Sage Intacct integration

Overview

The Sage Intacct integration is one of our many accounting integrations that improve reporting accuracy and accounting control, saving finance teams hours each week. Our direct integration with Sage Intacct lets you sync over the expenses from your Brex dashboard without the need for data entry or the risk of manual errors. Your synced transactions will include basic transaction details, category mappings, receipts, departments, locations, memos, custom dimensions, etc. You will also be able to tag transactions as billable and assign customer codes before exporting them. Before exporting, you can manually code your transactions to their respective GL account in the Brex dashboard, or set up rules to make this happen automatically. Cardholders can also manually categorize their own transactions when they attach their receipts and memos.

Setup

Account admins, card admins, bookkeepers and any other users with the specific product capability can integrate their Brex account with Sage Intacct by following the steps below. Step 1: Ensure that you have full admin access to Sage Intacct. Step 2: Click your name in the top right of your dashboard and go to Integrations. Step 3: Click Connect next to Sage Intacct and follow the instructional steps, which you can also find below.

Configure Web Services

Step 1: Go to Company > Admin > Subscriptions. Step 2: Scroll down to the bottom of the page and turn on Web Services. Step 3: On the Sage Intacct home page, click Company > Set Up > Company. Step 4: Go to the Security tab and click Edit. Step 5: Scroll down to Web services authorizations and click Add. Step 6: In the Sender ID field, enter “BrexMPP.” Ensure that the Status is marked Active. Step 7: Click Save.

Create a Brex role in Sage Intacct

This section can be skipped if you plan to assign an admin role to the Web Services User you’ll create in the next section. Step 1: Create a new role by going to Company > Admin > Roles > Add. Step 2: Name the new role “Brex role” and Click Save. Step 3: Find the new Brex role in the Roles table and click Subscriptions. Step 4: Select the following modules:

1. Company
2. Cash Management
3. General Ledger
4. Accounts Payable
5. Accounts Receivable

Step 5: Choose the following permissions for each module:

• Company
  • Departments: List, View
  • Entities: List, View
  • Locations: List, View
  • Class: List, View
  • Employees: List, View
  • Attachments: List, View, Add, Delete
• Cash Management
  • Credit card accounts: List, View
  • Credit card transactions: List, View, Add, Edit
  • Checking accounts: List, View
  • Savings accounts: List, View
• General Ledger
  • Accounts: List, View
  • Journal Entries: List, View, Add, Edit, Reverse
• Accounts Payable
  • Pay Bills: Run
  • Approve Payments: List, Level 1 - Level 6
  • Approve Bills: List
  • Manual Payment: List, View, Add
  • Payment Requests: List, View, Edit
  • Vendor: List, View, Add, Edit, Bank Details
• Accounts Receivable
  • Customers: List, View
  • Projects: List, View
• Projects
  • Customers: List, View
  • Projects: List, View
  • Items: List, View

Create a Web Services User

Step 1: Create a new Web Services User by going to Company > Admin > Web Services User > Add. Step 2: Add values for these fields:

• User ID
• Last name
• First name
• Email address
• User type (select Business)
• Admin privileges (select Off)

Step 3: Under User entities, assign this user the entities you need to access entities you’d like to connect with Brex, and allow top level access. Step 4: If you have role-based permissions, go to Roles information and assign this web service user the Brex role. Alternatively, an admin role can be assigned to this web service user. If an admin user is selected, update the Admin privileges to FULL (step 2.6 above). Step 5: Click Save. Step 6: If you do not have role-based permissions enabled, then after you click Save, you’ll be prompted to configure this user’s permissions. See the “Create a Brex role in Sage Intacct” section for details on which permissions are needed.

Create a credit card account in Sage Intacct

Follow these steps to export Brex transactions as credit card transaction types to Sage Intacct: Step 1a: Create a new credit card account in Sage Intacct. Step 1b: Configure an existing credit card account by selecting the entity and clicking Cash Management > Credit Card > Add. Step 2: The credit card will represent multiple employee cards issued from Brex. Input values for these fields:

• ID
• Type (select Mastercard)
• Account type (select Credit)
• Expiration Month (select 1)
• Expiration year (select 2033)
• Credit Card Offset (select the GL account where you want the liability to be impacted)
• Default location (select the entity)
• Vendor ID (select Brex)

Step 3: Click Save.

Configure custom field for expense URL links

Step 1: Click Top level and go to Platform Services > Custom fields > Add. Step 2: Click Credit Card transaction/GL entry and click Next. Note: This step will depend on your export settings configuration Step 3: Select URL and click Next. Step 4a: In Label, enter Brex Expense URL. Step 4b: Input Field ID as BREX_EXPENSE_URL and click Next. Step 5: For Deployment Options, click the dropdown under Tab where field appears. Select Transaction and click Done.

Complete the connection

Step 1: If you’ve been following the steps initiated from the Brex integrations page, you’ll come to a screen asking for your Sage Intacct sign-in details. Enter the username for the Web Services User you created earlier and the temporary password that you received for this user via email. Step 2: Select the entity you want to connect to Brex.

Configure your GL settings in Brex

Step 1: Go to Accounting > Sage Intacct settings > Entity settings.

Step 2: Map Brex categories to Sage Intacct GL accounts, once per entity:

• Accounts payable: Credit card liability.
• Manual payments Bank account.
• Card repayment receivables: Accounts receivable.
• Rewards: Other income.
• Reimbursement liability: Liability.
• Card accruals liability: Credit card accrued liability account
• Reimbursement accruals liability: Reimbursement accrued liability account
• Local reimbursement and bill pay payouts: Local reimbursement Bank Account, non-USD bank, if used.

Create your Mappings

Step 1: Go to Accounting > Fields Library > Mappings.

Step 2: On Categories, map Brex categories to Intacct GLs; optionally add Merchants rules.

You can learn more about Accounting Automation here, and about other features in the Fields Library here.

Once you've mapped your categories and created any merchant or custom rules you'd like, go to the Accounting Dashboard to export transaction data from your selected time period.

Exporting transactions to Sage Intacct

For a step-by-step tutorial on how to prepare, review, and export your transactions to Sage Intacct, read this help article. You can use rich metadata to choose how your expenses appear once they’re synced to Sage Intacct. You can also export transactions and reimbursements to your top level in Sage Intacct, so it handles your intercompany journals.

Note: Choosing CSV won’t automatically send the expense data to Sage Intacct — the CSV will need to be imported into Sage Intacct. We’ll mark these transactions as exported to avoid duplicates the next time you export.

Exporting card expenses as credit card transactions (Optional)

The steps below let you export Brex card expenses to Sage Intacct as credit card transactions in the Cash Management module. This can be helpful if you reconcile card activity directly in Cash Management.

Before you switch your export type in Sage Intacct, keep the following in mind:

• Export type limitations: Only card expenses can be exported as credit card transactions through Cash Management. Reimbursements, repayments, and rewards aren’t eligible for credit card export and must be exported as journal entries or vendor bills instead.

Posting level differences (Journal Entry versus Credit Card Transactions):

• Journal entries export to the top level in Sage Intacct by default and don’t require additional configuration to change the posting level.
• Credit card transactions export to the entity level by default. If you need top-level posting, please reach out to Support to confirm eligibility and setup requirements.
• Batching behavior: Journal entries can be exported as single entries or batched entries, depending on your close and review workflow. Credit card transaction exports aren’t batched; they're sent individually to Cash Management.
• Additional setup requirements: Credit card exports typically require additional configuration in Sage Intacct, as referenced below, including setting up the correct credit card or clearing account structure and confirming your vendor configuration.

Note: If you need batching flexibility or top-level posting by default, continue exporting transactions as journal entries instead.

Follow these steps to export Brex transactions as credit card transaction types to Sage Intacct:

Step 1: Create or open the credit card account in Sage Intacct.

• Step 1a: Create a new credit card account in Sage Intacct.
• Step 1b: To configure an existing credit card account, select the entity, then go to Cash Management > Credit Card and click ‘Add’.

Step 2: Enter the credit card details. This credit card represents multiple employee cards issued from Brex. Complete the following fields:

• ID
• Type: Mastercard
• Account type: Credit
• Expiration month: 1
• Expiration year: 2033 (a future year)
• Credit Card Offset: Select the GL account where you want the liability to be recorded
• Default location: Select the entity
• Vendor ID: Brex

Step 3: Click Save.

Exporting journal entries to different journal templates in Sage Intacct

You can export journal entries to a custom journal in Sage Intacct to create a custom journal, configure the export settings in Brex, and validate the export.

Create a Custom Journal in Sage Intacct

Step 1: Log into Sage Intacct and go to the General Ledger module. Step 2: In the General Ledger menu, click Setup > Journals. Step 3: Click Add to create a new journal. Step 4: Enter the following information:

• Symbol: Use BRXJ (recommended best practice for Brex Journals).
• Title: Enter "Brex Journal" or any clear name for easy reference.

Step 5: Click Save to create the new journal. Step 6: Contact Brex Support to configure the export settings so that your journal entries are directed to the custom journal you created. Inform them of the journal symbol (e.g., BRXJ) and any specific requirements for your setup.

Validate the Journal Export

After configuring the export settings, test that the export is working correctly: Step 1: Log into Sage Intacct and go to Export History. Step 2: Verify that the journal entry appears under BRXJ (or your specified custom symbol). Step 3: Make sure the reconciliation process functions as expected. Step 4: Use the custom symbol (e.g., BRXJ) to filter transactions, simplifying reconciliation. If you have issues during this process, Brex Support can help.

Disconnect Sage Intacct

Step 1: Click your name in the top right of your dashboard, and go to Integrations. Step 2: Next to Sage, click the three dots, and choose Disconnect.Disconnecting will not remove any mapping rules previously created, in case you’d like to reconnect Sage Intacct with the same sign-in credentials at a later time.

Troubleshooting

Error: This transaction is missing the Location dimension for Account XXXX

This error can happen if you have a location dimension required in Sage Intacct, or if your entity is mapped to top level. Step 1: Remove the Location requirement from Sage Intacct and try exporting again. Step 2: Adjust your entity mappings by going to Accounting > Sage Intacct settings > Entity settings in your Brex dashboard. Step 3: On Spending entity, choose the Brex entity to be mapped to the Sage entity. Click the entity and change the mapping from Top level to Entity level.

Error: You do not have permission for API operation CREATE on objects of type checking account

This error occurs when the Brex integration role lacks the necessary permissions in Sage Intacct.

Step 1: Adjust permissions on the Cash Management module by going to Company > Admin > Roles in Sage Intacct. Step 2: Next to to Brex integration role, click Edit > View Subscription. Then, under Cash Management, click Permissions. Step 3: Ensure these permissions are enabled:

• Checking Accounts → List, View
• Savings Accounts → List, View

Step 4: Ensure general ledger permissions are correct by going to Company > Admin > Roles in Sage Intacct. Step 5: Next to General Ledger, click Permissions and enable the following:

• Accounts → List, View
• Journal Entries → List, View, Add, Edit, Reverse

Step 6: Save the changes. Step 7: In your Brex dashboard, go to Accounting > Sage Intacct settings. Step 8: Under Integration management, click Refresh and make a new attempt to export

If the error persists, please reach out to Brex for assistance.

Error: You do not have permission for API operation QUERY on objects of type class.

This occurs when you try to refresh the Sage Intacct integration but lack the correct permissions. Step 1: Make sure that you’re an admin in Sage Intacct. A bookkeeper does not need admin access but must have the correct permissions. Step 2: Go to Company > Admin > Roles > Brex Role and click Edit. Step 3: Click View Subscriptions > Company > Permissions. Step 4: Make sure that Class is set to List and View and click Save.

Step 5: In your Brex dashboard, go to Integrations > Sage Intacct and click Refresh integration. If the error persists, please reach out to Brex.