Set up and fine-tune how data flows between Expensify and Sage Intacct using import, export, and advanced configuration settings.

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Step 1: Select Entity (for multi-entity Sage Intacct setups)

If your Sage Intacct account supports multiple entities, you can connect each Workspace in Expensify to a specific entity or to the Top Level.

To change the entity connection:

1. From the left-hand menu, go to Workspaces > [Workspace Name] > Accounting
2. Under the Sage Intacct connection, select Entity

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Step 2: Configure Import Settings

To configure how data is imported from Sage Intacct:

1. From the left-hand menu, go to Workspaces > [Workspace Name] > Accounting
2. Click Import under the Sage Intacct section

Expense Types vs. Chart of Accounts

• Exporting as Expense Reports: Categories in Expensify come from Expense Types in Sage Intacct
• Exporting as Vendor Bills: Categories are imported from your Chart of Accounts (GL Codes)

To export successfully, disable any unnecessary categories by going to Workspaces > [Workspace Name] > Categories. Every expense must have a category.

Billable Expenses

To enable billable expenses:

• Ensure read-only permissions are enabled for relevant Sage Intacct modules (e.g., Projects, Purchasing, Inventory Control)
• Once enabled, map categories to specific Sage Intacct Items
• When marking an expense as billable, users must choose the correct Category to avoid export errors

Standard Dimensions (Departments, Classes, Locations)

You can import these into Expensify as:

• Tags – Selectable per expense
• Report Fields – Selectable per report
• Sage Intacct employee default – Automatically applied (only with Expense Reports)

Manage these settings under:

• Tags: Workspaces > [Workspace Name] > Tags
• Report Fields: Workspaces > [Workspace Name] > Reports

Note: Tag names may appear as “Tag” in reports even if they map to Departments.

Customers and Projects

Import customers and projects into Expensify as:

• Tags – Select per expense
• Report Fields – Select per report

Manage these settings the same way as standard dimensions.

Tax

To import native VAT or GST tax rates:

1. Go to Workspaces > [Workspace Name] > Accounting
2. Click Import under Sage Intacct
3. Toggle on Tax

Set default rates per category under Categories. If you don’t see the Tax option, click the three-dot menu next to Sage Intacct and resync the connection.

User-defined dimensions (UDDs)

To import UDDs:

1. In Sage Intacct:
   • Go to Platform Services > Objects > List
   • Filter by application: “user-defined dimensions”
2. In Expensify:
   • Go to Workspaces > [Workspace Name] > Accounting
   • Click Import > Enable User-defined dimensions
   • Enter the Integration Name and choose whether to import as Tags or Report Fields
   • Click Save

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Step 3: Configure Export Settings

To access export settings:

1. Go to Workspaces > [Workspace Name] > Accounting
2. Click Export under Sage Intacct

Preferred Exporter

• Any Workspace Admin can export reports
• Concierge auto-exports on behalf of the Preferred Exporter
• The Preferred Exporter is notified of any export errors

Export Date

Choose which date Expensify should use when creating records in Sage Intacct:

1. Date of last expense
2. Export date
3. Submitted date

Export out-of-pocket expenses as

• Export as Expense Reports or Vendor Bills
• If using Expense Reports, you can set a default vendor for unmatched expenses

Export company card expenses as

Choose one of the following:

• Credit Card Charges:
  • Requires selecting a credit card account
  • Optional: Set a default vendor for unmatched charges
  • Not supported at top-level if multi-currency is enabled
• Vendor Bills:
  • Optional: Set a default vendor for unmatched charges

If you manage company cards in Expensify, you can map each card to a specific account for export.

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Step 4: Configure Advanced Settings

To access advanced settings:

1. Go to Workspaces > [Workspace Name] > Accounting
2. Click Advanced under Sage Intacct

Auto-sync

We recommend enabling Auto-sync to keep data up to date:

• Daily imports from Sage Intacct (e.g., dimensions, employees)
• Automatic report export after final approval or reimbursement
• Reimbursement status is synced between platforms

Invite Employees

Enable this to:

• Automatically invite all employees from the Sage Intacct entity

• Apply a custom approval workflow in Expensify:

  • Basic Approval: All reports go to a single Final Approver
  • Manager Approval: Reports route to the user’s Sage Intacct manager
  • Configure Manually: Set your own approval chain in Workspaces > [Workspace Name] > Workflows

Sync Reimbursed Reports

Choose how to sync reimbursement status:

• If reimbursing through Expensify:
  • Exported reports create a corresponding bill payment in Sage Intacct
  • Bill payments post to the selected Cash and Cash Equivalents account
• If reimbursing outside Expensify:
  • Reports exported after final approval
  • When marked Paid in Sage Intacct, the status syncs back to Expensify

Note: Make sure the selected account matches your Bill Payments default in Sage Intacct.

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FAQ

Will enabling auto-sync affect previously approved reports?

No. Auto-sync only affects newly approved reports. Older approved or reimbursed reports must be exported manually if they weren’t synced before enabling auto-sync.