The direct integration between Payhawk and Sage Intacct allows you to have full control over the data exchanged between the two systems.
Payhawk performs data synchronization when connected to Sage Intacct for the first time. Optionally, you as a Payhawk administrator can trigger the data sync on demand.
The following diagram summarizes the data that is automatically synced between the systems.
Pushing payments to Sage Intacct
For accounting reasons, Payhawk exports only settled transactions. This means that if a payment has been authorized, but not settled yet, Payhawk will not export it to Sage Intacct. Once a transaction is settled by the bank and the expense is reviewed, Payhawk automatically exports the payment.
For more information on Payhawk-Sage Intacct accounts integration, see the article about syncing accounts with Sage Intacct.
Pushing deposits to Sage Intacct
By default, once a deposit has been received, Payhawk automatically pushes the deposit transaction as a journal entry in Sage Intacct.
Pushing bank statements
All settled transactions processed through Payhawk (card transactions and bill payments) are exported all at once on a daily basis.
Due to a limitation of Sage Intacct's API for Bank transaction import, all Payhawk-processed transactions, such as debit or credit card transactions, or bill payments, appear as bank transactions under the Bank reconciliation module in the ERP.
Pushing expenses to Sage Intacct
Once an expense has been reviewed, Payhawk pushes that expense to Sage Intacct as a bill, journal entry, or expense report depending on the expense type and your configuration setup. If the amount of the expense is positive, Payhawk creates a purchase invoice. If you have received a credit note instead, the amount on the expense will be negative and Payhawk will create an AP adjustment.
For reimbursable expenses, such as reimbursements, per diem, or mileage, Payhawk uses the employee as a vendor.
For reimbursement expenses, Payhawk uses the employee as a vendor.
Linking invoices to payments
When a bill is posted and if the expense has been paid through Payhawk, Payhawk will automatically create and link a bill payment.
Exported data fields to Sage Intacct
Payhawk exports the following data fields to the Sage Intacct system:
Supplier - If the supplier is not in the Sage Intacct system, Payhawk will notify the user that this may be a new supplier and will display the option to create it from Payhawk or, if the user role is Employee, to request so from a Payhawk administrator role.
Category - You can map Payhawk categories to Sage Intacct's general ledger accounts, items, or both.
Document number
Document date
Service period - Once a Payhawk administrator changes the Service period date in Payhawk, it will reflect the posting date in Sage Intacct.
Due date - For all bank expenses, Payhawk exports the due date. If there is no due date entered, the date of the expense is used as the due date.
Note - The cardholder's explanatory note for the expense is shown in the Description field of the expense in Sage Intacct.
Document attachment
Amount - The total amount minus the tax rate for the expense.
Paid currency - The Transaction currency.
Tax rate - The tax details provided by Sage Intacct.
Tracking categories - Payhawk imports Sage Intacct's Department, Location, Project, Customer, Vendor, Employee, Item, Contracts, and user-defined (custom) dimensions, and allows them to be used as expense fields.
Fees - When there is a fee to the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.