We’re constantly enhancing our integration with NetSuite, and we currently have over 300 settings available with the NetSuite integration. As a result, there’s a lot of configuration that can be done to your Nexonia account, so we’ll try and address just a handful of questions we tend to get during a demonstration of our NetSuite and Nexonia Expenses integrated solution.
The following article has been transcribed from an original NetSuite ERP and Nexonia Expenses webinar. We had some really great customer questions during that session, so we’ve sliced and diced the best parts for you below. Personally, I've been creating, submitting and approving expense reports for quite a few years in a variety of roles in different companies. When I ask someone about their current expense reporting process and they tell me it’s manual, we both exchange a pained look. Because we’ve both been there: trying to submit expense reports, copy and staple receipts, struggling to provide the right details. I’ve heard common stories about employees wasting a day or more trying to do their expense reports. And that doesn’t even begin to touch on the time involved from a finance team side of things with approvals, compliance and entering the information into the accounting system. There's the challenge of timeliness: trying to get the expenses in on time, chasing down employees to submit before the close of the books at the end of the month, following up with these employees to get their credit card transactions and receipts, the annoyances are seemingly endless. With paper receipts, there's also the issue of visibility, storage and trying to track people down or find receipts that should have been included with the report. Suddenly, these receipts have a way of disappearing from the expense reports when you're trying to find it during an audit! With manual expense reporting, there’s data re-working that needs to be completed by the finance and accounting staff. If you’re someone at this end of the process, you're probably familiar with all the corrections to expense reports that you’ve had to adjust, making sure things are coded to the correct GL account, for example. A financial administrator needs to keep on top of obtaining outright compliance with their corporate expense policies. Frequent expense report submitters will, of course, probably know the policies backwards and forwards, but your occasional once a month expense reporters, well, they probably don't know the policies. They'll likely have a lot of questions. And really, that's resulting in more re-work on the approval side of things. And more back and forth. And finally, there’s the challenges of reporting. If your expense reporting systems are spread out across Excel sheets, NetSuite ERP system and your credit card company, trying to compile everything in just one place to simply get a report can be a headache. Getting any visibility about where you stand with the expenses can be difficult, not to mention the challenges of corporate credit card reconciliation, personal credit cards, and for travelers, having to deal with foreign currency exchange rates and value added tax systems. Well, that's where Nexonia comes in. Nexonia Expenses provides an end to end expense solution, from the creation of the expense report, through the approval process, and exporting into NetSuite ERP, all fully integrated with your NetSuite system. We're constantly enhancing our integration with NetSuite, and we currently have over 300 settings available with the NetSuite integration. As a result, there’s a lot of configuration that can be done to your Nexonia account, so we’ll try and address just a handful of questions we tend to get during a demonstration of our NetSuite and Nexonia Expenses integrated solution.
Q: "Is there a way to limit which customers, departments, classes and projects are available to the user according to what group they're in?"Absolutely. Nexonia has some fantastic filtering abilities. We can actually get quite granular in terms of showing the employee end user only what we’d like them to see, tailoring these settings so that these users see only what is completely necessary to complete their expenses. One of the most common features we integrate with is NetSuite Project Resources. This means that we copy the same project resource assignments from NetSuite, and apply them as filtered values for the user. You can manage resourcing in NetSuite and know the employee will be only be allowed to choose from their assigned projects when coding expenses. There are also ways to restrict visibility and filter values within the Nexonia configuration, such as filtering expense categories by role or project, or filtering which departments, locations, or classes the user can choose from. There's all types of different ways you can filter those results, showing the employee only what they need to see in order to do the expense, not overwhelming them with every option available under the sun. We can also use a NetSuite’s custom field checkbox if you only want select dimension values integrated into Nexonia - if you don’t want every employee imported into Nexonia as users, we can filter and only bring in the ones you want.
Q: “Does someone need to be a NetSuite user in order to use Nexonia?”Not at all. The Nexonia Implementation team would simply need the person to be set up as either an Employee or Vendor in NetSuite in order to generate a Nexonia User account for them. We would only need one NetSuite user with Administrator credentials in order to integrate Nexonia and NetSuite. This allows us to have the permission to integrate via web services.
Q: “Am I just limited to reporting on my NetSuite dimensions?”Nexonia supports a vast array of custom fields; whether you require them and we integrate them with a Custom Field in NetSuite, or they exist solely here on Nexonia as a way to enforce a unique policy rule, or as a way to gather information that you want for reporting. For example, say we create a custom field for your expenses called, 'Paid To Vendor'. Now, since the credit card transactions provide the vendor, we can automatically map that value into its own reporting field on the expense item - you’d be able to now run reports on spend by the business you bought from and explore some preferred vendor discounts! Or, let’s say you have a field called ‘Business Purpose’, where users have to state what the reason for that trip was. Those fields can be a text-only form where they manually enter in information, or they can be drop-down menus that are pre-populated with information you've set up in the system.
Q: “Do you support different rates between different subsidiaries in the USA and Canada?”Yes, absolutely. Let me walk you through something that works in the background of the Nexonia platform. It's called ‘Regions’. What this means is that we can set up different regions and have different default rules in place. For example, you can have default currencies for your Canadian employees and your U.S. employees. In a NetSuite Single Entity account, you can create Regions in Nexonia. With a NetSuite OneWorld account, we’d create your Regions automatically based on your entities - each Entity becomes a Region. Now with Regions, there's a number of things we can support with that. For example, the filtering of specific customers or projects, or even specific categories. With the Expense categories, you can set up all these rules and policies, and basically dictate exactly which rules are in place for which Regions. If you have a limit of $50.00 USD per meal for the U.S. employees, but let's say $40.00 CAD for Canadian employees, you're going to have those different rules in place, and the system will support them. In this way, you can set up different rules and policies for your different Regions. Now Regions are typically geographic. But you can actually apply these to any other grouping concepts you need. What I mean is, Regions can be geographic regions for different locations you have, or they can represent different corporate entities that we can support.
Q: “My employees always forget to add in notes on the billable expenses - how can I fix that?”The Memo Field on the expense item can be made mandatory. That means that if an employee doesn’t add a memo, the item wouldn’t be able to be submitted. We can filter that requirement, so the memo could be made mandatory for specific expense categories, or only made required in the event of an expense policy violation. If there’s specific details you want from employees, you could create a custom field for that and make that a requirement for submitted expenses. And, if the expense approver isn’t satisfied with the memo, they can reject that report back to the employee to clarify.
Q: “Does a user receive an email for each overdue expense report, or just one email a day, telling them their expenses are overdue?”Good question. When you use Nexonia and have an overdue expense report, you’ll receive a summary email. So, if I have five credit card charges that I haven't expensed yet and they're aging past a certain point (let’s say five business days), I just get one email at the start of the day with a list of the outstanding credit card charges. So, yes, you won't be bombarded with five different emails at once, the reminder will just be one summary email at the start of the day.
Q: “Does Nexonia support credit cards issued from most major financial institutions in North America?”We support integrating via a number of transaction sources, and we're continuously investigating other availabilities for further credit card feed advancements. So yes, we integrate with the vast majority of credit card institutions across North America and also support several others from around the rest of the world as well. This means credit card charges would appear in Nexonia after posting, and be available for coding or reporting. You get visibility into credit card based spend sooner, rather than waiting until the point when the statement comes in or the expense gets submitted.
Q: “Is receipt-matching based on the amount or are there data points?”Receipt matching is based on date and amount information stored at the receipt image level, and matched against the expense item - either one you create as out of pocket or (my favourite timesaver) against the credit card transaction data. As best practice, I photograph and save my receipts. I add receipt data, either manually or via OCR, and when I go to do my credit card expenses, the receipts are matched with the transactions already - I just need to confirm it’s the right receipt it’s found and I’m set!
Q: “Is each specific expense approved, or can all expenses on one report be approved in one approval?”This can work either way. Essentially, the way it works is that all the expense items are submitted within the expense report. These expenses exist as line items, so you can either select the entire report and all the items in it and sign off on them, or you can pick and choose exactly which ones you want to approve and which ones you want to reject. Now, that's just the default value. You don’t have to bottleneck the process and hold up a large reimbursement while you try to clear up that $5 parking expense you have a question about. We can also set up certain features in place so you can make it all or nothing if you need that feature in place. If you want all of the expenses to just simply be approved within one report, the user won’t be able add any more after that point. That's a default we can set up in the system as well.
Q: “Can the Approver, such as the Accounting Department, edit the expense on behalf of an employee for minor changes?”Absolutely. Depending on how you want to craft the approval process, you can give your approvers the ability to make edits. When they make a correction for something, the employee will also get notified via email that something was changed. That way, we’re encouraging clear communication and keeping the employee in the loop. You can also grant this overwrite editing ability to every Approver in the process, or just certain Approvers - it’s entirely up to you. Let's say your expense goes through to a reporting manager, and then to a project manager, and then to the accounting department for final approval. You could very easily have it set up so that the manager and the project manager only have “approve and reject” abilities. But Accounting, the final approver, can have the ability to make edits or changes. So again, Nexonia Expenses is fully configurable. It doesn't have to be all or nothing. You can grant that ability to specific stages of the approval process if you want to. You can also add proxy permission to specific users in Nexonia. Proxy settings are automatically defaulted features for any administrators in Nexonia, but we can also add this feature for other specific roles. For instance, if managers need to be able to view expenses for all of their direct reports, we can support that, not a problem. If you want specific employees to be designates or proxies and create expenses for other employees, such as an executive assistant for a bunch of executives, Nexonia can support that as well.
Q: “How does the data transfer between Nexonia Expenses and NetSuite?”The synchronization against your NetSuite instance runs every 24 hours. At approximately 4am while you’re asleep (unless you’re one of those early risers!), the system automatically looks for any changes you made to your NetSuite dimensions that day and updates Nexonia with those changes, while also exporting fully approved expense reports to NetSuite. Of course, you can also do this data synchronization manually, whenever you want at the click of a mouse. With expense reports, Nexonia also sends a PDF copy of the expenses, along with all the expense data into NetSuite. That way, you’ll have a record with full receipt information easily accessible for any future auditing situations. Now when it comes to exporting data, we’re not limited to just sending it to NetSuite. We can also support simultaneous exports wherever you need them to go. For example, if you need information to be sent to Bill.com for payable reimbursements, Nexonia can send that information over as a separate report. If you have an in-house system, we can create separate reports that you can pull fully formatted into your local system. If you need the receipts sent to a third party such as SmartVault, or you need your expenses sent for reimbursement for direct deposit via ACH or through ADP, we can make that happen. The efficiency of Nexonia means that we can break out simultaneous export reports and send them where they need to go.
What to expect next...As I mentioned before, there are hundreds of different features we can turn on or off with the Nexonia-NetSuite integration. There’s a lot of advanced features that Nexonia offers and I know it can look overwhelming. However, we will actually be with you live on the call during the implementation phase. We'll book some time with you, and walk through the setup of your account. We'll work with you to get your layout correct; make it as easy as possible, and as intuitive as possible for your employees to do their expenses. User training and accessible support are also included with the service, because setting our customers up for success is the cornerstone of our success. You can call us. You can email us. We're more than happy to help. It’s always easier to see how Nexonia Expenses integrates with NetSuite, especially as it relates to your unique account settings and policies. Book a personalized demo and see it for yourself.How to Get Optimal Expense Reporting With NetSuite & Nexonia: Your Questions Answered Gallery
We’re constantly enhancing our integration with NetSuite, and we currently have over 300 settings available with the NetSuite integration. As a result, there’s a lot of configuration that can be done to your Nexonia account, so we’ll try and address just a handful of questions we tend to get during a demonstration of our NetSuite and Nexonia Expenses integrated solution.
With each sale comes a wide variety of costs that are attributed and associated with it. Those costs include travel, marketing materials, meetings, processing and other operating costs. One of the biggest expenditures is employee expenses; noted as the second largest controllable expense by both PayStream and Aberdeen Research. Inefficiencies throughout the expense management process leads to lower margins for the organization as a whole, less time sales people have to actually sell and more headaches for individuals throughout the organization as a whole. To help you understand ways to improve how your organization manages expenses, we would like to highlight 3 expense management weaknesses that a manual expense management process might present, affecting everyone from the sales traveler to the CFO.
1. Unenforceable PoliciesLack of compliance and poor visibility all begin with issues in your corporate policy. 41% of respondents to a recent Aberdeen survey reported poor visibility into T&E spending, compliance, and suppliers, and another 37% reported lack of control over T&E spending. A straightforward policy is essential and should include these four points:
- Well-Defined Expense Guidelines
- Distinct Timeframes
- Easy-to-Follow Reporting Procedures
- Straightforward Communications
2. Processing CostsAdditional concerns of the respondents to the Aberdeen study were ‘reduction in processing costs (35%)’ and ‘eliminating manual- and paper-based processes’ (30%). Common concerns for organizations, with answers to each inherently tied: Automation and Mobility. Automation will help reduce costs by reducing work for administrators, minimizing the amount of policy uncertainty for travelers and allowing your organization to have improved internal customer service. For more, see the Nexonia article, 3 reasons to automate your expense reporting process. Mobility on the other hand provides a path to automation for your organization, allowing for reduction in administrative workload for both the traveler, who, with an expense app, can upload his or her receipts by phone. Administrators also benefit from mobility, as they can receive documented receipts and reports without having to sift through piles of paper. For more information, see 3 reasons to go mobile with your expense reporting.
3. Costs of (Lacking) IntegrationEven if you have developed a perfect policy, automated the employee expense reporting process and worked to cut paper-based processes from your vocabulary, you could potentially be wasting money if your processes lack integration with your accounting system. For instance, an employee may have submitted his or her expense report and that report has been documented and approved, but what’s the next step? Manual data entry? For many organizations, this means a complex process to bring expense data into your ERP, resulting in wasted time and higher costs. Companies that are making the most of their expense management are turning toward effective, automatic and simplified system integrations. Top organizations that can integrate their expense management with other platforms gain visibility into the big picture of spending, creating an “operational nexus” for project management, accounting and expense reporting. For more information, download the whitepaper: Key Considerations for Selecting Expense Management Software.
Solving Policy, Processing, and Integration Concerns: Nexonia ExpensesIf you are looking to simplify the entire process of employee expense reporting—the submission, approval, reimbursement, and the accounting for all of this—learn more about Nexonia Expenses: a user-friendly expense app that will help your organization save time and money, gain visibility into spending and much more.3 Things That Might Negatively Impact Your Expense Report Management Gallery
Inefficiencies throughout the expense management process leads to lower margins for the organization as a whole. To help you understand ways to improve how your organization manages expenses, we would like to highlight 3 expense management weaknesses that a manual expense management process might present, affecting everyone from the sales traveler to the CFO.
At Nexonia, we pride ourselves on creating unbeatable integrations that will constantly delight our customers, and our Implementation team is the powerhouse that supports us in reaching these goals. No matter if you are an Intacct, NetSuite, Quickbooks, Microsoft Dynamics GP (or any ERP) user, our Implementation team designs, creates and configures solutions for all of our customers that leave them feeling confident in their new system integration. While Implementation takes care of most of the back-end work, it’s time to shine some light on this talented team. I sat down with Emma Roe, one of our Senior Implementation Specialists, to learn how she has mastered the art of creating amazing integrations for our customers.
MADELEINE: First things first, tell me a little bit about yourself!EMMA: I was born and raised in Toronto and have lived here my whole life. I temporarily moved away for school to the University of Guelph, in Guelph, Ontario where I studied Anthropology and earned my Bachelor's of Arts Degree. I originally started in a Science program during my first year, but chemistry really wasn’t my thing. I took an Anthropology class (and loved it!) so I switched my major and continued my degree with that line of study. I also earned a minor in French, but I don't get to practice it as much as I'd like to. After I graduated from university, I moved back to Toronto and I've lived here ever since.
MADELEINE: How has your career developed and led you to Nexonia?EMMA: Well most people who study anthropology obviously end up working at a software company doing implementation... or I guess that’s just me! When I finished school and came back to Toronto I had an assortment of odd jobs working at bakeshops and cafes, trying to figure out what I wanted to do. After doing that for a while I got a job working for a event production company who was working on a project for the CN tower’s tourism efforts. They created a handheld navigation guide where you could raise the device to the skyline and it would show you what exactly you were looking at, for example "This is the Royal Ontario Museum you're seeing out the window. And this is the Art Gallery of Ontario building." I supervised a team of people who were onsite selling the device and renting them to tourists. I had a one year contract with this company and when it ended the management team offered me a position as their Finance Administrator. At the time I didn't have any other positions lined up, so I thought, “...why not?" As the Finance Administrator, I was responsible for receiving our credit card statements in the mail and had to manually type out the statement details, search for the corresponding receipts, and code them each individually. I might have actually enjoyed the job a little more if we had a solution such as Nexonia. I also worked as a bank teller for a while but this still didn’t seem like the right role for me; I knew I wanted a job that was much more interactive. And it wasn’t too long after that I came to Nexonia! I actually had an interview here one year before I joined Nexonia’s Implementation team, for a Sales position. Turns out that I wasn't really interested in working in Sales per say but I was really interested in working at Nexonia. When another position for an Implementation Specialist opened up, I came in to interview again and thought, "Yes. This is going to be a perfect fit for me," and I’ve been here ever since!
MADELEINE: Did you know a lot about the FinTech industry before you decided to join it?EMMA: I’d say I’ve learned on the go for the most part. The companies that I’d worked for in the past had used outdated accounting software solutions that weren’t user friendly at all. Before I found out about Nexonia, I didn’t know very much about the SaaS world or financial technology.
MADELEINE: Sounds like you’ve had lots of experience working for many different types of companies. What sets Nexonia apart from them?EMMA: Honestly, I've never had a job before that I loved until I started at Nexonia. The support that I've had from my manager, the other people on my team and the other teams that I work with has been unparalleled at any other company. The people who work here make it such an incredible environment and the support, knowledge transfer and social occasions are the best I’ve experienced. The people here are truly amazing and it's very exciting to see the company grow so much in the time that I’ve been here.
MADELEINE: Implementation is one of the three major departments that fall under the Customer Success team. How would you explain to someone how Implementation interacts with the other two departments (Product Education and Support)?EMMA: Implementation is the first of the three teams that you’ll be interacting with when you become a new customer at Nexonia. As a new customer, you’ll see the Product Education team briefly during the demo stage, but once a customer goes through the sales process they come to the Implementation team next. Here, we are responsible for designing and configuring your account, as well as setting it all up. First, we meet with you to identify what you need from your solution. For example What are your business requirements and needs? What have your employees used for tracking their expenses or time in the past? What pain points can we alleviate for you with your unique configuration? We use these responses to calculate how we will design and configure Nexonia for you, as a new customer. As a new customer, once your account is configured to your liking, you’ll be transferred to our Product Education team to complete your team’s product training. When your Nexonia account is fully live, you’ll be introduced to our Support team. The Nexonia Support and Implementation teams work very closely together for a lot of knowledge sharing because we do many of the same configurations and set-ups. We are constantly helping each other out with little areas that we're stuck on, or areas that need a second set of eyes.
MADELEINE: Do you have a specific area that you specialize in as part of the Implementation team?EMMA: Yes, I usually take on accounts that are integrated with QuickBooks® Desktop, QuickBooks® Online, Microsoft Dynamics GP and many of our non-integrated or flat file customers.
MADELEINE: While I can imagine there's no typical day for you, what would you say a day in the life of an Implementation Specialist at Nexonia would be like?EMMA: I’d say a day in the life of a Nexonia Implementation Specialist would start off with our morning huddle. The whole Implementation team meets to discuss what we have going on during the day, and if there are any areas that we're stuck on so that we can all be aware if someone may need help with anything. Then, I might go into an admin training with a customer, which would involve a member of the Product Education Team to walk them through a day in the life of an Nexonia admin. I am involved in this part of the onboarding process incase there are any specific questions the customer has pertaining to their unique configuration. After the admin training call, I could potentially work on a custom layout with someone on my team, where we brainstorm ideas about how we can configure a custom layout for a customer. Following that, I might work on some upload files; this is when a customer would send us data that they want to have integrated into Nexonia, which I upload to their account. The rest of my day usually includes answering customer emails, ending the day with a credit card set-up call to integrate a customer’s business credit cards with their account. A few times a week, we also have a meeting with the Product Education team to see what we have coming down the pipeline; how many customers are coming in for demos, how many we’re expecting for admin trainings and which customers are scheduled to go live soon. This ensures that everyone’s prepared for the week ahead and we can plan accordingly.
MADELEINE: What would you say is your favorite part about your job?EMMA: I think my favorite part about my job is when I turn on a feature or a setting in an account, and someone gets excited and cheers on the other end of the phone, saying "No way! You can do that?!" And I’m happy to tell them, "Yes. Yes we can!" I love working with people and providing solutions for them that will make their lives a little bit easier.
MADELEINE: What's your favorite customer success story?EMMA: I've had a couple of really challenging implementations that I can think of where we've had to revamp their entire account and give them a couple of options to choose from. We’ll go back and forth a few times until we find the perfect configuration for them and the end result is that they’re really, really happy with it. A few months ago a customer emailed my boss directly, giving me praise for my hard work on creating the perfect configuration for her PO account. I spent a lot of time making sure I was meeting all of their unique needs and to hear such positive feedback really feels amazing.
MADELEINE: When you're not being an Implementation hero for Nexonia customers, what do you do in your spare time?EMMA: In my spare time I really enjoy going on bike rides, so I’m excited now that the weather’s starting to get so much nicer here in Toronto. I'm hoping to do a bike tour this summer; I really want to ride to Montreal to visit our development teams, which would be around six full days of biking. I'm also currently in the middle of planning a trip to Europe in June, which I'm really excited about. I'm going to Berlin, Amsterdam and Paris for two weeks. I also enjoy going out with friends to enjoy a pint of craft beer on the patio in the summer and I love going to see live music - there's always so much happening here in Toronto. And did I mention that I really like to put fun colors in my hair?
MADELEINE: And last but not least, what are some of your must-have mobile apps?EMMA: I have quite a few! I really like Pocket which allows users to save all of their favourite articles on one easy-to-access platform so they can access them anytime, on any device. When I’m on my way to work in the mornings I’ll check what I’ve saved on my Pocket app and can read articles on the subway (and anytime I’m offline). Another great app for commutes to work (or anytime) is Pocket Casts - when I'm not at work, I love listening to podcasts. Oh and RocketMan is amazing too, it tells you exactly when the next streetcar is coming so you don't have to stand outside and wait a long time before it comes. Instagram and Snapchat are also a few fun must-have apps too.Nexonia Employee Spotlight: Senior Implementation Specialist Gallery
At Nexonia, we pride ourselves on creating unbeatable integrations that will constantly delight our customers, and our Implementation team is the powerhouse that supports us in reaching these goals.
As a Nexonia Expenses customer, you might not be aware of the different corporate credit card options that are available to you. You likely have a corporate credit card that’s already being put to use, but if you’re not seeing the added benefits that having a personalized corporate account can offer, your business may not be leveraging the possibilities that a tailored payment program can provide. As you may know, American Express is a leader in the financial services industry, with many payable options based on the needs of your organization. These programs are designed for each individual customer and are fully customizable. However, the American Express Global Payments card is more than just a piece of plastic. The integration with your Nexonia Expenses solution comes with a suite of added benefits, helping to streamline employee spending, reduce data entry, enhance visibility and drive employee compliance. Like Nexonia Expenses, the American Express Global Payments Program is completely configurable to your business’s needs; adapting as your company grows. Customers who use both Nexonia Expenses and American Express can benefit from an easy-to-use integrated expense management solution, and gain access to exclusive members-only benefits. In this recorded webinar, Jason Carlin, Manager of Product Experience at Nexonia, and Angela Abel, Manager of Business Development at American Express, discuss business trends in travel and how integrated payment processes can help you meet these challenges and capture opportunities. Want more information on how you can directly benefit from using American Express with Nexonia Expenses? Meet with a local American Express Manager of Business Development and get the scoop. Send a quick note with your contact information and we’ll get in touch! See Nexonia Expenses credit card automation in action! Reserve your spot at a demo: How to Get More Out of Your Corporate Credit Card: Nexonia Expenses & American Express (video) Gallery
As a Nexonia Expenses customer, you might not be aware of the different corporate credit card options that are available to you. You likely have a corporate credit card that’s already being put to use, but if you’re not seeing the added benefits that having a personalized corporate account can offer, your business may not be leveraging the possibilities that a tailored payment program can provide.
With over six years of hands-on integrations with NetSuite, we’ve had plenty of experience configuring products that work extremely well with NetSuite’s ERP system. One of the best things about NetSuite (amongst many things!) is its host of many various capabilities, and we enjoy working with these to create new products, features and processes that integrate seamlessly with NetSuite. True story: our newest product, Nexonia Accounts Payable, was created because one of our customers requested it! With that in mind, here’s three things you should know about our AP NetSuite integration:
1. Incredibly Flexible Approval Processes
Nexonia Accounts Payable was developed to help NetSuite users optimize their accounts payable workflow end-to-end by increasing both efficiency and control. The payment approval process increases visibility throughout each stage; all the while synchronizing with your existing NetSuite system. Nexonia’s Accounts Payable solution wasn’t created to replace NetSuite’s AP capabilities, but rather to act as the front-end of the ERP, handling all workflow approvals, routing and rejections within an easy-to-use interface.
Get creative by dreaming up any approval process on the planet – it will be supported in Nexonia! Route it based on purchase category, employee, vendor...whatever your heart desires, we can make it happen in our system. For example, while native NetSuite doesn’t currently support a manager field at the department class or location, NetSuite is excellent at hosting custom fields. A Nexonia AP user could create a custom list record in NetSuite against the the department, calling it an “Employee List Record”. At that point, Nexonia can synchronize that custom list record “Department Manager” field from NetSuite into Nexonia, and even use that in the overall approval routing. That’s just one small example of what we could do!
2. Very Accessible Vendor Portal
To make things even easier and more automated (ahem, that means less paperwork for you!), we’ve created a user-friendly vendor portal; accessible to both administrators and your vendors and suppliers. By assigning a unique email address to each vendor, your vendors can then send a message to their unique email address with their attached vendor bill, with Nexonia automatically assigning the bill as an attached draft format in the system. At that point you can categorize it, add line items and code it against various things. Since each unique email address is assigned to a specific vendor, you won’t have to spend time matching the bills to the vendors. Once the vendor bill is fully approved, it will show up as a vendor bill in NetSuite, marked as full-approved, with the invoice attachment.
The best part is, you won’t have to give your vendors access to NetSuite (vendor access is strictly through Nexonia) and the vendors won’t count as additional Nexonia users. That means you only need to pay for your own internal Nexonia/NetSuite AP administrators. Each vendor can have as many (free!) users as they’d like!
Did You Know...
Rather than issuing printed W-9 forms to suppliers, the IRS permits the submission of an electronic version of the form. With Nexonia, you’ll have the ability to easily keep on top of vendor W-9s. At the beginning of the calendar year, your Nexonia Accounts Payable system will be able to lock out vendors – only unlocking them until they’ve uploaded their W-9s. Handy, huh?
3. Full Training & Support Included
As with all Nexonia products, once you activate your Nexonia Accounts Payable solution, you’ll have access to our training and support resources. Our team is passionate about providing as many resources as possible (including recorded online training sessions, prompt customer support via email and phone or web chat) so that you can get up and running quickly and effortlessly. But what’s the best part about our service? We never tell you no! If you find that there’s a feature in Nexonia Accounts Payable that you’d like to see added, removed or changed, we’d like to know about it so that we can make it happen!
Want to see more? Use our handy online calendar to book a demo of Nexonia Accounts Payable for a time that works for you!Gallery
With over six years of hands-on integrations with NetSuite, we’ve had plenty of experience configuring products that work extremely well with NetSuite’s ERP system.
Peer-reviewed insight into Intacct’s third-party integration capabilities
Intacct is an extremely robust accounting ERP system, consistently providing professional, on-demand financial management and accounting solutions for small and mid-sized businesses. Intacct’s award-winning web-based technology also leverages the world of open APIs, making it incredibly easy to connect your financial solution with other leading cloud applications.
Careful management of your company’s expenses is essential to maintaining profitability, which is why an integration of Nexonia Expenses with your Intacct account makes sense to ensure streamlined reporting. Combining these two systems will provide the one-two punch that’ll knock your accounting processes into place. What are just some of the most notable benefits you’ll see when you incorporate Nexonia Expenses with your Intacct account? Well…
Better Credit Card Integration
By leveraging Intacct and Nexonia together, your users will immediately be able to access their corporate credit card transactions, easily assigned to all Intacct dimensions, routed through a full approval process and then instantly transferred to Intacct, up to and including the images of all receipts.
Do away with manual entry and uploading! With Intacct and Nexonia Expenses, customers are empowered to manage their credit card feeds in Intacct the way they’ve always done, but with full automation and starting with the employees accounting for what they’ve spent. Transactions are received daily from all corporate credit cards, small business credit cards and and all personal cards from over 30,000 banks. Most importantly, these transactions are secure and available on Nexonia’s web and mobile apps.
Better Synchronization With Other Software Programs
Perhaps your business uses a combined system of financial web-based solutions. For example, you may be using Intacct for general accounting functions, but are also using Bill.com to pay bills, schedule payments and/or run 1099 reports. As a product that is fully integrated with both Intacct and Bill.com (plus other CRM, payroll and travel management platforms), Nexonia Expenses can automatically transfer expense report information into your established systems. Nexonia Expenses links all important information such as employee and GL accounts, receipt information, credit card transactions, departments, classes and locations with Bill.com and Intacct, making the creation of expense reports incredibly easy for the user submitting them, and eliminating the need for any manual input into Bill.com by the accounting or financial adminstrators. These multiple SaaS applications combine to create an incredibly efficient bill payment and expense reporting automation solution – an essential function in effective financial management.
Better Mobility - Submit Expenses Online & Off, From Anywhere
With Nexonia and Intacct, both employees and administrators can use the web platform, or can opt to use their smartphones or tablets to fill out, submit, and approve expense reports. Using iOS, Google Android™, BlackBerry® 10 and Windows® Phone devices, an employee can quickly enter expenses, take photos of receipts and easily submit them for approval within seconds. You even have the ability to create expense reports and save receipts on your mobile device with no internet connection (for instance, while you’re on the plane ride home); saved reports will sync when you’re connected again.
Better Customer Support
Although the integration between Nexonia and Intacct provides a complete expense report automation workflow that will benefit both finance teams and the employees they support, what truly sets Nexonia apart from other third-party expense management apps is our passion for delivering truly quality customer experiences. Over the years, we’ve developed a phenomenal relationship with our Intacct partners and customers, and take great pride in ensuring new customers are handled with care by providing accessible training and support.
But don’t take our word for it! Ask for your own personal Intacct Expenses demo.Better Expense Reporting With Intacct Gallery
Intacct is an extremely robust accounting ERP system, consistently providing professional, on-demand financial management and accounting solutions for small and mid-sized businesses. Intacct’s award-winning web-based technology also leverages the world of open APIs, making it incredibly easy to connect your financial solution with other leading cloud applications. Careful management of your company’s expenses is essential to maintaining profitability, which is why an integration of Nexonia Expenses with your Intacct account makes sense to ensure streamlined reporting.
Although Nexonia Expenses has been fully integrated with Bill.com for awhile now, it may be hard to visualize exactly how these two systems work so efficiently together. With an established accounting system (such as Intacct, NetSuite, Dynamics GP, QuickBooks or Xero), or as a standalone integration, expense reports submitted in Nexonia transfer automatically into Bill.com, linking all important information such as employee and GL accounts, receipt information and credit card transactions. Nexonia makes the creation of expense reports incredibly easy for the user submitting them, and eliminates the need for any manual input into Bill.com by the accounting or financial adminstrators. These two SaaS applications combined create an incredibly efficient bill payment and expense reporting automation solution; an essential function in effective financial management. To help visualize how Bill.com and Nexonia fully integrate with each other, we've created a handy infographic below: Nexonia Expenses & Bill.com: Seamless Integration (Infographic) Gallery
Although Nexonia Expenses has been fully integrated with Bill.com for awhile now, it may be hard to visualize exactly how these two systems work so efficiently together. With an established accounting system (such as Intacct, NetSuite, Dynamics GP, QuickBooks or Xero), or as a standalone integration, expense reports submitted in Nexonia transfer automatically into Bill.com, linking all important information such as employee and GL accounts, receipt information and credit card transactions.