Setup steps to export reimbursable expenses to Intacct as Vendor Bills

Please follow the steps below to integrate Expensify and Intacct using Intacct's Accounts Payable module (vendor bills).

Important Notes

  • You'll need to be an admin in Intacct and in Expensify to complete the prerequisites on this page
  • You have the option of exporting reimbursable expenses as either expense reports or vendor bills. The required setup for vendor bills are detailed below.
  • The email addresses for employees in Expensify needs to match the employee (vendor) email address in Intacct since we use this as the unique identifier
  • The integration requires that you enable either Customization Services or Platform Services (these modules let us install a custom bundle which improves your experience). When you enable this module, you'll get a message that says that you may be charged for them. Your Intacct consultant may charge for enabling them, but they are free of charge to enable and configure if you follow the steps outlined below.

Checklist of items to complete:

  1. Create web services user
  2. Enable Customization Services (only applicable if you don't already use Platform Services)
  3. Create test policy in Expensify and download Expensify Package
  4. Upload the Package in Intacct
  5. Enter credentials and connect Expensify and Intacct
  6. Configure integration sync options
  7. Export a test report
  8. Connect Intacct to production policy

Step 1a: Create a web services user with user-based permissions

Note: If the steps in this section look different in your Intacct instance, you likely use role-based permissions. If that's the case, see the steps below on creating a web services user for role-based permissions.

We require that you set up a web services user to connect to Intacct. This makes it easy to track the activity for this user in Intacct (i.e. to see when you've exported expense reports and credit card charges to Intacct from Expensify) and to ensure continuity whenever a person leaves or joins your accounting department. Please set up the web services user by following the steps below (Note: you won't be charged for the user):

In Intacct > Company > "+" Users

Set up the user like the screenshot below, making sure to do the following:

  • User ID: “xmlgateway_expensify"
  • Last name and First name: "Expensify"
  • Email address: your shared accounting team email
  • User type: "Business"
  • Admin privileges: "Full"
  • Status: "Active"
  • Web services only: this box should be checked

Once you've created the user, you'll need to set the correct permissions. To set those, click on the checkbox next to the Application/Module and then click on the Permissions link to modify those. 

These are the permissions the user needs to have:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • General Ledger (Read-only)
  • Accounts Payable (All)
  • Projects (Read-only) (required if you're going to be using Projects and Customers)

Step 1b: Create a web services user with role-based permissions

In Intacct > Company > "+" Roles

Name the role "Expensify" > Save

Roles > Subscriptions for the "Expensify" role you just created

Set the permissions for each role by clicking the checkbox and then clicking on the Permissions hyperlink

These are the permissions the user needs to have:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • General Ledger (Read-only)
  • Accounts Payable (All)
  • Projects (Read-only) (only required if you're going to be using Projects and Customers)

Now, you'll need to create a web services user and assign this role to that user.

Company > "+" Users

Set up the user like the screenshot below, noting the following:

  • User ID: “xmlgateway_expensify"
  • Last name and First name: "Expensify"
  • Email address: your shared accounting team email
  • User type: "Business"
  • Admin privileges: "Full"
  • Status: "Active"
  • Web services only: this box should be checked
static1.squarespace-4.png

To assign the role to the user you just created, go to Roles Information

Click on the plus > find the "Expensify" role > Save

Step 2: Enable Customization Services

Note: This step is only applicable if you don't already use Platform Services

To enable, go to Company > Subscriptions > Customization Services

Step 3: Create test policy in Expensify and download Expensify package

The test policy will be used as a sandbox environment where we can test before going live with the integration. If you're already using Expensify, creating a test policy will ensure that your existing company policy rules, approval workflow, etc remain intact. In order to set this up:

Log in to expensify.com > Admin > New Policy

Name the policy "Intacct Test Policy"

Go to Connections > Intacct > Connect to Intacct

Select Create a new Intacct connection

Select Download Package (All you need to do is download the file. We'll upload it from your Downloads folder later)

Step 4: Upload the Package to Intacct

If you use Customization Services:

Customization Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import

If you use Platform Services:

Platform Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import

Step 5: Enter credentials and connect Expensify and Intacct

Now, go back to Expensify > Admin > [select policy] > Connections > Configure > Connect to Intacct enter the credentials that you've set for your web services user. Click Send to connect.

Step 6: Configure integration sync options

Once you successfully connect, you'll be prompted to configure the Intacct integration settings. For more information on the different options go here.

Step 7: Export a test report

We suggest that you create an export a couple of test reports prior to going live with the integration. If you run into any errors in this process, check out our troubleshooting guide and if you're still having trouble, reach out to us via the messenger icon at the bottom righthand corner of the site. 

Step 8: Connect Intacct to production policy

After you've successfully exported a test report, you are ready to go live with the integration. If you're currently using Expensify in a different policy, you'll do step 5 again to connect Intacct to that policy. 

Still need help?

Our friendly success team is here to help! Send us an email to help@expensify.com and we'll get back to you within 24 hours.