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 navigation tabs (on the left on web, and at the bottom on mobile), 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 navigation tabs (on the left on web, and at the bottom on mobile), 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.

How to configure Sage Intacct Travel Invoicing export settings

If Expensify Travel’s Central Invoicing feature is enabled for your workspace, you can configure where travel expenses are exported in Sage Intacct.

1. Go to Workspaces > [Workspace Name] > Accounting
2. Click Export under Sage Intacct
3. Click Export Expensify Travel Payable To
4. Select a Travel vendor for Expensify Travel expenses
5. Select a Travel payable account for Expensify Travel expenses

Travel expenses will export as credit card charges to the Sage Intacct account you specify.

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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.