Setting Up Your Sage Intacct Integration

Aimsio’s Sage Intacct integration currently allows accounts to:

• Import Customer, Vendors, Employees, Projects and Items into Aimsio

  • Imports can be set to run each morning automatically at 5 AM MST or triggered manually.

  • Data is imported but not synced. In other words, if information is changed in Aimsio after it’s imported, a re-import from Sage Intacct will take precedence and overwrite the information stored in Aimsio.

• Push Aimsio Jobs, WBS, Purchase Orders, Non-recurring Billables, Invoices

  • Entries can be sent individually or in bulk.

  • Exported status is given to Aimsio entities after they’ve been successfully pushed.

  • For Jobs and WBS, we support data updates in Sage after initial export:

    • For example, if the Progress % for Aimsio WBS activity reaches 100%, trigger the export action will update the task status to Completed

Integration Overview

Below is a chart demonstrating the data flow between Aimsio & Sage Intacct.

Aimsio		Sage Intacct	Status
Employee (Direct-Hire)	←	Employee	ACTIVE
Employee (Subcontractor)	←	Vendor	ACTIVE
Company → Client	←	Customer	ACTIVE
Company → Vendor	←	Vendor	ACTIVE
Billable Item (Default Type: Service)	←	Item	ACTIVE
Job	← →	Project*	ACTIVE
Work Breakdown Structure (WBS)	← →	Tasks*	ACTIVE
Non-recurring Billables	←	Credit Card Transactions	ACTIVE
Non-recurring Billables	←	AP Invoices (Purchase Orders)	ACTIVE
Invoice	→	Invoice; or Sales Order Entry	ACTIVE
Timecard	→	Timesheet (Time & Expense)	ACTIVE
Purchase Order	→	PO Transaction (Purchase Order)	ACTIVE
Non-recurring Billables	→	PO Transaction (Vendor Invoice)	ACTIVE

* Support update export after initial export

Connecting Your Sage Intacct Account

Currently, we will handle the connection of your Aimsio account to your Sage Intacct account for you.

• For connecting to the API, we require a Sage Intacct Web Services sender ID and a password provided by the Sage team. Customers are required to create a special user for Aimsio in their Sage environment (typically, this will be a Web Services user account, which does not include UI access).

  • Ensure your Sage Intacct account has enabled Web Services by navigating to Company → Subscriptions, finding ‘Web Services’ and click to subscribe.

  • Add Aimsio’s Sender ID to your account’s allowed list: ‘aimsioMPP’

  • Create User with Role-Based Security with permissions for each applicable module:

    • Account Payable:

      • Vendors: List - View

    • Account Receivable:

      • Customers: List - View

      • Invoices: List - View - Add - Edit

      • Tax Details: List - View

    • Projects:

      • Customers: List - View

      • Projects: List - View

      • Items: List - View

      • Employees: List - View

      • Tasks: List - View

    • Time & Expenses

      • Employees: List - View

Once your integration is connected, authorized users can access the integration options by navigating to the Integrations page using Aimsio’s left sidebar.

Importing Sage Intacct Data

• Aimsio supports the importing of Customers, Vendors, Employees, Projects and Items.

  • Customers are imported as Companies (Client).

  • Vendors are imported as Companies (Vendor) or Employees (Subcontractor).

    • This option can be defined on our end relative to your requirements.

  • Items are imported as Service Billable Items by default.

    • We may be able to assist with setting conditions to allow Items to import as other Billable Items types (ie: Equipment, Labor, etc.)

• On the Aimsio Integrations page, navigate to the tab of whichever dataset you’d like to import and click the Import button on the right.

Scheduling your Import

• It is possible to set Aimsio up to perform an import of selected data types each morning around 5AM Mountain Standard Time.

• Please use care when adopting this feature. If data is changed in Aimsio, after it’s imported, a re-import from Sage Intacct will take precedent and replace the information stored in Aimsio.

Sending Jobs to Sage Intacct

• Navigate to the Job page in Aimsio. Select all invoices you would like to export, right-click and select Push to Sage Intacct.

• If your account supports exporting WBS activities as Tasks, the action will also export the WBS.

• Once a job and its WBS activities have been exported, the Export Status column will update to “Exported”.

• If you trigger the Push action again after the initial export, status updates such as task progress will be posted to Sage Intacct.

Sending Invoices to Sage Intacct

• Navigate to the Invoice page in Aimsio. Select all invoices you would like to export, right-click and select Push to Sage Intacct.

• Invoices that have been successfully sent to Sage Intacct will have their status changed to Exported.

Reviewing invoices in your Sage Intacct Account

• Information changed in Sage Intacct will not automatically reflect back in Aimsio. When possible, make your changes in Aimsio prior to exporting to Sage Intacct or a manual change on both platforms will be required.

Sending Timecards to Sage Intacct

• You can also send the timecards in Aimsio to Sage Intacct > Time module.

• Time type needs to be configured to recognize RT/OT/DT/ST in Aimsio.