How to Integrate SAP Concur with ERP to Optimize Expense Management

Are you still dealing with manual data entry or disconnected financial systems? Integrating SAP Concur with ERP systems (such as SAP S/4HANA , Oracle PeopleSoft , or JD Edwards) can eliminate these bottlenecks by automating the flow of expense information. In this article, we’ll explain how SAP Concur integration works, both via API and SFTP, and how to implement it successfully. It’s essential reading for IT and finance leaders seeking greater efficiency and control.

Why is integrating SAP Concur with ERP so important?

SAP Concur is one of the world’s leading solutions for travel, expense, and invoice management. But to fully unlock its potential, it must be connected with your finance and HR systems. Integration with ERP systems allows data to flow automatically between Concur and the ERP—for example, sending approved expense reports for accounting, or updating cost centers and employee records in Concur directly from the ERP. The result: fewer spreadsheets, less rework, and greater accuracy.

For finance teams, integration provides real-time visibility into spending and ensures reimbursement policies are followed from start to finish. For IT, Concur offers standardized integration tools—via files or APIs—that adapt to different technology frameworks. This makes integration possible with SAP, Oracle, and other systems. Ultimately, integrating with Concur is a strategic step toward automation, compliance, and smarter decision-making.

There are two main integration methods with SAP Concur: API (web services) and secure file transfer (SFTP). Both are robust, but meet different needs. Here's how they work:

Integration via SFTP (File Transfer)

This model uses files to send and receive data between Concur and the ERP. Concur exports standardized files—such as the SAE (Standard Accounting Extract)—with all approved expense data for ERP processing. Likewise, you can import master data (employees, cost centers, etc.) into Concur using CSV files via SFTP.

• Advantages: Simple, stable, and ideal for batch updates (e.g. daily).

• Real-world example: We integrated Concur with SAP S/4HANA via SFTP, using ICS to import expense, advance, and cost center data—all automatically scheduled.

• When to use: Best for organizations that don’t need real-time updates and want a predictable, low-risk approach.

Integration via API (Web Services)

For real-time data exchange and greater flexibility, API integration is the preferred option. SAP Concur offers REST and SOAP APIs for reading and sending data, such as approved expense reports and payment confirmations.

• Advantages: Flexible, interactive, and supports end-to-end automation.

• Real-world example: We integrated Concur and JD Edwards via middleware, using APIs to export expenses and import payment confirmations.

• When to use: Recommended for companies requiring immediate updates, complex validations, or that already use integration platforms such as MuleSoft or Boomi.

SAP ICS Connector for SAP ERPs

For SAP S/4HANA or ECC users, SAP provides an official connector called ICS (Integration with Concur Solutions). It’s a turnkey solution that reduces technical effort and is highly recommended for SAP environments.

ICS leverages APIs behind the scenes and supports scenarios such as:

• Importing master data (employees, cost centers)

• Exporting expense reports and advances

• Sending payment confirmations back to Concur

This option simplifies integration and minimizes technical overhead.

Middleware and Partner Connectors

ERP systems like Oracle PeopleSoft, JD Edwards, and NetSuite can also integrate with Concur through partner connectors in the SAP Concur App Center or via middleware platforms. These tools streamline data mapping and transformation between systems.

When to use: Ideal for companies outside the SAP ecosystem or with multiple interconnected ERPs.

"Okay João, what should I use then?"

This is one of the most common questions. The answer depends on your scenario:

• SFTP is simpler and works well for batch processes.

• APIs are better when you need real-time updates or more complex business log

Below is a step-by-step guide to what the process of developing a new integration looks like:

1. Define the scope of integration

   What data will be integrated? Expense reports? Advances? Employees? The full scope should be documented and reviewed.

2. Choosing the right SAP approach

   Evaluate ICS, Oracle, or JDE? Use middleware or partner connectors. Consider data complexity, volume, and frequency.

3. Configure the technical connection

   For SFTP: configure the server, exchange keys, and set up schedules. For API: configure credentials and access via the Concur developer portal.

4. Carefully map fields

   Match Concur data with ERP data—such as cost centers, expense types, and employee IDs. Apply transformation rules if necessary.

5. Build and test integration flows

   Use middleware, ICS, or custom scripts to ensure data flows correctly between systems. Test with real data and negative scenarios (e.g., intentional errors).

6. Monitor and automate

   Schedule daily runs, set up failure alerts, and establish a support routine. Use Concur logs to audit integrations and ensure traceability.

7. Train and document

   Show the finance team where to find the data in the ERP. Make it clear what to do in case of an error. This reduces dependence on IT and ensures process sustainability.

Conclusion

Integrating SAP Concur with your ERP—whether via API or SFTP—is a strategic step toward automating corporate expense management, reducing errors, and accelerating reimbursements. With the right plan, choosing the right technology, and thorough testing, you can ensure a more agile and secure process for controlling corporate expenses.

Genesis Consulting can be the ideal partner throughout this journey, providing the expertise and support you need to ensure a smooth, secure, and successful integration. Contact us at info@genesisconsulting.com to get started.

About The Author

JP Stimamiglio

João Pedro (JP) Stimamiglio is an SAP Concur Functional Consultant with Genesis Consulting. With over nine years of SAP experience, including four years as a direct SAP employee in product support engineering, JP brings deep expertise across SAP Concur modules—Expense, Travel, Request, and Invoice. He specializes in designing and implementing integrations between SAP Concur and ERP systems, as well as configuring credit card feeds, cash advance setups, and invoice capture functionalities to improve efficiency and user experience.

JP has extensive hands-on experience leading end-to-end implementation projects, managing change requests, and developing custom solutions with platforms such as SAP Business Technology Platform, SAP CPI, and Dell Boomi. His background includes resolving complex integration challenges, creating custom reporting through Concur Intelligence and IBM Cognos, and delivering successful solutions across diverse industries including technology services, manufacturing, life sciences, and the public sector.

About SAP Concur

SAP Concur is committed to reinventing travel, expense, and invoice management with tools that simplify everyday processes and create better experiences. We solve big problems, small problems, and problems you didn’t know you had. We turn the difficult into simple, make the unknown known, and put an end to tedious tasks. As part of the larger SAP family, and through our experience, expertise, and partnerships, our solutions help every business run its very best.

About Genesis Consulting Partners, LLC

Genesis is a SWaM certified small business headquartered in Reston, VA with offices in Richmond, VA, Washington, D.C., Fort Lauderdale, FL and São Paulo, Brazil, with employees located globally. Genesis offers training and consulting services in the areas of Business Agility, Digital Transformation, and Advisory Services. Genesis areas of expertise include Lean, Agile, SAFe, Scrum, Kanban, Lean Portfolio Management, DevOps, DevSecOps, Cloud and Software Development, which are complemented by implementation and system integration services related to SAP, Oracle, NetSuite, Infor, and Pega. Genesis also specializes in Organization Change Management, Data Management, Business Process Management, Project Management, IT Strategy, and Independent Verification & Validation.