigned to the employee.
Exporting reimbursements as expense reports is suitable if you want to track expenses directly under employee records in Oracle NetSuite.