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Exporting expenses and payments to Sage Intacct

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The Payhawk integration with Sage Intacct is designed to work effortlessly and help you keep your data between the two systems in sync at all times.

Notes on exporting to Sage Intacct

  • It's recommended that you sync your Payhawk-Sage Intacct accounts every time you make changes in Sage Intacct.

  • Before exporting expenses to Sage Intacct, make sure to add the reimbursement details for the relevant employees. Without reimbursement details, the export will be initiated but will remain in a waiting state until the reimbursement information is provided.

  • An expense will be automatically exported to Sage Intacct once that expense is marked as reviewed. As a result, all your expense data, images, and payments will be imported to Sage Intacct.

  • The payment data for an expense will be exported only after the transaction has been settled.

  • After the export to Sage Intacct, Payhawk will pull the value for the expense External ID from the Bill number of that expense. If there is also a payment export for the payment External ID, Payhawk will display the value from the Bill payment number of that payment.

Prerequisites

To start exporting expenses and payments, make sure you have connected the Payhawk and Sage Intacct systems.

Exporting expense and payment data from Payhawk to Sage Intacct

To export your Payhawk expenses to Sage Intacct:

  1. In the Payhawk Web Portal, open the app switcher in the top-left corner and go to Spend > All spend > Review tab.

  2. Select an expense by clicking on it.

  3. Check if all the data is correctly stored in the expense.

  4. Click on Review.

    Payhawk Spend list in Company spend with an unpaid expense open in a side panel showing its details and a Review button.

If an error occurs while exporting your data from Payhawk to Sage Intacct, Payhawk will display an error message suggesting what is wrong with the data.

Exporting reverse charge expenses to Sage Intacct

Payhawk supports reverse charge tax codes for expenses exported to Sage Intacct. Here's how it works:

  1. Payhawk maps reverse charge tax code pairs from Sage Intacct automatically.

  2. When filling in an expense, select the relevant reverse charge tax code on the expense line. Note that reverse charge codes appear as 0% in the Payhawk Web Portal. This is expected behavior that keeps the net and total amounts on the expense consistent.

  3. Once the expense is reviewed and exported, Payhawk creates two tax lines in Sage Intacct with the correct positive and negative reverse charge postings.

For example, if a reverse charge tax code in Sage Intacct carries a rate of -21%, it will display as 0% in Payhawk. When that expense is exported, the integration generates two tax lines in Sage Intacct reflecting +21% and -21% accordingly.

Viewing exported expenses in the ERP from Payhawk

To directly view your exported expenses to Sage Intacct from Payhawk:

  1. Open the app switcher in the top-left corner and go to Spend.

  2. Select the desired expense.

  3. Click on the three-dot menu and click on View in Sage Intacct.

Expense side panel in Spend with the three-dot menu open, showing View in Sage Intacct at the top.

Viewing export data and using export filters for expenses and payments in Payhawk

The export events between the two systems can be viewed in the expense's Activity section, with Export ticked under Show.

Activity section of an expense with Export selected under Show, listing Sage Intacct export events such as the expense export and its external ID.

The detailed export data of an expense or payment can be viewed from Spend, in the Export section of that expense.

Export section of an expense in Spend, showing the expense as Exported with its latest export date and Spend ID, and the payment as Not exported.

You can also filter out expenses and payments based on various filters relevant to Sage Intacct such as Export status, Exported by, Export date, External ID, and others.

Matching employees to vendors from Payhawk to Sage Intacct

When Payhawk exports a reimbursable expense, such as a reimbursement, per diem, or mileage, it uses the employee who owns the expense as a vendor in Sage Intacct.

By default, Payhawk matches employees to vendors by name. You can also match by external ID or export to one vendor for all employees, yet Payhawk needs to set up either of these two options in your account.

  • By employee name (default) - If you haven't set up anything else, Payhawk searches Sage Intacct for a vendor with the employee's name. If it finds one, Payhawk uses that vendor. If not, Payhawk creates a new vendor for the employee in Sage Intacct.

  • By external ID - Payhawk uses the employee's external ID in Payhawk as the vendor ID in Sage Intacct and doesn't search by name. If there's no vendor with that ID in Sage Intacct, the export fails with an error, and Payhawk doesn't create the vendor. To use this setup:

    1. In Sage Intacct, create a vendor for each employee.

    2. In Payhawk, sync your suppliers with Sage Intacct.

    3. For each employee in Payhawk, set the External ID to the vendor ID of the employee's vendor in Sage Intacct.

    4. Reach out to your Implementation Manager to turn on matching by external ID.

  • One vendor for all employees - You create a single vendor in Sage Intacct, and ask Payhawk to use that vendor to export all reimbursements to that vendor. To use this setup:

    1. In Sage Intacct, create the vendor.

    2. Reach out to your Implementation Manager and tell them which vendor to use.

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