Sage Intacct is a cloud accounting and financial management system for small- to medium-sized companies. Sage Intacct offers a range of tools for your business including accounting, planning, cash management, purchasing, vendor management, financial consolidation, revenue recognition, subscription billing, contract management, project accounting, fund accounting, inventory management, and real-time, multi-dimensional reporting.
With the Gusto and Sage Intacct integration, you can automatically export payroll and payment data to 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.
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:
Next, set up the web services user:
Now that your Sage Intacct account is set up to integrate with Gusto, follow these steps to connect your company’s accounts.
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.
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 Sage location entities. Follow these steps in Gusto to change the location that synced journal entries are associated with.
Note: Locations are related to the company’s location entities. These are not location dimensions.
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.
Select the desired employer tax consolidation method
Select your contractor payment consolidation method
If you pay contractors through Gusto, choose how you would like the entries to sync to Sage Intacct.
Set your journal entry consolidation
By default, Gusto consolidates entries of the same type into a single journal entry in Sage Intacct. Other options include:
See the section below called "Customize journal entries with grouped account mappings and department dimensions" for more information.
When setting up your mappings, you will be prompted to add:
Click here to learn more about mapping and commonly used pairings.
To properly sync over the payroll details through our integration, each of these payroll items must be linked to an account that is pulled directly from the Chart of Accounts in Sage Intacct. Once all payroll items are matched with the corresponding accounts, the building blocks are in place for the Journal Entry that Gusto will sync over into your accounting software. The more accounts you choose when setting up your integration, the more detail there will be in the line entries on your Journal Entry. More detail in the entry results in more detailed reports in your accounting software.
If you don’t see an account you’d like to use, click the Refresh chart of accounts button in Gusto.
To get started:
To provide more granularity, you have the option to map your chart of accounts by employee, jobs, departments, or Gusto Projects (if you use Gusto Project Tracking). This means you can group your journal entries at the employee, job, department, or project level. If your company uses or requires Sage Department Dimensions, you can assign a Department Dimension to each employee, department, job, or project.
Important: Review the section below related to the desired grouped mapping option before continuing. These sections contain setup information for each grouped mapping type.
The journal entries will be broken out by the grouped mapping selection the next time you sync payrolls to your accounting integration.
Note: Updating your company’s grouped mapping type will delete any overridden mappings associated with the previous journal entry consolidation type. Your company default mappings will be saved. For example, if you switch from consolidating by job to consolidating by department, any overridden mappings for your company’s jobs will not be retained. A reminder message will be displayed when you switch your journal consolidation method.
You have the option to override the default mappings for each employee, department, job, or project. This means you can assign different accounts to payroll items at the employee, department, job, or project level. Overriding your company’s default mappings is not required. The journal entries will be broken out by employee, department, job, or project regardless of whether any accounts have overrides.
You can add more granularity by mapping your accounts by employee. You can use different accounts for the different payroll items for each employee and contractor. This means you can have the earnings of each employee go to different accounts. This will expand the entry we send over into the accounting software.
As an example, say you have two employees. Before you enable employee mappings, all regular wages earned are sent to one "Salaries and Wages" expense account. After enabling employee mappings, you will see two line items for employee’s regular wages. You will have the option to use separate expense accounts for each employee. When running reports in your accounting software, you will have this additional breakdown.
If you use Department Dimensions, you can also map your employees to Department Dimension. See the Department Dimensions section below for more information.
These transactions will be exported by employee to your accounting software account. If any employees are left unmapped, they will sync based on the settings you choose under “Default Company Mappings.”
To map by employee, make sure you have the following already set up:
You can add more granularity by mapping your accounts by department. You can use different accounts for the different payroll items within a department. This means you can have the earnings of one department go to one account and the earnings of a second department go to a different account. This will expand the entry we send over into the accounting software.
As an example, say you have two departments: Design and Marketing. Before you enable department mappings, all regular wages earned are sent to one "Salaries and Wages" expense account. After enabling department mappings, you will see two line items for each department’s earnings. You can use separate expense accounts for each department. When running reports in your accounting software, you will have this additional breakdown.
If you use Department Dimensions, you can also map your departments to Department Dimension. See the Department Dimensions section below for more information.
These transactions will be exported by department to your accounting software account. If any departments are left unmapped, they will sync based on the settings you choose under “Default Company Mappings.”
To map by department, make sure you have the following already set up:
Job mapping is another way to add additional granularity. This option allows you to map accounts by each unique job title in Gusto. For employees with multiple jobs, each job can be mapped independently, and payroll costs associated with each job will be split out on the synced journal entry. This will expand the entry we send over into the accounting software.
As an example, say you employ cashiers and cooks at your business. Before you enable job mappings, all regular wages earned are sent to one "Salaries and Wages" expense account. After enabling job mappings, you will see two line items for each job’s earnings. You can use separate expense accounts for each job. When running reports in your accounting software, you will have this additional breakdown.
If you use Department Dimensions, you can also map your jobs to Department Dimension. Please see the Department Dimensions section below for more information.
Assign employees to jobs
Before you map your chart of accounts by jobs, make sure each employee is assigned to at least one job. Here's how:
Salaried employees: edit their job title.
Hourly employees:
Hourly employees can have as many pay rates or jobs as you'd like. If an employee has multiple jobs, their paystub lists each job and its associated earnings.
For employees who have not been assigned a job title, their expenses are mapped based on the settings you choose under “Default Company Mappings.”
These transactions will be exported by job to your accounting software account. If any jobs are left unmapped, they will sync based on the default company mappings.
To map by job, make sure you've already:
Mapping by projects (as opposed to jobs or departments) is good for businesses with multiple people in the same role and when some employees work hours in one role and other hours in another role. Please note that consolidating by project is available to customers utilizing Gusto Project Tracking.
As an example, say you have employees tracking time to two Gusto Projects. Before you enable project mappings, all regular wages earned are sent to one "Salaries and Wages" expense account. After enabling project mappings, you will see two line items for each project’s earnings. You can use separate expense accounts for each project. When running reports in your accounting software, you will have this additional breakdown.
If you use Department Dimensions, you can also map your projects to Department Dimension. Please see the Department Dimensions section below for more information.
These transactions will be exported by project to your accounting software account. If any projects are left unmapped, they will sync based on the settings you choose under “Default Company Mappings.”
To map by project, make sure you've already:
If you use Department Dimensions, you can map employees, job codes, departments, or Gusto Projects to Department Dimensions. Department Dimensions must be used in conjunction with a Grouped Account Mapping option.
Note: The Department Dimension is the only Sage Intacct Dimension the integration supports at this time. If you require the department dimension in the settings of any of your accounts in Sage Intacct, you must enable a grouped consolidation method and select a department dimension for each department, employee, job, or project. This will ensure journals successfully sync from Gusto.
The integration supports Location Entities. Please see "Step 3: Choose your integration settings" for more information. Note that Location Entities differ from Location Dimensions.
Set Up Department Dimensions
Consolidating journal entries by employee and department are compatible with contractors.
Consolidating by job and project are not compatible with contractors. Job titles and Gusto Projects are not currently supported with contractor profiles. If your company pays contractors and uses job or project consolidation, contractor payments will be synced based on the default company mappings.
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:
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:
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:
Each line item is tagged with the account that you mapped it to in Gusto.
If I update my mappings, can I re-sync a payroll to update the journal entry?
Yes. A new entry will be created each time you sync. You must then remove the previously synced entry from within Sage.
Do you book the wage expense as gross wages or net wages?
Gross wages — the wage expense will include employee pay, employee taxes, and employee deductions. Employer taxes and employer contributions will have their own expense line item.
How do I break out individual employee wages?
You can change the journal consolidation method to “by employee.”
Do you break out individual taxes?
Gusto handles all of your tax payments automatically. Because of this, you do not need to track tax liabilities. When we sync entries, we record employer taxes as expenses.
You can select for employer taxes to be broken by each individual tax or lump them together. You’ll find this option on the Settings tab.
At this time, we only support one account mapping, which will be used across all employer taxes.
Employee taxes are not broken out individually for mapping or in journal entries, as these values are included in Gross Wages.
What if I will not be using one of the payroll items listed?
The item will still need to be mapped to an account. If the payroll item isn't applicable, nothing will come over related to the account that is selected within your entry. Only payroll items that apply to a processed payroll will populate within the synced entry.
How do employee taxes and employee benefit contributions sync to Sage?
They’re always included in Gross Wages & Salaries.
Can I include employee benefit deductions on the Journal Entry?
Employee deductions are included in the gross wages amounts that are reported on the Journal Entry - these are not tracked separately because they're not an additional expense to the company on top of what's already reported for wages.
Employee deduction amounts are included in the Benefit Liability along with the Employer Contributions.
How do contractor payments sync over?
You have two options for syncing contractor payments. See "Step 3: Choose your integration settings" above for more information.
Can unique reimbursements be broken out through separate mappings?
No, all reimbursements will be pushed over as a lump sum (e.g. Cell Phone Reimbursement + Gym Reimbursement + Office Supplies Reimbursement, etc.).
The chart of accounts in Gusto does not look correct. What should I do?
Click the Refresh chart of accounts button in Gusto.
Can I use more than one tracking category or journal consolidation method? For example, can I consolidate my journal entries by employee and by job?
No, not at this time. You must choose to consolidate by one method (by employee, department, job, or project). Next, you may select one Department Dimension for each employee, department, job, or project.
How do I handle checks?
We recommend printing checks from your Gusto account or handwriting them. You can then reconcile the journal entry from Gusto when the checks are cashed by your employees. We do incorporate the amount of each check in our Journal entry.
Contact us from the Support section of your Gusto account.