Infor CloudSuite and Expensify integration

What moves between them

Approved Expensify reports flow into Infor CloudSuite. ml-connector polls Expensify for reports in approved or submitted status, then creates supplier invoices (APS100MI AddHead/AddLine calls) in CloudSuite for each reimbursable expense. Each invoice line is allocated to a GL account derived from the expense category and a cost center tag pulled from the Expensify policy. Corporate card expenses are treated as cash advances or clearing accounts depending on the policy; manually submitted expenses map to the designated vendor. The flow runs on a schedule you control (daily, per-payroll cycle, weekly) and never writes back to Expensify, which is read-only for approval state.

How ml-connector handles it

ml-connector stores both credential sets encrypted. For Expensify, it uses the API key pair on every POST request. For Infor CloudSuite, it refreshes the OAuth token proactively before the tenant-configured expiry (tracked after the first successful call) and extracts the base URL from the per-customer .ionapi file. When polling Expensify for new reports, it tracks the last read timestamp to avoid re-processing. For each approved report, it validates that the mapped GL account exists in CloudSuite (CRS630MI GetAccString), then posts the invoice via APS100MI, allocating each line to the correct cost center through the Expensify tag. If a CloudSuite call returns 429 (rate limit), ml-connector backs off exponentially and retries. Every posted invoice carries the original Expensify report ID so downstream reconciliation or replay is traceable. Since Expensify has no vendor master, the system uses a configured Clearing Vendor or Employee Reimbursement GL account as a temporary payable, then closes it via bank reconciliation when the employee is paid.

A real-world example

A mid-sized professional services firm runs Infor CloudSuite for accounting and project costing, and uses Expensify for employee travel and out-of-pocket expenses. Project managers tag expenses by project code (a CloudSuite cost center) in the Expensify policy. Before the integration, finance exported approved Expensify reports weekly and manually created supplier invoices in CloudSuite for each batch, allocating them to the wrong GL account half the time because the tag-to-cost-center mapping was tribal knowledge. With Expensify and Infor CloudSuite connected, every approved report posts automatically on a weekly schedule to the correct GL account and project cost center. Month-end closes no longer require a dedicated finance reconciliation day, and project profitability reports are current instead of two weeks late.

What you can do

• •Post approved Expensify reports into Infor CloudSuite as supplier invoices, allocated to the correct GL accounts by expense category and cost center tag.
• •Validate expense categories and cost center tags against CloudSuite GL account and cost center master data before posting.
• •Track Expensify report IDs and OAuth token expiry to enable proactive refresh and prevent outages from token timeout.
• •Back off and retry on CloudSuite rate limits and Expensify API timeouts, with a full audit trail on every posted invoice.
• •Sync on a schedule you control (daily, weekly, per-payroll cycle) without manual re-keying or spreadsheet export.

Questions

Does Infor CloudSuite require special OAuth setup for ml-connector to work?

Yes. CloudSuite uses OAuth 2.0 Resource Owner Password Credentials Grant with per-customer credentials in a .ionapi file. ml-connector reads the base URL, tenant ID, and token endpoint from this file, then authenticates with the service account client ID and secret. You will need to register the ml-connector app in your ION API Gateway and provide the .ionapi file so ml-connector can extract the endpoints and credentials.

How does ml-connector map Expensify categories and tags to Infor CloudSuite GL accounts?

Expensify categories and policy tags (project, cost center, class) are configured in a mapping table during setup. ml-connector looks up each tag against the CloudSuite GL account master (CRS630MI GetAccString) and cost center dimensions, then posts the invoice line to the matching GL account. If a tag does not exist in CloudSuite, the post fails and the report is flagged for manual review so you can correct the mapping.

What happens if an Expensify report has expenses from multiple employees or cost centers?

ml-connector splits the report into separate CloudSuite invoice lines, one per cost center or GL account. Each line allocates the expense amount to its designated account so your GL and cost accounting stay aligned. If tags are missing or inconsistent, the system holds the report pending reconciliation rather than posting it to a catch-all account.