This article explains, at a high level, how Qashio captures card spend and syncs it into NetSuite—what you’ll see in Qashio, what gets created in NetSuite, and the basic prerequisites for a successful export.
Need to connect NetSuite first? See Getting Started/Connecting to NetSuite.
At a glance (the end-to-end flow)
Spend happens → the transaction appears in Qashio’s Transactions view with date/time, user, amount, merchant, and any receipt/memo.
Categorize & enrich →
Segments (e.g., Department, Location, Project, Division) flow in from the card/user - adjust if necessary.
Users add a receipt/memo.
(for Finance) edit ERP info (Tax Rate, Chart of Account, Supplier).
(Optional) Approval → if enabled, a post-transaction single- or multi-level approval can be required before ERP sync.
Validate for ERP → transactions fully mapped to Supplier, Chart of Account, and Tax Rate appear as Validated ERP transactions in the ERP Transactions section.
Push to NetSuite → select one or many transactions, choose Push Transactions to ERP, and monitor ERP Sync Status (turns yellow while in progress). Synced items move from Not Synced to Synced.
What Qashio shows you
Transactions list
Every successful card transaction lands in Transactions, where you can quickly scan who spent what, when, and where—and whether a receipt/memo exists.
Transaction details
Open any transaction to:
Upload a receipt (via web, mobile app, WhatsApp, or email) and add a memo.
Update the Expense Category.
(Finance) review or edit Accounting Segments and linked ERP info (Tax Rate, Chart of Account, Supplier).
Tip: Enforce better data by enabling Post-Transaction Approval so only approved, fully mapped items can sync to NetSuite.
The ERP Transactions queue
The ERP Transactions area is your staging ground for exports to NetSuite:
Ready to sync once Supplier, Chart of Account, and Tax Rate are all mapped.
Bulk select via checkboxes and click Push Transactions to ERP; use filters to target exactly what you want to send.
ERP Sync Status shows progress (yellow while syncing). After completion, items move from Not Synced to Synced.
What gets created in NetSuite
Qashio supports two posting options. Your finance team can choose the one that fits your accounting policy.
Option 1 — Vendor Bill + Bill Payment
Creates a Bill (date, supplier, amount, expense account), and automatically links a Bill Payment in Related Records.
Receipts captured in Qashio are pushed as attachments to the Bill.
Option 2 — Expense Payment (no vendor bill)
Posts spend as a simple Expense Payment.
Receipts are pushed as attachments to the payment.
Data mapping (Qashio ↔ NetSuite)
Pulled into Qashio (for mapping):
Chart of Accounts, Vendors/Suppliers, Tax Rates — codes, names, and descriptions.
Pushed to NetSuite (on sync):
Transactions as Bills + Bill Payments or Expense Payments
Receipts/attachments
Taxes
Segmentations / Classes / Dimensions (e.g., Department, Location, Division, Project)
Requirements & good-to-know
Approvals: Post-transaction approval can be made a prerequisite for ERP syncing.
Validation: Ensure every transaction has a Supplier, Account, and Tax Rate mapped to appear in the Validated list.
Receipts: Uploads from web, mobile, WhatsApp, or email follow the transaction into NetSuite as attachments.
Troubleshooting quick hits
It won’t show in ERP Transactions → Validated: Check that Supplier, Chart of Account, and Tax Rate are mapped.
Status stuck on yellow: That indicates in-progress sync; recheck shortly. If it persists, verify your mappings and try a smaller batch.
Receipt missing in NetSuite: Confirm the receipt is attached to the transaction in Qashio.
Related articles (placeholders)
ERP FAQs – [Add link]
Still need help?
If you’re unsure which posting option to use—or want us to review your mappings—contact Support and include a transaction example (with screenshots) so we can advise faster.