This guide is designed to help administrators migrate from Nexonia to Emburse Professional. It explains what changes to expect, how to prepare your organization, and the tasks you must complete before, during, and after migration. The goal is to help you plan effectively and support your users through the transition.
Why Migration Is Necessary
Migrating from Nexonia to Emburse Professional delivers a more intuitive and scalable platform designed to support ongoing product investment and integration improvements.
Key reasons for migration:
- Future-Ready Platform: Continuous enhancements and long-term support for accounting and payment workflows.
- Modern User Interface: Simplified navigation and reduced friction for expense submission and approval.
- Streamlined Approvals: Clear routing and visibility for managers and finance teams.
Feature Parity Matrix
Capability |
Nexonia |
Emburse Professional |
|---|---|---|
| Navigation and UI |  |
Streamlined left-hand navigation with workspace-based UI |
| Expense Creation | |
Guided workflows with smart defaults and automation |
| Receipts | |
Includes OCR, auto-matching, and mobile-first receipt workflows |
| Receipt Integrations |  |
Supports Uber, Lyft, SpotHero, Jettly, The Parking Spot, DoorDash, and TravelPerk receipt integrations |
| Approvals | |
Dynamic routing with a visual workflow builder |
| Corporate Cards | |
Smart transaction lifecycle (match, code, submit) |
| Policies | |
Configurable compliance engine with policy explanations |
| Integrations | |
Automated sync with two-way validation (ERP-dependent) |
| Reporting | |
Includes dashboards with drill-down reporting |
| Admin Settings | |
Unified configuration center |
Migration Prerequisites
Before beginning migration, complete the following:
- Account Invitation: The primary administrator in Nexonia will receive an account invitation from accounts@certify.com. It is necessary to accept the invite, create a password, and set up your account.
- ERP Integration and Card Program Readiness: Confirm that you have the correct permissions and credentials to reconnect your accounting system and business-level card program.
- Readiness Check: Allocate approximately two hours to review setup and test configurations. Ensure internal IT or Finance resources are available for validation.
Configuration Migration: What Requires Administrator Action
The steps required after migration depend on your accounting system and determine when configuration data becomes available and what must be reconfigured by an administrator.
The table below outlines what is automatically migrated, what becomes available after an ERP sync, and what requires manual reconfiguration based on your accounting system.
Configuration Area |
NetSuite or Sage Intacct Customers |
All Other Customers |
|---|---|---|
| ERP integration | Administrator must reconnect to import data and enable sync to resume sync. |
QuickBooks: Reconnect the accounting integration to resume sync. Custom export file: No reconnection required. |
| Active users | Available after ERP sync | Automatically migrated from Nexonia |
| Expense categories | Available after ERP sync | Automatically migrated from Nexonia |
| Policy rules | Must be manually reconfigured after ERP sync | Automatically migrated from Nexonia |
| Approval workflows | Must be manually reconfigured after ERP sync | Automatically migrated from Nexonia |
| Dimensions (departments, projects, etc.) | Available after ERP sync | Automatically migrated from Nexonia |
| ERP export mapping | Available after ERP sync | Automatically migrated from Nexonia |
| Commercial-tier card programs | Finalize configuration by adding credit card numbers | Finalize configuration by adding credit card numbers |
| Business-tier card programs | Administrator must reconnect | Administrator must reconnect |
Administrator Responsibilities
This section is for administrators managing a migration from Nexonia to Emburse Professional. It outlines the required steps before, during, and after migration to ensure continuity in card programs, integrations, and expense workflows.
Before Migration
- Sign up for the Before You Begin: Getting Ready for Emburse Professional webinar to understand migration prerequisites, key considerations, common questions, and your next steps.
- Export your historical Nexonia data to maintain complete records. See Exporting Expense Reports for guidance.
- Determine whether your organization requires ACH payment functionality through Emburse Professional. See Requesting Payments in Emburse Professional.
During Migration
- Register for our expert-led webinar, Configuring Emburse Professional for Migration Customers, to learn how to configure and effectively use Emburse Professional.
- Reconnect ERP integrations (QuickBooks, NetSuite, or Sage Intacct).
- Reconnect business-tier card programs.
-
Complete configuration for commercial-tier card programs
- Commercial-tier card programs are migrated from Nexonia. However, to protect sensitive payment data, credit card numbers are excluded. An administrator or the cardholder must log in to Emburse Professional and add the credit card number to complete setup.
- Verify that all settings have migrated correctly into Emburse Professional.
After Migration
- Test end-to-end expense submission and approval flows before communicating go-live to employees.
- Onboard users and share the following resources:
- Getting Started with Emburse Expense Professional (includes links to download the Emburse Professional mobile app)
- Logging Into Emburse Professional for the First Time
- Emburse Professional Employee Training for Migration Customers
Begin Setup In Emburse Professional
- Check your Nexonia admin email inbox and select Set your password here in the Emburse Professional email you received.
- Enter your Nexonia admin email address.
A verification code will be sent to the email address associated with your account.
3. Select Continue.
4. Find the verification code in your email inbox. Enter it in Emburse Professional and select Continue.
5. Enter a password that meets the specified requirements, and then select Continue to Login.
6. After setting your password, log in using your email and password at expense.certify.com.
7. Select your Default Currency from the dropdown and then select Next.
8. Optional: Enter your mobile phone number by selecting your country code from the dropdown and entering the remaining digits in the text field. Then select Next.
9. Optional: Enter an additional email address for receipt capture purposes.
10. Review the information and then select Finish.
11. Select Get Started to begin the walk-through of Emburse Professional.
12. Select Next.
13. Select Next.
14. Select Next.
15. Select the Question Mark icon to access the Product Walkthroughs at any time.
Confirm Emburse Professional Setup
Use the sections below to validate your Emburse Professional configuration before go-live.
Emburse migrates several configurations, including users, corporate cards, and policies from Nexonia to Emburse Professional. Review each resource to ensure all connections are set up correctly.
ERP Integrations
After logging in to Emburse Professional, reconnect your ERP integration:
Follow the on-screen integration steps and validate mappings before go-live.
Commercial-Tier Card Programs
Commercial-tier card programs migrate automatically. However, to protect sensitive payment data, credit card numbers are not migrated. An administrator or the cardholder must log in to Emburse Professional and re-enter their credit card details to complete setup. See Adding a Credit Card for step-by-step instructions.
Connect Emburse Cards and Business Cards
To connect your card program, select the applicable card program below.
If you are using Emburse Cards, please use the following:
If you are using a Business Tier Card program, use the following, depending on your card program:
- Adding a Credit Card
- Connect a Capital One Card Program to Emburse Professional
- Connect an American Express Card Program
Request Payments in Emburse Professional
Emburse Pay Professional is an optional add-on within Emburse Professional that enables your organization to reimburse employees using direct deposit, both domestically and internationally. Please contact the Nexonia Migration Team to request this add-on.
Configure Expense Policies and Approvals
Review and validate migrated policies and approval workflows. For step-by-step guidance on configuring new expense policies and approvals in Emburse Professional, see View and Edit Policy.
Invite Your Users to Emburse Professional
Verify that existing users appear correctly in your Emburse Professional account. If you need to add users who are not already present, see Create New Users. If you are using NetSuite or Sage Intacct, users are imported automatically through synchronization.
Map Roles from Nexonia to Emburse Professional
Nexonia supported highly customizable roles with granular, permission-based controls across expense submission, approvals, reporting, and administration. Emburse Professional uses a set of standard user roles, supplemented by special role permissions, to manage access and responsibilities.
Refer to the table below to compare Nexonia roles with their closest equivalents in Emburse Professional and determine suitable role assignments.
Capability |
Nexonia (Custom Roles) |
Emburse Professional Role(s) |
|---|---|---|
| Submit expenses |
Configurable per role |
Employee, Manager, Executive, Accountant |
| Edit own expenses |
Configurable per role |
Employee, Manager, Executive, Accountant |
| Submit expenses on behalf of others (custom role or proxy access) |
Configurable |
Delegate User |
| Approve expenses |
Configurable via approval permissions |
Manager, Executive, Accountant |
| Approve expenses for specific groups (projects, teams) |
Configurable |
Manager |
| View expense reports (read-only) |
Configurable |
Executive, Accountant |
| Run standard reports |
Configurable |
Accountant, Executive |
| Run advanced or finance reports |
Configurable |
Accountant |
| Audit or review flagged expenses only or audit roles |
Configurable (read-only) |
Auditor (special role permission) |
| Manage users |
Configurable |
Admin (special role permission) |
| Configure policies and system settings |
Configurable |
Admin (special role permission) |
| Manage billing and account-level settings |
Configurable |
Admin (special role permission) |
| Accounting and reimbursement processing |
Configurable |
Accountant |
| Translation or localization access |
Configurable |
Translator (special role permission) |
For a complete overview of all roles and permissions in Emburse Professional, see Expense User Roles Overview, Assigning and Managing Delegate Users, and Special Role Permissions Overview.
Departments
Every user and every expense line must be assigned to an Emburse Professional Department. After migration, review department assignments for users and expense data to confirm they align with your organization’s structure.
If your organization does not need to use the Departments dimension, you can create a single department, assign all users and expenses to it, and then hide the department field from the expense form. For guidance, see Create a New Department and View and Edit Departments.
Validation Checklist
After migration, complete the validation steps below to confirm that Emburse Professional is configured correctly and ready for use.
Validation Step |
Description |
|---|---|
| ERP integrations | Reconnect and test your applicable ERP connections. |
| Expense Categories | Verify all categories match Nexonia records. |
| GL dimensions | Verify all dimensions match Nexonia records. |
| Department | Verify all assignments match Nexonia records. |
| User profiles | Verify role assignments are correct. |
| Card programs |
|
| Approval policies | Confirm all routes are accurate. |
Troubleshoot Migration Issues
Below weʼve provided a list of common issues and resolutions. Contact our support team via the Help Center or email nexoniamigration@emburse.com.
Common issues and resolutions:
- Category or account mapping discrepancies: If migrated categories or lists do not appear as expected, review your mapping configuration in Emburse Professional. Update any unmapped or new fields.
- Integration errors: Integration errors typically occur when ERP credentials or permissions are incomplete. Verify the credentials, then re-authenticate the integration.
-
Card feed issues:
- Business-tier card programs require reconnection in Emburse Professional.
- Commercial-tier card programs migrate automatically, but credit card numbers must be added manually to complete the configuration. If transactions do not appear, confirm the card number has been added.
Next Steps
Once validation is complete, invite employees and begin using Emburse Professional for expense submissions and approvals.