Expense Report Integration with External Systems

Integrate expense reports from third-party systems via direct integration – The integration with 3rd Party Expense Management Systems integrates 3rd party expense file data into SAP Business ByDesign. An example of this is Expensify but generally, there are many 3rd party expense systems that can integrate successfully. The external software is where employees are managing and posting their expenses. Once they receive approval, the goal is to take those expenses into SAP Business ByDesign to create the resulting payable.

Solution Scope

The first step is the define the expense types which is very simple. You identify the expense ID’s or expense names in the external system and then we map them to the corresponding G/L alias in SAP Business ByDesign. In addition, this solution can map the usage which is key for reporting. The solution utilizes a file upload through a very simple CSV file format. Web services can be used as well, however the flat file is what will be used most generally. The file defines what expenses the user can bring in and once the file is defined accordingly, they can upload through the add-on solution. This creates a payable in SAP Business ByDesign which subsequently results in a journal entry.


The solution benefit is to have a consistent upload of expenses from the 3rd party expense platform. You can edit and verify the data that’s been loaded in your system before you upload and create the posting in the system which allows for “front-end checking” of quality data. The data transfer can also be automated if necessary. In addition, if a user wants to do a new expense from scratch, the solution has an editor that lets you create an expense manually and still have full auditing capability. It can also generate a payables run as well, so if we are automating a consistency run we can also automate the payables run. Phoenix Business Consulting has created this add-on to allow organizations to have flexibility in how expenses are entered and captured in their ERP software without limiting them to only SAP Business ByDesign.

Key Advantages:

  1. Flexibility with utilizing other expense entry software
  2. Does not require re-training of users
  3. Automation of runs if necessary

Phoenix Business Consulting has created the Integration with 3rd Party Expense Items add-on solution in SAP Business ByDesign as a cost-effective solution to achieve the process shown above. This solution ultimately ties together the need for bringing in expense items from a third party software to SAP Business ByDesign.

For any questions, please comment below or contact Asif Raj at ByDesignSAPstore@phoenixteam.com.

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