We recently helped a client who was struggling with connecting two important systems: NetSuite and Zoho. Our client, like many others, relied on Zoho for expense submission and approval, while also utilizing NetSuite for their accounting needs.

The Challenge: Too Much Manual Work

Before we stepped in, our client’s accounting team was spending valuable hours manually recreating expense reports approved in Zoho as vendor bills in NetSuite. This was especially hard because of the complex nature of expense items, which often comprised both taxable and non-taxable components, such as meals and tips that are entered as one line in Zoho but have to be split into separate lines in NetSuite to accurately track tax amounts, particularly crucial for recoverable taxes in Canada.

Once expenses were approved in Zoho, the accounting team then had to go back to NetSuite to manually generate and apply payments, further extending the time and effort invested in the process.

Our Solution: Automated Integration

Our first step was to thoroughly comprehend their unique requirements and map subsidiaries, accounts, departments, and other relevant fields.

Armed with this comprehensive understanding, we set out to develop a tailored integration solution. Leveraging our expertise in software development and automation, we designed a seamless integration between NetSuite and Zoho.

Key Features of the Integration:

  1. Automated Vendor Bill Creation: Our integration automatically generates vendor bills in NetSuite as soon as expense reports are approved in Zoho, eliminating the need for manual data entry and minimizing the risk of errors.
  2. Automated Payment Application: Payments are automatically created and applied to the vendor bills when expenses are marked as paid in Zoho, ensuring real-time synchronization and enhancing financial visibility.
  3. Tax Compliance: The integration intelligently extracts non-taxable amounts from expenses and creates separate lines in NetSuite, facilitating accurate tax tracking, particularly essential for compliance with Canadian tax regulations.
  4. Cross-Border Exchange Rate Calculations: For expenses submitted by cross-border employees, our integration seamlessly calculates exchange rates, ensuring consistency and transparency in financial transactions.

Technology Behind the Integration

To optimize performance and minimize dependencies, we developed the integration as a Map Reduce script, thereby eliminating the need for additional investments in integration platforms like Celigo or Boomi.

The Result: Enhanced Efficiency and Productivity

By implementing our integrated solution, our client experienced a transformative shift in their expense management processes. What was once a labor-intensive and time-consuming task has now become a streamlined, automated workflow, allowing their accounting team to redirect their focus towards more strategic initiatives.


At Softkey Consulting, we believe in the power of innovation to drive tangible results for our clients. Through our collaborative approach and customized solutions, we empower businesses to overcome challenges, unlock efficiencies, and achieve their full potential. If you’re seeking to streamline your operations and elevate your business performance, we’re here to help.

Get in touch with us today and embark on a journey towards a more efficient, productive future.

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