Connecting Navan to Existing Accounting Software - Integration Options

In today's fast-paced business environment, seamlessly connecting your travel management platform with your accounting software is no longer optional—it's essential. Navan offers robust integration capabilities with leading accounting platforms, enabling automated expense synchronization, streamlined reconciliation, and real-time financial visibility across your organization.

This comprehensive guide walks you through Navan's integration options, from native connections with QuickBooks and Xero to custom API implementations for enterprise ERP systems. Whether you're a small business or a Fortune 500 company, you'll discover the right integration approach for your accounting infrastructure.

🌐 What Accounting Software Works with Navan?

Navan supports integration with virtually every major accounting platform through three primary methods: native integrations, API-based custom connections, and third-party integration tools. This flexibility ensures that regardless of your current accounting stack, you can automate travel expense data flow without manual data entry.

The integration automatically syncs travel bookings, expenses, receipts, and payment data from Navan directly into your accounting system's general ledger, expense categories, and vendor records. This eliminates duplicate data entry, reduces reconciliation time by up to 75%, and provides finance teams with real-time visibility into travel spending.

📊 Quick Comparison

✅ Native Integrations - QuickBooks, Xero, NetSuite, and Sage

Navan offers pre-built, native integrations with the most popular accounting platforms, enabling quick setup with minimal technical expertise. These integrations are maintained and updated by Navan, ensuring compatibility with the latest accounting software versions.

💼 QuickBooks Online Integration

The QuickBooks Online integration is Navan's most popular accounting connection, used by over 60% of small to mid-size Navan customers.

Supported Platforms: QuickBooks Online (all plans), QuickBooks Desktop via third-party bridge

Integration Type: OAuth-based native integration

Setup Requirements: QuickBooks admin access, Navan admin permissions, 15-20 minutes for initial configuration

Data Flow: Expenses sync hourly or in real-time; supports bi-directional vendor mapping, custom GL codes, department/class assignments, and automatic receipt attachment to expense line items.

📊 Xero Integration

Navan's Xero integration provides seamless expense synchronization for businesses using this cloud-based accounting platform, particularly popular in Europe, Australia, and New Zealand.

Supported Platforms: Xero (all subscription levels)

Integration Type: Native API integration with OAuth authentication

Setup Requirements: Xero organization admin access, tracking categories configured (optional), 10-15 minutes setup time

Data Flow: Automatic expense categorization, multi-currency support with real-time exchange rates, project/tracking category assignment, and VAT/GST handling for international transactions.

🏢 NetSuite ERP Integration

For enterprise customers, Navan offers a robust NetSuite integration that handles complex multi-entity, multi-currency environments with advanced approval workflows.

Supported Platforms: Oracle NetSuite (all editions)

Integration Type: SuiteApp installation with REST API connectivity

Setup Requirements: NetSuite administrator role, SuiteApp installation permissions, custom fields mapping, 2-4 hours for enterprise configuration

Data Flow: Supports subsidiaries, departments, locations, custom segments, intercompany transactions, and advanced approval routing based on NetSuite workflow rules.

🔧 API-Based Custom Integrations

For organizations using proprietary ERP systems or accounting platforms without native Navan support, the Navan API provides comprehensive endpoints for building custom integrations. The RESTful API includes expense data, booking information, policy compliance flags, and traveler details.

API Capabilities: Real-time expense retrieval, webhook notifications for new expenses, bulk data export, custom field mapping, and programmatic reconciliation status updates.

Technical Requirements: Developer resources with REST API experience, OAuth 2.0 authentication setup, secure credential storage, and ongoing API version management.

Typical Use Cases: SAP integration, Microsoft Dynamics integration, custom-built ERP systems, specialized industry accounting platforms, and complex multi-system environments.

🔗 Third-Party Integration Platforms

For accounting systems without native Navan support and organizations without development resources, third-party integration platforms like Zapier, Workato, and Tray.io provide no-code or low-code integration options.

Popular Platforms: Zapier (best for simple workflows), Workato (enterprise-grade automation), Tray.io (complex data transformations), Integromat/Make (flexible workflow builder).

Integration Approach: Connect Navan and your accounting system through the platform's visual workflow builder, map data fields between systems, configure sync frequency, and set up error handling and notifications.

Cost Considerations: Third-party platforms typically charge $20-500/month depending on workflow complexity and transaction volume, in addition to Navan and accounting software costs.

🔒 Security and Data Privacy Considerations

When integrating Navan with accounting software, security should be a top priority. All Navan integrations use industry-standard OAuth 2.0 authentication, eliminating the need to share accounting system passwords. Data transmission occurs over encrypted HTTPS connections, and Navan maintains SOC 2 Type II, ISO 27001, and GDPR compliance certifications.

Ensure your integration follows the principle of least privilege—grant only the minimum permissions required for expense data synchronization. Regularly review integration access logs and revoke unused integration credentials. For highly regulated industries, consider implementing additional data masking for sensitive traveler information.

📋 Pre-Integration Checklist

Before beginning your Navan accounting integration, complete these preparation steps:

• 📊 Chart of Accounts Preparation: Ensure your GL codes, expense categories, and department codes are properly configured in your accounting system.
• 🏢 Vendor Records: Create vendor entries in your accounting system for airlines, hotels, and other travel providers you frequently use.
• 👤 User Permissions: Identify which Navan users need expense data synced and ensure they exist in your accounting system.
• 📅 Historical Data Decision: Determine whether to import historical Navan expenses or start syncing from the integration date forward.
• 🧪 Testing Environment: If available, test the integration in a sandbox accounting environment before connecting to production data.

✅ Post-Integration Validation

After completing your integration setup, perform these validation steps to ensure data accuracy:

• ✅ Sample Transaction Testing: Process 3-5 test travel bookings and verify they appear correctly in your accounting system with proper GL codes and categories.
• 💰 Amount Reconciliation: Compare expense totals in Navan against amounts recorded in your accounting system to ensure no data loss during sync.
• 💱 Currency Handling: If you have international travel, verify that multi-currency transactions convert and record properly.
• ⚠️ Error Monitoring: Check integration logs for any failed sync attempts and resolve mapping or permission issues before going fully live.

🚀 Next Steps

Integrating Navan with your accounting software transforms travel expense management from a manual, error-prone process into an automated, accurate system that provides real-time financial visibility. Whether you choose a native integration with QuickBooks or Xero, implement a custom NetSuite connection, or use third-party automation tools, the result is significant time savings and improved financial accuracy.

Ready to find the best travel management platform for your organization? Our interactive questionnaire matches you with providers based on your specific accounting system, company size, and integration requirements.