Integrate with Sage Intacct

Watch a video demonstration of these setup steps here. 

Step 1: Connect to Gusto from Sage Intacct

Start connecting your accounts by following these steps in Sage Intacct. 

First, enable web services in Sage Intacct

In order to connect your Gusto and Sage Intacct accounts, first you’ll enable web services in Sage. 

1. Sign in to Sage Intacct.
2. Go to Applications.  
3. Select the Company tab.
4. Choose the Setup tab.
5. Under “Configuration,” click Company. 
6. Click the Security tab.
7. In the top right corner, click Edit.
8. Scroll to “Web Services authorizations” and click Add. 
9. In the “Sender ID” field, type “Gusto.”
10. Click Save. 

Now that web services are enabled, stay signed in to Sage Intacct and follow the next steps to create a custom role and a web services user. 

Next, create a web services user in Sage Intacct

A web services user is a custom role you’ll set up. It keeps track of which journal entries in Sage Intacct were created by the integration. There’s no additional license fee to set up this role or user. 

First, set up the custom role:

1. Click Applications.
2. Choose Company.
3. Go to the Admin tab.
4. Under “Users, roles & groups," click Roles.
5. In the top right corner, click Add.
6. In the “Name” field, type “Gusto Integration.” 
7. Click Save.
8. "Gusto Integration" is added to the list on the "Roles" page. To the left of "Gusto Integration," click View.
9. Click View Subscriptions.
10. To the right of "Company," click Permissions. 
    • In the top right corner of the window that opens, click All.
    • Click Save.
11. To the right of General Ledger, click Permissions.
    • In the top right corner of the window that opens, click All.
    • Click Save.
12. Click Save.

Next, set up the web services user: 

1. Click Applications.
2. Select the Company tab.
3. Click the Admin tab.
4. Under “Users, roles & groups," click Web Services users.
5. In the top right corner, click Add.
6. Fill out these fields as follows: 
   • User ID: type “Gusto Integration.”
   • Last name: type “Integration.”
   • First name: type “Gusto.”
   • Email: enter the email you access Sage with. You’ll receive an email with login credentials that you’ll need later.
   • Admin privileges: select Full.
7. Click Save.
8. Go to the Roles information tab.
9. Under “Role Name,” click the plus sign (+) in line 1.
10. In the dropdown that appears in line 2, type and select Gusto Integration.
11. Click Save.

Step 2: Connect to Sage from Gusto 

Now that your Sage Intacct account is set up to integrate with Gusto, follow these steps to connect your company’s accounts. 

1. Sign in to your Gusto admin account.
2. Go to the App directory. 
3. Under “Categories,” choose Accounting. 
4. Click Sage Intacct.
5. Click Connect.
6. Enter the credentials for the Gusto API web services user you created in Step 1:
   • Sage Intacct Company ID: enter the company ID you use to sign in to Sage every time.
   • Sage Intacct User ID: this will default to “Gusto Integration.” 
   • Sage Intacct Password: check your email. Sage Intacct sent login credentials to the email you provided in step 6 above.
7. Click Sign In. 

Your company’s Gusto and Sage Intacct accounts are now connected. Go to the Settings tab and follow the steps below to finish setting up the integration.  

Step 3: Choose your integration settings

Follow these steps to define when payroll data should sync, how the data should be grouped, and choose the location and journal it should sync to. 

Set your location 

When transactions are sent to Sage Intacct from Gusto, they’re associated with one of your company’s locations. Follow these steps in Gusto to change the location that synced journal entries are associated with.  

1. In Gusto, go to your App directory and choose Sage Intacct.
2. Go to the Settings tab.
3. Next to “Location,” click edit.
4. Choose the location from the menu.
5. Click Submit.

Choose the Sage Intacct ledger that journal entries sync to

By default, Gusto exports your journal entries to the General Journal (symbol: GJ) in Sage Intacct. If you want synced journal entries to be associated with a different journal/ledger in Sage Intacct, follow these steps.

1. In Gusto, go to your App directory and choose Sage Intacct.
2. Go to the Settings tab.
3. Next to “Journal Symbol,” click edit.
4. Type in the Journal Symbol you want entries to sync to.
   • If you need to figure out what journal symbol to enter, follow these steps in Sage Intacct: click Applications, select General Ledger, then click Journal entries. Look in the “Symbol” column for the list of journal titles and their symbols.  
5. Click Submit Journal Symbol.

Set your journal entry consolidation

By default, you’ll be prompted to map your chart of accounts for your:

• Bank account
• Benefits 
• Employer taxes
• Reimbursements
• Wages and salaries

If you'd also like entries to be consolidated by department, follow these steps:

1. In Gusto, go to your App directory and choose Sage Intacct.
2. Go to the Settings tab.
3. Next to “Journal entry consolidation,” click edit.
4. Select by department.
5. Click Submit.

Note: The location and department dimensions are the only Sage Intacct dimensions the integration supports at this time. You must enable “by department” consolidation if you require the department dimension in the settings of any of your accounts in Sage Intacct in order for journals to successfully sync from Gusto. If any of your default accounts require the department dimension, ensure all employees have been assigned to a Gusto department.

Step 4: Map your chart of accounts in Gusto

After you've chosen your integration settings in step 3, follow these steps to map your Gusto payroll items to the Sage Intacct ledger accounts that they correspond to. This allows your payroll journals to sync properly. 

1. In your Gusto admin account, make sure you're on the integration's Mapping tab.
2. For each expense category, click Select to reveal the dropdown menu. 
   • By default, you can select from any Sage account. If you want to see a smaller list of accounts, click the toggle next to "Display all accounts."
3. Choose the Sage Intacct ledger account that each Gusto journal entry corresponds with.
4. Repeat until every entry has an account selected. Your progress is automatically saved as you select each category. A few tools you can use to map accounts more quickly: 
   • Map multiple items to the same account at once: check the box next to each item you want to map. Click Actions and choose Edit account type. Type the account name to select it. Click Submit.
   • Show only unmapped categories: next to "Actions," click the filter icon. Choose Display unmapped accounts only then click Apply. 
   • Clear your selections: uncheck the box next to an item or click Clear all. 

If you’ve enabled mapping “by department,” you can also adjust the chart of accounts for each department. Click Override and repeat the steps above. 

If you require the department dimension on account(s) in Sage Intacct, Gusto lets you map each department to its corresponding department dimension in Sage Intacct. This makes it easy for you to organize transaction items by department in Sage Intacct. 

1. Go to the Mapping tab in Gusto. 
2. Scroll to "Department Dimension Mappings."
3. For each Gusto department, click Select to reveal the dropdown menu.
4. Choose the Sage Intacct department that each Gusto department should be matched with.
5. Repeat for each department.

Once you select an account for each expense, you’re done setting up the integration.

Next, there are two ways to send payroll data to Sage: you can either set up automatic syncing from the Settings tab, or you can manually sync data after you've run a payroll or contractor payment. Follow the below steps in "Send payroll or contractor payments from Gusto to Sage Intacct.

Set up automatic payroll data syncing

By default, Gusto will automatically export your transactions whenever you run payroll or pay your contractors.  If you've disabled Autosync, follow these steps to enable it:

1.  Sign in to your Gusto admin account.
2. Go to the App directory. 
3. Choose Sage Intacct.
4. Go to the Settings tab.
5. Next to “Auto Sync,” click edit. 
6. Select Auto sync. 
7. Click Submit. 

The next time you run a payroll or contractor payment, the transaction will automatically sync to Sage Intacct. 

Manually sync payroll data

Once you’ve mapped your accounts, you can send payrolls and contractor payments to Sage Intacct anytime from the Payroll history tab in Gusto by following these steps: 

1. Sign in to your Gusto admin account.
2. Go to the Payroll section and select Payroll history. 
3. Find the payroll or contractor payment you’d like to sync and click View details.
4. Under the name of the payroll or payment, click Sync now.

Once the sync is complete, the sync’s timestamp is listed under the payroll or payment’s name.

Here’s how to find the entry in Sage Intacct:

1. Go to the Applications tab.
2. Select General Ledger.
3. Choose Journal Entries.
4. Click General Journal (or the ledger that you specified).

Each line item is tagged with the account that you mapped it to in Gusto. 

Contact us from the Help section of your Gusto account.