By integrating your Intacct account with Chargebee, you can enable automatic synchronization of Invoices, Customers, and other data from Chargebee to Intacct that are crucial for financial management and analysis.
We recommend that you consult your accounting advisor before configuring the integration. You can test the integration on the Test Site before setting up the integration on the Live Site.
Navigate to Settings > Configure Chargebee > Billing LogIQ and enable accounting fields for Intacct.
Enter a GL Account for each Plan/Addon in Chargebee. Navigate to Product Catalog > Plans/Addons > Select a Plan/Addon > Select a Plan/Addon Price Point > Accounting Information > enter the GL Account Name. You can also provide a Revenue Recognition Template ID for Plan/Addon Price Points.
If the Plan ID/ Addon Price Point ID is greater than 30 characters, you should provide an alternative name in the Alternative Name/SKU field.
Log in to Chargebee, navigate to Configure Chargebee > Third Party Integrations > Accounting > Sage Intacct > click Connect > enter the login credentials. You can contact Intacct Support to get the Web service Sender ID and Web service Sender Password details.
Select an entity and the account type in Intacct to which the invoices should be synced to.
Chargebee checks whether your plans/addons have valid GL information. If a plan/addon doesn't have the GL information, the error details will get listed. You can download the CSV file, update the details and upload the file back into Chargebee.
Caution! If you make any changes to the GL Account Name in your Intacct account anytime after the integration is set up, you need to update them in Chargebee as well. Failing to do so could lead to a sync error.
Next, Chargebee performs a list of checks in Intacct:
It is recommended that you create a clearing account to map payments and refunds in Intacct.
Configure how Chargebee integrates with Intacct:
a. Payment Account Mapping: Payment transactions recorded in Chargebee can be mapped to payment accounts in Intacct. For reconciliation purposes, you can select a clearing or undeposited funds account. If you have multiple currencies or payment gateways or payment methods enabled, you can choose a specific payments or checking account.
b. Refund Mapping: Refunds are created as Vendor payments in Intacct. You can configure the following for mapping refunds:
c. Account Mapping for Invoice Line Items:
d. Product Line: If you have multiple Chargebee sites you can provide a Product Line per Chargebee site. This is an optional step.
e. Revenue Recognition Mapping:
If you are using Intacct's revenue recognition module, follow these steps to send the invoice line amount, start date, and end date when an invoice is synced from Chargebee to Intacct:
If you are not using Intacct's revenue recognition module, you can skip this step during configuration. Learn more about how you can use Chargebee's reports for revenue recognition.
f. Sync Offline Payments:
When offline payments are reconciled against Payment Due invoices in Intacct, invoices get updated as Paid in Intacct. These payments can be synced back to close Payment Due invoices in Chargebee. You can choose to enable this option.
You can create Taxes as Sub-totals in Intacct (Accounting or ERP module). For instance, if you are remitting sales tax in New York, Washington, and New Jersey, you can create a Sub-total item for each Tax jurisdiction.
Select a date from which invoices generated in Chargebee should be synced to Intacct.
You can choose from one of the following:
Invoices and related records, from the specified date will only be synced.
Once the configuration is complete, you can begin the sync. Chargebee will sync the first 10 invoices, to ensure that mapping, conventions and sync criteria align with your requirements.
We recommend that you review these invoices in Intacct. If the sync works as expected, you can click the Sync All Records option and proceed.
Intacct setup is now complete.
If you make any changes to settings like GL Account, Currency or Taxes in your Intacct account anytime after the integration is set up, you need to update them in Chargebee as well. Failing to do so could lead to a sync error.
Once the integration is setup, you can see when the last sync was run, success or errors in the sync, and options to edit the configurations:
Enable/Disable Auto Sync:
After setting up the integration, you can configure daily schedule to sync all the information to Intacct automatically. Invoices and related information will be synced once every 24 hours. You can choose to disable auto-sync if required.
For on-demand sync, you can sync data from Chargebee to Intacct immediately.
You can edit the configurations or GL Account mapping provided during the setup process.
Manage Tax Mapping:
You can modify the tax sub-totals provided during the setup process. If you have added tax regions in your Chargebee settings, you can provide new tax sub-totals here.
In case you want to stop syncing data from Chargebee to Intacct, you can unlink the integration.
1. We create Sales Orders for fulfilment, how does this work as part of this integration?
Sales Orders are not created as part of the integration. Sales invoices are only created when they are synced from Chargebee.