Set up the Sage Intacct integration

The Sage Intacct integration syncs your expense data between Perk and Sage Intacct. Approved privately-paid expenses and settled card expenses export automatically to Sage Intacct, so you don’t need to enter them again. This article walks you through the full setup, from preparing Sage Intacct to connecting Perk and setting up your import settings.

For background on what the integration does and how data maps between the two systems, see Integrate Sage Intacct with Perk for expenses.

Role: Account admins can perform this task.

Before you start

Before you connect Perk to Sage Intacct, complete 3 steps directly in Sage Intacct. Skipping them causes the connection to fail or leads to export problems later on.

Subscribe to Web Services. If your company isn’t already subscribed, go to Company > Admin > Subscriptions, select Web services, then select Configure. For more information, see Subscribe to Web Services in the Sage Intacct documentation.
Add Perk’s Sender ID perkMPP to the allow list. Go to Company > Setup > Configuration > Company, open the Security tab, and select Edit. In the Web Services authorizations section, select Add, enter Perk’s Sender ID, make sure the status is Active, and select Save.
Create a Web Services user. This is a dedicated Web Services account, separate from your standard Sage Intacct user accounts. See Creating a Web Services user in Sage Intacct.

Caution: Sender IDs are case sensitive and can’t be changed after you add them, so enter the Sender ID in step 2 exactly. For more information, see Web Services authorizations in the Sage Intacct documentation.

You’ll also need 2 pieces of information from Sage Intacct to finish connecting:

Company ID: find it on the General information tab under Company > Setup > Configuration > Company. For more information, see Company information.
Location ID: required. This is the ID of the location or entity you want to connect. Find it in the Locations list. For entities, go to Company > Setup > Configuration > Entities. For field details, see Locations.

Warning: If any of your users submit privately-paid expenses, their Sage Intacct employee record must also be set up as an accounts payable (AP) vendor before those expenses can export. Perk doesn’t check this during setup—exports fail for any employee who isn’t an AP vendor. Set this up in Sage Intacct before you complete the integration wizard.

Creating a Web Services user in Sage Intacct

A Web Services user is a dedicated account in Sage Intacct that Perk uses to connect and sync data. It can’t sign in to the Sage Intacct interface, and it’s separate from the login accounts your team uses day to day. Create a separate Web Services user for each integration.

In Sage Intacct, go to Company > Admin > Users, roles, and groups, then select Add next to Web Services users.
Enter a unique User ID, for example "perk-integration." This is the Web Services User ID you’ll enter in Perk later. You can’t change it after you save.
Enter a Username and the Account email address. Sage Intacct uses the email address to verify password resets.
Set Status to Active.
Select a Contact name, or select Add to create a new contact.
Select a User type. Business users can access any feature. Then set Admin privileges. You set the permissions in the next step.
Select Save. In the confirmation pop-up, select Create, enter your own Sage Intacct password, and select Verify.

Sage Intacct emails the new user their user ID information. If you need to set a new password for the Web Services user, select Reset password on the user’s page. Sage Intacct emails the new password to the user. This is the Web Services User Password you’ll enter in Perk later.

For more information about adding, editing, and inactivating Web Services users, see Web Services users in the Sage Intacct documentation.

Caution: Web Services user passwords don’t expire automatically, and single sign-on and multi-factor authentication are turned off for these users. If you reset the password later, update it in Perk too, because the old password stops working and the connection can fail.

Assigning permissions to the Web Services user

A Web Services user can only do what its permissions allow. Permissions are normally assigned through a role. For more information, see Administration permissions and User types.

The role needs these read and write accesses:

Read permission	Write permission
• Chart of Accounts • Departments • Locations • Classes • Projects • Employees • Tax rates	• Accounts Payable (for privately-paid expense exports as AP bills) • Cash Management (for card expense exports as credit card transactions)

In Sage Intacct, go to Company > Admin > Users, roles, and groups > Roles.
Select the role you want to use for the Perk integration, or add a new role.
Select Subscriptions.
Find each application and select Permissions to give the role the accesses listed in the table.
Save the role, then assign it to the Web Services user on the user’s page.

Connecting Perk to Sage Intacct

The Sage Intacct integration uses credential-based authentication, not a browser login. Instead of signing in through a pop-up, you enter 4 Web Services credentials directly into Perk.

The Sage Intacct credential form in Perk

In Perk, go to Settings > Integrations.
Select Sage Intacct.
On the pre-flight checklist screen, confirm you’ve completed all 3 steps from Before you start. The Connect button stays off until you acknowledge them.
Select Connect Sage Intacct. A credential form opens.
Enter your 4 credentials: Company ID, Web Services User ID, Web Services User Password, and Location ID.
Select Connect.
When the connection succeeds, Perk fetches and shows your Sage Intacct company name.

Note: The Location ID scopes the connection to a specific Sage Intacct entity. It’s required, so enter the ID of the entity you want to connect. If you’re not sure which ID to use, check with your Sage Intacct admin. Find it in the Sage Intacct Locations list.

Choosing an entity when you connect

If you connect without a Location ID and Perk detects that the Web Services user can see more than one entity, Perk shows a pop-up asking you to select a Location ID after connecting. Choose the entity you want to sync with and confirm—Perk scopes all future syncs to that entity.

Caution: One Perk legal entity connects to one Sage Intacct entity only, so each connection covers a single entity. Top-level multi-entity access—a single connection spanning all your entities—isn’t supported.

Setting up import settings

After you connect, Perk opens an import settings wizard. The wizard is where you decide what Perk brings in from Sage Intacct and how it maps into Perk. It has 4 steps, always in this order: Accounts, Dimensions, Tax rates, and Users. Each step shows data that Perk fetches live from your Sage Intacct entity, so what you see reflects your current chart of accounts, dimensions, tax rates, and employees.

Prepare before you start the wizard

Gather these answers first so you can complete all 4 steps without stopping:

Which one dimension, if any, you want to map to cost object in Perk. See Step 2: Dimensions.
Whether each Perk user’s email address matches the email address on their Sage Intacct vendor record. See Step 4: Users.
Which GL accounts and purchasing tax rates (input taxes) your team should use on expenses.

Warning: Complete all 4 steps in a single session. Perk only saves your settings when you select Complete setup on the final step. If you close the wizard before finishing, your progress isn’t saved and you’ll need to start over.

Step 1: Accounts

Choose which general ledger (GL) accounts become expense categories in Perk. Perk fetches all GL accounts from Sage Intacct and shows them in a list. By default, income statement accounts rather than balance sheet accounts are selected.

The Accounts step of the Sage Intacct import settings wizard

Review the list of GL accounts.
Deselect any accounts you don’t want to use in Perk.
Select Next.

Accounts you deselect don’t appear as expense categories in Perk. You can change the selection later by editing your import settings.

Step 2: Dimensions

Decide how Perk uses your Sage Intacct dimensions. Dimensions are the categories you use in Sage Intacct to analyze transactions. Map each one to a cost object or a custom field in Perk, or leave it out. Perk supports 4 standard dimensions. Custom dimensions aren’t supported.

Dimension	Default mapping in Perk
Departments	Cost object
Projects	Custom field
Locations	Custom field
Classes	Custom field

Caution: You can map any dimension to cost objects in Perk, but only one. Departments is the default. If you want to use multiple dimensions in Perk, choose a primary dimension to map to cost objects and then map successive dimensions to custom fields.

The dimension mapping options in Perk The Dimensions step of the Sage Intacct import settings wizard

Review the mapping for each dimension.
Change any mapping you want to differ from the default, determining whether you want to use the dimension to split costs or purely for reporting purposes.
Select Next.

Step 3: Tax rates

Choose which Sage Intacct tax rates Perk imports. Perk fetches your tax rates and filters them to Accounts Payable and Purchasing tax rates (input taxes) only. Accounts Receivable and Order Entry tax rates (output taxes) apply to invoices, not expenses, so Perk leaves them out. All purchasing tax rates (input taxes) are selected by default.

The Tax rates step of the Sage Intacct import settings wizard

Review the list of purchasing tax rates (input taxes).
Deselect any that don’t apply to your expenses.
Select Next.

Step 4: Users

Match your Perk users to Sage Intacct contacts (AP vendors) so each exported expense lands against the right vendor record. Perk matches by email address, and the match is exact.

The step shows 2 groups:

Matched users: Perk users whose email address matches a Sage Intacct vendor record.
Unmatched users: Perk users with no matching Sage Intacct vendor record.

You need to resolve all unmatched users before you continue. For each one, either update the email address in Perk or Sage Intacct so they match exactly, or exclude the user from the integration.

The Users step of the Sage Intacct import settings wizard

Review the Matched users list.
For each Unmatched user, update the email address so it matches, or exclude the user.
Select Next.

Note: If a user submits privately-paid expenses, their Sage Intacct vendor record also needs to be set up as an AP vendor. See Before you start.

Completing setup

After you review all 4 steps, select Complete setup on Step 4. Perk saves all your settings and starts the initial import from Sage Intacct.

The first import usually takes several hours, depending on the integration platform's sync schedule. You’ll get an email when the first import completes.

The import settings page after setup is complete

What happens after you complete setup

Once setup is complete, the integration runs on its own. You don’t need to start a sync, but it helps to know what happens and when, so you know what to expect in Sage Intacct and where to look if something seems out of date.

Understanding how syncing works

Imports and exports run on different schedules. Perk uses the integration platform Merge to exchange data with Sage Intacct.

Imports from Sage Intacct. After the first import finishes, Perk updates the data it imported (accounts, dimensions, tax rates, and employees) whenever Merge syncs changes from Sage Intacct, and runs a nightly update at 00:00 UTC.
Exports to Sage Intacct. Perk exports according to the export frequency you set as an automatic export setting. Perk sends approved expenses to Merge, and Merge then sends them to Sage Intacct. Approved privately-paid expenses go to Sage Intacct as AP bills, and settled card and travel-provider expenses go as credit card transactions. An approved expense can take up to 24 hours to appear in Sage Intacct.

Note: Import now refreshes imports only. Exports to Sage Intacct still run according to your export frequency. For how to use Import now, see Checking import status and fixing errors.

If you disconnect the integration, Perk stops syncing. Expenses approved while you’re disconnected export only after you reconnect and the next sync runs.

Checking the connection status

Perk shows the connection status in the integration settings at all times. The possible statuses are:

Status	What it means
Active	Sage Intacct is connected and your import settings are complete.
Setup incomplete	Sage Intacct is connected, but you haven't completed the import settings yet.
Action required	Perk can no longer connect to Sage Intacct. Reconnect and re-enter your credentials.

If the status is Action required, go to Settings > Integrations, search for Sage Intacct and re-enter your Web Services credentials.

For more background on what the integration imports and exports, see Integrate Sage Intacct with Perk for expenses.

Checking import status and fixing errors

Use the Import settings page in Perk to check what imported from Sage Intacct, find errors, and fix them. Check it first when something looks out of date, before you contact support.

In Perk, open the Import settings page for Sage Intacct.
Check the card for each kind of data: accounts, dimensions, tax rates, and vendors.
Click a card that shows an error to open the Import error logs panel.
For each error, follow the suggested action in Sage Intacct or Perk. If the panel asks you to contact support, there’s nothing to fix on your side.
Click Import now on the import history card to check that the error cleared without waiting for the next automatic run.

For what the cards, error logs, import history, and Import now show, see Integrate Sage Intacct with Perk for expenses.

Import errors and what to do

The table below lists the errors you may see in the Import error logs panel, who needs to act, and what to do.

Error type	Example	Who acts	What to do
Data mismatch between Sage Intacct and Perk	A Perk user’s email doesn’t match their Sage Intacct employee’s email, so they can’t be matched.	Admin	Update the data in Sage Intacct or Perk so the two match, then check that the error clears.
Account not found	A company card exists in Perk but has no matching account in Sage Intacct.	Admin	Add the account in Sage Intacct, or update the data in Perk, then check that the error clears.
Sage Intacct or provider issue	Sage Intacct didn’t respond in time.	Perk support	Try again later. If the error stays, contact customer support.
Internal import failure	An import job failed unexpectedly.	Perk	No action needed. Perk is looking into it.

Editing settings and adding users after setup

You can edit your Sage Intacct import settings at any time after initial setup. Go to Settings > Integrations, search for Sage Intacct and select Edit settings. You can edit accounts, dimensions, tax rates, and users. When you edit the accounts, tax rates, or dimensions lists, Perk fetches the current list from Sage Intacct. Resources you’ve deleted in Sage Intacct won’t appear in the selection list.

You can also link new Perk users to Sage Intacct vendors any time after initial setup. Go to the Users step in integration settings and match the new user to their Sage Intacct vendor record.

Note: Note: Email addresses must match exactly on both sides. If an email changes in either system, update it in both to keep the link active.

Switching to a different Sage Intacct entity

The Location ID you enter during connection scopes all syncs to one specific Sage Intacct entity. To switch to a different entity, disconnect the integration and reconnect with the correct Location ID.

Caution: Disconnecting and reconnecting resets the connection but keeps your import settings. After reconnecting to a different entity, review all import settings (accounts, dimensions, tax rates, and users) to make sure they still match the data in the new entity.

Troubleshooting and export failure scenarios

Use this table to diagnose common connection and export issues.

Scenario	Likely cause	How to fix
Connection fails during setup	Perk’s Sender ID hasn’t been added to the allow list in Sage Intacct	Go to Company > Setup > Configuration > Company in Sage Intacct, open the Security tab, and add Perk’s Sender ID in the Web Services authorizations section.
Credentials rejected at connection	Incorrect Web Services User ID, password, or Company ID	Double-check each credential in Sage Intacct and re-enter them in Perk.
Connection status shows “Action required”	Perk can no longer connect. Credentials may have changed.	Go to Settings > Integrations and search for Sage Intacct and re-enter your Web Services credentials.
Privately-paid expense export fails for a specific user	The Sage Intacct employee record isn’t set up as an AP vendor	In Sage Intacct, set up the employee as an AP vendor in Accounts Payable, then wait for the next sync.
Expense export fails with employee not found	The Perk user’s email doesn’t match any Sage Intacct employee record	Update the email address in Perk or Sage Intacct so both match exactly, then re-match the user in integration settings.
Multi-entity: wrong entity is syncing	Location ID wasn’t set, or the wrong Location ID was entered	Disconnect the integration and reconnect with the correct Location ID for the entity you want to sync.
Dimensions aren’t appearing as expected	2 dimensions were mapped to cost object, causing name collisions	Edit your dimension mapping so only one dimension maps to cost object. Map the others to custom fields.
New GL accounts in Sage Intacct aren’t in Perk	Accounts were added to Sage Intacct after the last import	Edit your accounts import settings in Perk. Perk fetches the latest account list from Sage Intacct.

Sage Intacct and Perk may also show these error messages:

Error message	What it means	What to do
"Invalid credentials"	One or more of the 4 Web Services credentials is incorrect.	Re-check Company ID, Web Services User ID, and password in Sage Intacct, then re-enter them in Perk.
"Sender ID not authorized"	Perk’s Sender ID hasn’t been added to the allow list in Sage Intacct security settings.	Go to Company > Setup > Configuration > Company in Sage Intacct, open the Security tab, and add Perk’s Sender ID in the Web Services authorizations section.
"Employee not found"	No Sage Intacct employee record matches the Perk user’s email address.	Update the email in Perk or Sage Intacct so they match, then re-match the user in integration settings.
"Employee is not an AP vendor"	The Sage Intacct employee isn’t set up as an AP vendor, so their privately-paid expenses can’t be exported as AP bills.	Set up the employee as an AP vendor in Sage Intacct Accounts Payable.
"Multiple entities found — Location ID required"	The Web Services user can see more than one Sage Intacct entity and no Location ID was given.	Disconnect and reconnect with the correct Location ID for the target entity.

Disconnecting Sage Intacct

Disconnecting stops the sync but keeps your import settings, so reconnecting later means you don’t need to set up your import settings again. After you disconnect, expenses approved in Perk won’t export to Sage Intacct until you reconnect and the next sync runs.

In Perk, go to Settings > Integrations.
Select Sage Intacct.
Select Disconnect.
Confirm the disconnection when prompted.

To reconnect, follow the steps in Connecting Perk to Sage Intacct and Setting up import settings again. Review all your import settings after reconnecting to make sure they still match the current Sage Intacct data.