Configure the Emburse Intacct Connector

After generating the web services user and authorizing the EmburseMPP sender, you need to configure the Emburse Intacct Connector. These settings will determine which Sage Intacct records are imported into Emburse Spend, as well as how approved-expense and corporate-card data is exported back to Intacct for accounting and reporting purposes.

This article applies to customers using the enhanced Intacct configuration in Emburse Spend. If the Accounting Integration screen in Emburse Spend does not display a Configure Settings button, follow the instructions in Connect Sage Intacct to Emburse Spend instead.

This article is intended for administrators who manage accounting integrations and system configuration in Emburse Spend. Familiarity with your organization’s Intacct structure, approval workflows, and chart of accounts is recommended.

To access your Intacct Connector settings, go to Company Settings > Accounting Integration, then select Configure Settings.

Accounting Integration page with Settings, Accounting Integration, and Configure Settings highlighted

General Settings

Use the General Settings section to control which core Intacct records are imported into Emburse Spend, like entities and locations.

Sage Intacct Configuration dialog showing the General section with sync options for Intacct records

General Intacct Synchronization Settings

The table below provides detailed information on behavior and configuration for syncing core Intacct dimensions into Emburse Spend. These settings control which organizational structures (e.g., dimensions and custom fields) are imported and how they map to non-editable fields in Emburse Spend.

Entities are automatically imported from Sage Intacct into Emburse Spend. They are created as fixed Team fields and assigned to users. Changes to entities must be made in Intacct and will sync to Emburse Spend.

Setting

Optional?

What It Does

Notes / Behavior
Classes Yes Imports Intacct Classes field into Emburse Spend

Maps to a Team field with a fixed value.

  • Team field names and values are read-only in Emburse Spend and sync from Intacct.
  • Updates must be made in Intacct.
Department Yes Imports Intacct Department field into Emburse Spend

Maps to a Team field with a fixed value.

  • Team field names and values are read-only in Emburse Spend and sync from Intacct.
  • Updates must be made in Intacct.
Employees Yes Imports Intacct Employee field into Emburse Spend

Maps to a Team field with a fixed value.

  • Team field names and values are read-only in Emburse Spend and sync from Intacct.
  • Updates must be made in Intacct.
Vendors Yes Imports Intacct Vendor field into Emburse Spend

Maps to a Team field with a fixed value.

  • Team field names and values are read-only in Emburse Spend and sync from Intacct.
  • Updates must be made in Intacct.
Locations Yes Imports Intacct Location field into Emburse Spend

Maps to a Team field with a fixed value.

  • Team field names and values are read-only in Emburse Spend and sync from Intacct.
  • Updates must be made in Intacct.
Custom Fields & User Defined Dimensions Yes Imports additional coding fields from Intacct beyond standard dimensions

Use if you have custom tracking fields in Intacct (e.g., Region, Grant, Cost Center Variant)

  • Imported values map to editable Expense Fields in Emburse Spend, which users can select when they submit expenses.

Manage Team Field Visibility

Team Fields are fixed by default and are not visible to users. Emburse Spend automatically applies the mapped Team Field value when a user submits an expense.

Admins can make a Team Field visible and editable during expense submission so users can update it when needed, such as selecting a different department or class for a specific expense.

  1. Go to SettingsCompany Settings > Team Fields, then select Edit next to the field.

    Team Fields page with the Edit button highlighted for a team field

  2. Set User Editable to Yes and select Save.

    Edit Team Field dialog showing the User Editable setting enabled.

Users Settings

The Intacct Configuration User Settings define how employee and vendor records are created, mapped, and managed as users in Emburse Spend. These settings are used by administrators during onboarding, when syncing users from Intacct, or when updating ongoing access rules. They control which employees or vendors can submit expenses, how user IDs are assigned, and how roles are maintained across systems.

Emburse Spend and Intacct each have their own user roles, and these roles do not map between systems. To give a user admin access in Intacct, assign the Admin role directly in Intacct.

Sync Employees as Users

To synchronize employee records from Intacct to Emburse Spend, select Sync Employees as Users.

Sage Intacct Configuration dialog showing the Users section with Sync Employees as Users enabled

Employee User Synchronization Settings

The table below provides behavior and configuration details for syncing Intacct employee records as users in Emburse Spend.

Field

What It Does

Notes / Behavior
Sync Employees as Users Synchronizes active Intacct employee records to Emburse Spend as users
  • By default, all active employees in Intacct sync to Emburse Spend. 
  • Employees must meet integration requirements (Active status, first name, last name, email, no past end date). 
Filter Employees by Custom Field ID Limits which Intacct employees sync to Emburse based on a custom field checkbox
  • Enter the Custom Field ID of a checkbox field in Intacct. Only employees with the checkbox selected will sync. 
  • Leave the checkbox blank to sync all qualified employees. The Field ID must match the one defined in your Intacct instance.

Sync Vendors as Users

To synchronize vendor records from Intacct to Emburse Spend, select Sync Vendors as Users.

Sage Intacct Configuration dialog showing vendor user sync settings and related mapping fields

Vendor User Synchronization Settings

The table below provides behavior and configuration details for syncing Intacct vendor records as users in Emburse Spend.

Field

What It Does

Notes / Behavior
Sync Vendors as Users Synchronizes qualifying Intacct vendor records to Emburse Spend as users

By default, any active vendor record syncs if the vendor is configured as an Individual Person and includes a first name, last name, and email address. 

  • Required for AP bill export workflows. 
  • Vendors who do not meet these criteria will not sync.
Filter Vendors by Custom Field ID Limits which vendor records sync to Emburse Spend based on a custom field checkbox

Enter the Custom Field ID of a checkbox created on the Vendor object in Intacct. 

  • Only vendors with the checkbox selected will sync. 
  • Leave the checkbox blank to sync all qualified vendors. 
  • The Field ID must match the one defined in your Intacct instance.
Department Assigns a default Department to the user during import

A custom field must be created on the Intacct Vendor object and populated before import. 

Without the custom field, vendor-user creation may fail.
Class Assigns a default Class to the user during import

Optional field. Only required if you want imported vendor users to have a default Class assigned. 

  • Requires a corresponding custom field on the Vendor object in Intacct.
Location Assigns a default Location to the user during import

Optional field. Only required if you want imported vendor users to have a default Location assigned. 

  • Requires a corresponding custom field on the Vendor object in Intacct.

Customers & Projects Settings

The Intacct Configuration Customers & Projects Settings control whether Intacct customers and projects are available for expense tracking and reporting in Emburse Spend. Administrators use these settings when employees need to code expenses to customers or projects, track billable spend, or restrict which customers or projects are available for selection.

Sage Intacct Configuration dialog showing the Customers and Projects section for customer and project sync settings

Customer & Project Synchronization Settings

The table below provides behavior and configuration details for syncing Intacct customers and projects into Emburse Spend. These settings control which customers and projects are available for expense coding, how records are filtered, and how availability is limited based on status or custom fields.

Field

What It Does

Notes / Behavior
Sync Customers Imports Intacct Customer records into Emburse Spend

By default, all active Customers import. Imported values map to editable Expense Fields in Emburse Spend. 

Customers can be selected when users submit expenses.
Use Custom Field to Filter Customers Filters which Customer records import using a custom field checkbox

Create a custom field checkbox on the Intacct Customer object and enter its Field ID. 

  • You may choose to Include or Exclude records where the checkbox is selected. 
  • Leave blank to import all active Customers. 
  • The Field ID must match the one defined in your Intacct instance.
Include / Exclude Custom Field (Customers) Determines whether checked values are imported or excluded

Include imports only Customers with the checkbox selected. 

Exclude imports all active Customers except those with the checkbox selected.
Sync Projects Imports Intacct Project records into Emburse Spend

By default, all active Projects import. Imported values map to editable Expense Fields in Emburse Spend. 

Projects can be selected during expense submission.
Use Custom Field to Filter Projects Filters which Project records import using a custom field checkbox

Create a custom field checkbox on the Intacct Project object and enter its Field ID. 

  • You may choose to include or exclude projects with the checkbox selected. 
  • Leave blank to import all active Projects.
Filter by Project Status Filters imported Projects based on Intacct project status

Enter case-sensitive status values exactly as defined in Intacct (e.g., Active, On Hold). Only projects matching the entered statuses import.

Leave blank to import all projects regardless of status. You may enter multiple statuses.

Expenses Settings

The Intacct Configuration Expenses Settings section defines how expense data exports from Emburse Spend to Intacct, including category mapping, currency handling, approval behavior, and export formats. Administrators update these settings when configuring the accounting workflow, enabling multicurrency support, adjusting approval handling, or controlling how reimbursable and company-paid expenses post to Intacct.

Sage Intacct Configuration dialog showing the Expenses section for export and expense type settings

Expenses Export Settings

The table below provides behavior and configuration details for exporting expense data from Emburse Spend to Intacct. These settings define how expenses are formatted, approved, categorized, and posted in Intacct, including handling for reimbursable expenses, company-paid expenses, currencies, and attachments.

Synchronize Expense Types

Field

What It Does

Notes / Behavior
Synchronize Expense Types Imports Sage Intacct Expense Types, including associated GL accounts and charge items

When enabled, Intacct Expense Types are used in Emburse Spend for expense coding. 

Ensures expenses align with Intacct chart of accounts and charge items.

Export Reimbursable Expenses

Field

What It Does

Notes / Behavior
Export Reimbursable Expenses Determines how approved reimbursable expenses are posted to Intacct

You must choose to export as Expense Reports/Vendor Bills or as Journal Entries. 

Applies only to reimbursable expenses.
Export as Expense Reports/Vendor Bills Posts reimbursable expenses based on the type of user who submitted the expense
  • Employee users export as Expense Reports.
  • Vendor users export as Vendor Bills.
Expense Reports Exports employee transactions to Intacct under Staff Expenses Uses Intacct’s Expense Report module.
Emburse Report Number Adds a prefix to exported Expense Report numbers.  Optional. Leave blank to use the default for Emburse Spend. Example: Spend Expense Export-1.
Set Approval State (Expense Reports) Determines the approval status of the Expense Report in Intacct upon export Common values include Submitted or Approved, depending on internal workflow.
Vendor Bills (Reimbursable) Exports reimbursable expenses as Vendor Bills assigned to the user’s vendor record Select if users are configured as vendors in Intacct.
Emburse Bill Number (Reimbursable) Adds a prefix to exported Vendor Bill numbers Optional. Leave blank to use Intacct’s auto-assigned bill number.
Set Bill State (Reimbursable) Determines the bill status in Intacct upon export Example: Submit. Status must align with your AP workflow.
Post as Journal Entries (Reimbursable) Posts reimbursable expenses directly to the General Ledger Bypasses Expense Reports and Vendor Bills. Requires Journal Entry Symbol and Offset Account.
Journal Entry Symbol (Reimbursable) Specifies the Intacct Journal Entry ID used during export Required when posting as Journal Entries. Must match the Journal Entry ID in Intacct.
Offset Account (Reimbursable) Defines the GL account used to offset journal entry lines Required for Journal Entry exports. Must exist in Intacct chart of accounts.
Sage Intacct does not allow expense reports with a negative total. Although uncommon, it is possible for users to submit negative expense reports in Emburse Spend. If exported, these reports will fail in Intacct.

Export Company Paid Expenses

Field

What It Does

Notes / Behavior
Export Company Paid Expenses Determines how company-paid expenses (e.g., corporate card transactions) are posted to Intacct You must choose to export to Cash Management/Vendor Bills or as Journal Entries.
Export Cash Management Transactions/Vendor Bills Posts company-paid expenses based on payment method Commonly used for credit card transactions.
Cash Management Transactions Exports approved credit card charges to the Cash Management module in Intacct Used when corporate cards are managed through Intacct Cash Management.
Vendor Bills (Company Paid) Exports company-paid expenses as Vendor Bills Expenses are mapped and posted according to Vendor Bill configuration.
Emburse Bill Number (Company Paid) Adds a prefix to exported Vendor Bill numbers Optional. Leave blank to use Intacct auto-numbering.
Set Bill State (Company Paid) Determines the bill status upon export Must align with AP approval workflow.
Post as Journal Entries (Company Paid) Posts company-paid expenses directly to the General Ledger Requires Journal Entry Symbol and Offset Account configuration.
Journal Entry Symbol (Company Paid) Specifies the Intacct Journal Entry ID for export Required when posting as Journal Entries.
Offset Account (Company Paid) Defines the GL account used to offset journal entry lines Required for Journal Entry exports.

Export Expense Attachments

Field

What It Does

Notes / Behavior
Export Expense Attachments Transfers receipt attachments to Intacct Attachments are saved to the Emburse Receipts folder in Intacct and linked to the exported transaction.

Review – Validate Your Emburse Intacct Connector

Use this section to validate your configuration and activate the Emburse Intacct Connector.

From this screen, you can run a test sync using your current configuration to validate your setup and confirm that your Intacct connection is working as expected.

  • Select Check Your Configuration to run a validation test.
  • If the test is successful, your configuration will be activated, and data will be available to sync to Emburse Spend.
  • If the test fails, no data will be synced. Update your configuration or make any required changes in Intacct, then run the test again.

A confirmation message will display once your configuration has been successfully validated.

Review section of Sage Intacct Configuration with Check Your Configuration button and validation message

Next Step

Next, configure the settings available in the Emburse Spend user interface. For step-by-step guidance, see Customize Your Intacct Integration in Emburse Spend.

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