Sage Intacct – how the sync works

Integrating Sage Intacct with Scoro allows you to sync all your bills and invoices as well as payments between the two platforms and maintain a full overview of your finances in both systems. With automated data transfer, you can minimize manual data entry and migration, which ensures data quality and integrity.

This article will explain in detail how data moves between the systems and how dimensions work. 

If you want to learn…

• …how to set up the integration, read our setup guide
• …how data is mapped, refer to our data mapping article
• ...how to solve common errors, check out the common errors list

1. What data moves between the systems?

Data that moves between Scoro and Sage Intacct can be divided into main data and background data.

Main data

These are the items for which the user can toggle the sync on or off on the Sage Intacct integration page:

• Bills = “Accounts Payable → Bills” in Sage Intacct
• Invoices Invoices = “Accounts Receivable → Invoices” in Sage Intacct; Credit invoices  = “Accounts Receivable → AR Adjustments” in Sage Intacct
• Receipts = “Payments” in Sage Intacct; applies for both Bills and Invoices
• Files
• Projects

Learn more about data mapping.

Background data

There are three types of background data:

1. Items that are synced from Sage Intacct into Scoro in the background. These include:

• Tax rates
• Finance accounts

These are brought over to Scoro from Sage Intacct after the initial sync. All finance accounts and tax rates that exist in Scoro prior to the integration will be made inactive in Scoro. As long as the integration is active, you can update finance accounts and tax rates only from Sage Intacct. If you make any changes to them after the initial sync, you have to sync the changes over to Scoro manually by clicking the sync button on the Background items row. These items are never updated automatically after the initial sync.

2. Dimension values from Sage Intacct. These include:

• Dimension: Location
• Dimension: Department
• Dimension: Class
• Dimension: Employee
• Dimension: Customer
  Dimension: Vendor
• Custom dimensions

You can read more about how dimensions work below.

As soon as you enable a dimension in Scoro, all active values of that dimension will be pulled into Scoro from Sage Intacct as custom fields. If you make any changes to the dimension values after the initial sync, you have to sync the changes over to Scoro manually by clicking the sync button on the Background items row. 

3. Items that are synced from Scoro to Sage Intacct along with bills and invoices. These include:

• Companies (Customer and Vendors in Sage Intacct)
• Persons (Contacts in Sage Intacct)

These are transferred to Sage Intacct every time you sync a bill or an invoice.

• Person data is sent over only if the person already exists as a contact in Sage Intacct. You have to have synced the person with Sage Intacct manually beforehand, using the quick-actions button on the contact card. Otherwise, the contact field is left empty on the bill or invoice that reaches Sage Intacct.
  
• Company data is sent over every time. This means that if you add a new company to an invoice, that company will be automatically created in Sage Intacct as well as soon as you send over the invoice.

Note that, unlike other background items, you can also sync companies and persons over manually, one by one and on their own, via the Sage Intacct quick-actions button on the contact card. You can also match companies and persons with existing Sage Intacct customers, vendors, and contacts. Refer to the companies and persons section below for more detailed instructions.

2. When does the main data move between the systems?

You can customize data transfer settings on the integrations page under Settings > Site Settings > Integrations > Sage Intacct.

You can sync main data in five ways, depending on your preference:

• Option 1: Full automatic sync – all items that are toggled ON are synced automatically daily, weekly, or monthly, depending on the Sync frequency you’ve set.
• Option 2: Full manual sync – full sync has to be initiated by the user via the Synchronize now button on the integration page. This will send all toggled unsent items over to Sage Intacct together. To use this option, set the Sync frequency to Manual.
• Option 3: Manual sync via quick actions – items can be sent over individually via the quick actions button in the document view. You can read more about the quick actions button in the next paragraph. To use this option, set the Sync frequency setting as Manual.
• Option 4: Automatic + manual sync – you can have some items sent over automatically while syncing others manually. To use this option, set the Sync frequency setting as Daily/weekly/monthly (= automatic) and toggle off the items you prefer to send over manually via the quick actions button.
  • Let’s look at the example screenshot below – with these settings, bills and receipts would be synced automatically every week. Invoices would only be sent over when you use the quick actions button in any document view.
• Option 5: Manual sync via the sync button – click on the sync button on the integration settings page to instantly send or pull data for the respective item group. You can combine this approach with any of the previous options.

You can choose the sync direction for bills; for all other items, it is predefined and cannot be changed.

With the ON/OFF toggle, you can control which data you want to include in full automatic and full manual sync. If you use only the quick actions button, all relevant document data will be sent to Sage Intacct every time.

3. What are quick actions?

You can use the quick actions buttons to send over projects, bills, and invoices one by one or import receipts manually. Once you integrate Sage Intacct, relevant users will see the quick action buttons in any bill, invoice, or contact view.

• Send to Sage Intacct – sends the new/updated document over to Sage Intacct.
• Import payments from Sage Intacct – imports payment info from Sage Intacct and marks the document as paid in Scoro if it is marked as fully paid in Sage Intacct.
• Delete from Sage Intacct – deletes the document from Sage Intacct but keeps it in Scoro. If the document cannot be deleted from Sage, the system will show an error.

You can control who sees the quick action buttons via the Sage Intacct integration page with the Quick-add buttons can be used by setting.

4. How do dimensions work?

Dimensions in Sage Intacct streamline accounting and financial reporting as they enable you to categorize your transactions. Read more about dimensions in Sage Intacct here.

In line with this, Scoro lets you map different dimensions for bills and invoices, including custom ones. As soon as you activate the integration, dimensions are brought over to Scoro and saved as custom fields.

How to enable dimension sync

You can map different dimensions for bills and invoices in Scoro from the integration settings.

1. Go to Settings > Site settings > Integrations > Sage Intacct.
2. Click on Dimensions link on the bills or invoices line to open the dimension modal.
   
3. Enable the toggle for the dimensions you want to sync between the two systems.

You must configure dimensions separately for both bills and invoices.

Note that you have the option to map Departments either as custom fields or as items.

• Custom field – department values are imported to Scoro as custom fields. If you choose this option, you will see specific custom fields on bills and invoices, which let you link bill and invoice lines with Sage Intacct departments. 
  
• Item – if you choose this option, you will not see departments as custom fields on bills and invoices. Rather, Scoro product codes are sent over to Sage Intacct as department values. In this case, you have to ensure manually that the product codes in Scoro match with Sage Intacct’s departments.

How to use dimensions on documents

When dimension sync is enabled, you will see dimension fields on bills and invoices in Scoro. You can use the dropdown options to categorize the document. This info will be sent over to Sage Intacct when the document is synced.

How to update dimensions

If you update dimension values in Sage Intacct, you need to re-sync the dimension manually to see those changes in Scoro as well. For example, if you add a new Location into Sage Intacct, sync the Background items via the sync button in Scoro to ensure the new Location option shows up on documents in Scoro as well.

When dimensions are disabled, existing documents will retain the dimension values. The custom field on the document will simply be greyed out to indicate that dimensions are no longer active and editable.

5. How to sync companies and persons?

Companies (= Clients and Vendors)

A company can be synced between the system in two ways:

• Automatically with bills and invoices. This means that a company will be sent over to Sage Intacct automatically as soon as you sync the document. If the company doesn't exist in Sage Intacct yet, it will be created.
  OR
• Manually via the Sage Intacct quick actions button on the contact card.
  

Important! If you make any changes to the company data in Scoro later on, you need to re-sync the contact manually via the quick-action button on the company card to make sure the changes are reflected in Sage Intacct as well.

In Sage Intacct, companies are automatically categorized either as Customers or Vendors:

• All companies linked to invoices are Customers
• All companies associated with bills are Vendors

In Scoro, you get to choose whether the company is a client or a supplier.

• A company marked as a client in Scoro (Display in client list) will be added to Sage Intacct as a Customer
• A company marked as a supplier in Scoro (Display in supplier list) will be added to Sage Intacct as a Vendor
• A company marked as both in Scoro will be added to Sage as both a Customer and a Vendor

Only companies can be sent over to Sage Intacct as Clients and Vendors. Persons from Scoro are sent over as Contacts to Sage.

You can also connect companies in Scoro with existing companies in Sage Intacct using the following custom fields on the contact card:

• Sage Customer ID for Customers
• Sage Vendor ID for Vendors

• If the custom field is filled with the correct Sage Intacct ID, Sage Intacct links the new Scoro company with the existing company in Sage Intacct.
• If the custom field is empty, a new company will be created in Sage Intacct and the custom field in Scoro will be automatically filled in with the newly created ID.

Persons (= Contacts)

Persons can also be synced between Scoro and Sage Intacct. Persons are called Contacts in Sage.

You always need to sync the person manually via the quick-actions button on the contact card first. This will create the person in Sage Intacct as well. 

Then, if you link your bill or invoice with that person, the contact field data will be carried over to Sage Intacct as well (meaning the contact field will be filled on the bill/invoice in Sage Intacct). If you link your bill or invoice with a person who does not exist in Sage Intacct yet, the contact field will be left empty as Sage Intacct can't match the data. Sage Intacct won't create the person automatically on their side (unlike with companies).

Note! When an already synced person is linked to an invoice as a contact person, they will be added to Sage as a “Bill to” Contact.

You can also connect persons in Scoro with existing contacts in Sage Intacct using the custom field Sage suggested contact name on the contact card.

• If the custom field is filled with the suggested contact name, Sage Intacct will connect the person with the existing contact in Sage Intacct.
• If the custom field is empty, a new contact will be created in Sage Intacct and the custom field in Scoro will be automatically filled in with the newly created ID.

6. How to sync files?

You can send the PDF version of your invoice or bill over to Sage Intacct as an attachment. This helps to automate the data exchange further, ensuring your accounting team easy and instant access to the PDF that was sent out to the customers or suppliers. 

To enable attachment sync, toggle on the Files button.

A File sync section will appear at the bottom of the page, which lets you configure the details.

You can choose to sync only bills, invoices, or both, and decide whether the sync to be automatic or manual. In addition, you should specify which folder the attachments need to be sent to in Sage Intacct. Simply type in the folder name from Sage Intacct.

With automatic sync, the attachment is sent over automatically in the background.

With manual sync, you can send it over manually once the invoice/bill itself is synced. The option to Send files to Sage Intacct will appear under the quick action buttons in the document view as soon as the invoice/bill is synced. 

Things to keep in mind:

• With automatic sync, Scoro will include only the files that have been modified since last sync.
• Maximum file size is 1 MB. Scoro doesn’t send over bigger attachments that exceed 1 MB.

7. How to sync projects?

To sync your Scoro projects to Sage Intacct:

1. Enable the Projects toggle in the integration settings.
2. If you want to sync the bills and invoices attached to your Scoro projects, enable the Projects dimension for both.
   

Once enabled, you’ll need to select a Sage project category when creating a new project or modifying an existing one to sync it over to Sage Intacct.

Projects can be synced to Sage Intacct in two ways:

• Automatically:
  
  • All new projects with a Sage project category selected will be sent over to Sage Intacct automatically in the next sync cycle.
    
  • All new invoices and bills that you link to the project will also sync automatically to Sage Intacct.
    
  • Note! After the initial automatic sync, any changes you make to the project or the invoices or bills linked to the project must be sent manually via the Sage Intacct quick actions button.
    
• Manually via the Sage Intacct quick actions button in the project detailed view.
  
  • If you sync an invoice or a bill you linked to a project that’s not yet synced to Sage Intacct, the project will automatically sync over along with the invoice and all other related objects (e.g., project, company, contact, etc).
    

8. Data transfer rules

The following table cover data transfer rules. If you want to learn more specifically which fields are matched between Scoro and Sage Intacct, read our article on data mapping.

Data & directions

 

Data transfer rules for main data: 

Item	Toggle ON	Toggle OFF	Matching with Sage Intacct	Start date	Additional comments
Bills	From Scoro: All items added to Scoro will be sent to Sage Intacct with the next automatic sync or full manual sync. When advanced filtering is used, items will be synced after they are added to the selected bookmark. Important! Items are sent over automatically only once. Any modifications you make after the initial sync must be sent over manually with the quick-actions button. To Scoro: All items added to Sage Intacct will be sent to Scoro with the next automatic sync or full manual sync.	From Scoro: Items can still be sent to Sage Intacct manually via the quick-actions button. To Scoro: Items are not synced between the systems.	No matching with existing bills.	All new bills with a Date of issue after the Start date will be transferred.	Contact data is synced along with the document.  If you're syncing bills To Scoro and the bill that's pulled from Sage Intacct includes a contact that does not yet exist in Scoro, the contact will be created in Scoro as well.
Invoices	All items added to Scoro will be sent to Sage Intacct with the next automatic sync or full manual sync. When advanced filtering is used, items will be synced after they are added to the selected bookmark. Important! Items are sent over automatically only once. Any modifications you make after the initial sync must be sent over manually with the quick actions button.	Items can still be sent to Sage Intacct manually via the quick-actions button.	No matching with existing invoices.	All new invoices with a Date of issue after the Start date will be transferred.	Contact data is synced along with the document.
Credit invoices	Depend on the invoices sync and follow the same criteria. All items added to Scoro will be sent to Sage Intacct with the next automatic sync or full manual sync. When advanced filtering is used, items will be synced after they are added to the selected bookmark. Important! Items are sent over automatically only once. Any modifications you make after the initial sync must be sent over manually with the quick actions button.	Items can still be sent to Sage Intacct manually via the quick-actions button.	No matching with existing credit invoices.	All new invoices that have a Date of issue after the Start date will be transferred.	Contact data is synced along with the document. If you create a credit note from an invoice in Scoro, related payment info is also synced back to Sage Intacct.
Receipts	Payment info is fetched automatically from Sage Intacct for all bills and invoices that are connected with Sage Intacct.	Payments can still be fetched from Sage Intacct manually via the quick-actions button.	No matching with existing receipts.	All new receipts with a receipt date after the Start date will be transferred.	The following payments are not fetched from Sage Intacct: Payments not related to any invoice or bill Payments related to documents that are not in Scoro

Data transfer rules for background data: 

Background data	What is synced	Matching with Scoro	Additional comments
Tax rates	Taxes application (rates are taken from Sage Intacct, Scoro rates are inactive) Other (rates are generated only in Scoro, not in Sage Intacct)	No matching. All rates are created as new rates.
Finance accounts	All active finance accounts are synced to Scoro with the initial sync. The existing finance account under that entity in Scoro will be made inactive. Changes and updates can be synced to Scoro with the Background items sync from the integration page. If you have an active integration with Sage, you cannot modify finance accounts on the Scoro side.	No matching. All finance accounts are created as new finance accounts.	Finance accounts are managed in Sage Intacct and synced to Scoro. All finance accounts will be marked as sales and purchase accounts in Scoro. In Scoro, you can manually update the classification of these accounts in Settings > Sales and finance > Finance accounts.
Dimension: Location	Values are synced to Scoro via the Background items sync when the Location dimension is enabled. It will pull all the active location values to Scoro as custom field options.	No matching. All locations are created as new locations.
Dimension: Department	Option 1: Custom field If "Custom field" is chosen, all department values will be pulled to Scoro from Sage Intacct as custom field options. Option 2: Item If "Item” is chosen, no department values are pulled from Sage Intacct into Scoro. Instead, you will have the option to map the Sage Intacct departments to product codes in Scoro.	Option 1: No matching. All departments are created as new departments.   Option 2: Users must manually match the Scoro product code with the corresponding Sage Intacct department ID.
Dimension: Class	Values are synced to Scoro via the Background items sync when the Class dimension is enabled. It will pull all the active class values to Scoro as custom field options.	No matching, all classes are created as new classes.
Dimension: Project	Must be enabled to ensure projects can be synced from Scoro to Sage Intacct. Read more about syncing projects.   The project info is sent over to Sage Intacct when: - the Project dimension is enabled for that document type (bill, invoice) - there's a project linked to the document, and that project has the sage project ID field filled out.	When importing bills from Sage Intacct, Scoro will check the Sage project ID field in Scoro and try to find the matching project.	When project sync is enabled and project is synced from Scoro to Sage Intacct automatically or manually, the Sage project ID will automatically be filled with the project ID from Sage Intacct.
Dimension: Employee	Can be mapped against Scoro users.  When the Employee dimension is enabled, it will create a custom field under the user profile in Scoro where you can add the user’s Sage Intacct ID. If the custom field is not filled, Scoro user ID will be used as a fallback.	Custom field or the user ID of the Scoro user is matched with the Sage Intacct Employee ID.	The employee info is sent over to Sage Intacct when the user is selected as a doer on the invoice line in Scoro.
Custom dimensions	Name and type. Custom dimensions are saved into Scoro as custom fields. Brought over with the initial sync. After that, changes and new dimensions can be fetched via the Background items sync on the integration page.
Companies	All companies that are used on invoices and bills are automatically sent to Sage Intacct as Customers (invoices) or Vendors (bills). Note! This flow will only create new companies. You cannot update company info with this flow. If you update company data in Scoro and want to send the changes over Sage Intacct, you must re-sync the contact using the quick-actions button on the contact card.	You can map companies in Scoro with existing ones in Sage Intacct. To do this, enter their Sage Intacct ID into the custom field (Sage Customer ID or Sage Vendor ID) on the contact card. If the custom field is filled with the correct Sage Intacct ID, Sage connects the company with the existing Sage company. If the custom field is empty, a new company will be created in Sage Intacct.	You can check if a company has been sent to Sage Intacct as a Customer or a Vendor via the contact’s modify view in Scoro. Display in client list – the company is synced to Sage as a Customer Display in supplier list – the company is synced to Sage as a Vendor
Persons	Persons can be sent over to Sage Intacct manually from the contact card.	You can map persons in Scoro with existing ones in Sage Intacct using the custom field  (Sage suggested contact name)on the contact card. If the custom field is filled with the suggested contact name, Sage Intacct will connect the Scoro person with the existing contact in Sage Intacct. If the custom field is left empty, a new contact will be created in Sage Intacct.
Customer	If you enable this dimension, Scoro will automatically link the client ID with each invoice line and send it over to Sage Intacct in the background so you can use this info for reporting purposes.
Vendor	If you enable this dimension, Scoro will automatically link the vendor ID with each bill line and send it over to Sage Intacct in the background so you can use this info for reporting purposes.