Netsuite expense management

Core expense management functionality is included within the NetSuite platform for all customers, covering expense report submission, approval workflows, and general ledger posting. More advanced capabilities may be available through additional configuration or modules depending on your specific requirements. Annexa will confirm exactly what is included in your licence and what, if anything, needs to be added during the scoping process.

Yes. NetSuite is accessible via mobile browser, allowing employees to create expense reports, attach receipt photos, and submit claims from their phone or tablet. This is particularly useful for employees who travel frequently or work in the field and need to capture expenses at the point of purchase rather than retrospectively.

NetSuite supports GST coding on individual expense lines, allowing employees to identify whether a receipt includes GST and ensuring the correct tax treatment is applied when the expense posts to the general ledger. This is important for businesses claiming input tax credits on employee expense reimbursements. Annexa configures the GST handling during implementation to ensure expense claims are treated correctly for Australian BAS reporting.

NetSuite is used by businesses of all sizes, from startups to rapidly growing companies. If you’re considering making the switch but unsure about the cost, here’s a quick breakdown.

NetSuite operates on an annual subscription model, which includes three key components: the core platform, optional modules, and the number of users. There’s also a one-time implementation fee for the initial setup. As your business expands, you can easily add new modules and users, thanks to the flexibility of cloud software.

Core expense management functionality is included within the NetSuite platform, making it available to all NetSuite customers without requiring a separate module purchase.

Want to get a NetSuite pricing estimate? Contact us now to discuss your specific needs.

Yes. Expense policies in NetSuite can be configured at different levels, allowing different limits and rules to apply to different employee groups. For example, senior staff may have higher entertainment limits whilst field staff have specific allowances for meals and accommodation. This flexibility ensures the policy reflects the actual operating requirements of different parts of the business without requiring a single set of rules to apply to everyone.

Approved expense reports generate a payable in NetSuite that is processed through the accounts payable module, alongside supplier invoices. Reimbursements can be included in a regular payment run and paid via EFT to the employee’s nominated bank account. The payment is recorded against the expense report, completing the full cycle from submission to reimbursement with every step documented in the system.

Yes. Expense lines in NetSuite can be coded to specific projects, customers, or cost centres at the time of submission. This allows project managers to see committed and actual project expenses in real time, and enables finance teams to report on billable versus non-billable expense spend without manual reclassification after the fact.

When an employee submits an expense that falls outside the configured policy parameters, NetSuite flags the item at the point of submission and informs the employee of the issue. Depending on how the policy is configured, the employee may be required to provide additional justification, or the item may be routed to a higher approval level for review. This ensures policy exceptions are identified and handled consistently rather than relying on approvers to spot them manually.

As NetSuite’s 2024 ANZ Growth Partner of the Year, Annexa provides comprehensive support including implementation, configuration, ongoing support, and strategic guidance, all delivered by an Australian and New Zealand-based team with direct knowledge of local compliance requirements and NetSuite expense management configuration.