Getting Started

Building Blocks

Subscription Features

Custom Fields

Localization

Invoices

Credits

Order Management

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Revenue Recovery

Checkout

Self-Serve Portal

Notifications

Reports and Analytics

Data Privacy & Security

Fraud Management

Migration

Other Features

Developers

Third Party Integrations

Sage Intacct 

Introduction 

Sage Intacct is a leading SaaS based financial management system. Merchants use Intacct as their financial accounting system to store, manage, and balance the transactions and information that govern the company's finances.

Chargebee integrates with Intacct to sync invoices and import A/R data and reduce manual efforts involved in managing your financials.

Note:

  • This integration is available only on select plans. To know more, visit Chargebee's Plans and Pricing page.
  • It is recommended to test the integration on your Sandbox environment before connecting with the Live site.

Sync Overview 

This is a one-way integration of Sales invoices, from Chargebee to Intacct. Sync runs once in every 24 hrs.

Customers 

  • Customers present in Chargebee will be created in Sage Intacct.
  • Existing customers will be identified using Customer ID.

Products/Coupons 

  • Plans/Addons are created as Items.
  • If items are already present in Intacct, then the Item SKU can be entered in plans/addons in Chargebee to avoid duplication.
  • Discounts will be created as negative items.

Invoices 

  • Invoices are created as Sales Invoices in Intacct.
  • An AR invoice for the Sales Invoice will be created in Intacct automatically.
  • When an invoice is voided in Chargebee, a Credit Memo will be created and linked to the invoice.

Credit Notes 

  • Credit notes are created as Sales Credit Memos in Intacct.
  • When a Credit note is voided in Chargebee, a corresponding action in Intacct is not present. You can choose to delete the document in Intacct or list this Credit Memo as a sync error.

Refunds 

  • Refunds will be created as Vendor payment in Intacct (Accounts Payable ledger).
  • If you have a Vendor available in Intacct, you can provide the Vendor name as part of the configuration and Chargebee will create refunds as Payments against this Vendor.
  • Alternatively, Chargebee can creates a Vendor automatically, namely, CB_REFUND_VENDOR and use this for refund transactions.
  • When a refund is created, it will debit CB_REFUND_VENDOR account and credit the Bank Account.

To adjust the AR balance for your customers, you should do the following:

  • Create an AR adjustment debit memo
  • This will debit AR and credit CB_REFUND_VENDOR
  • Apply the credit memo to the debit memo

Revenue Recognition 

  • You can choose to download Chargebee's Revenue Recognition Reports or use Rev Rec module in Intacct.
  • To enable the Rev Rec module in Intacct, Chargebee will send the invoice line amount, start date and end date when an invoice is synced.
  • Based on the Revenue Recognition rules configured, the revenue forecast schedule will be generated in Intacct.

Terminologies 

Dimensions: For custom tracking/reporting, you can provide additional information at Customer or product level, namely Dimensions in Intacct. The following dimensions are supported: Location, Class, Department, Vendor, Project and Employee.

Item GL Group: Each Item GL Group has a default Revenue and Deferred Revenue Account associated in Intacct. You can use item GL groups to categorize items and post transactions to specific GL accounts. In case you are selling products/services which should map to the Revenue/Deferred revenue account, you can create a group and map products accordingly. For instance, you can Item GL groups, Software and Hardware, and select a group name while mapping line items in Chargebee.

GL Account Group: A GL Account group can consist of a GL Account and/or Dimensions and/or other GL Account groups.

Product Line: You can provide a product family name for items created/mapped from Chargebee. If you have multiple Chargebee sites, you can categorize the items by providing a Product Line in Chargebee.

Prerequisites 

Chargebee 

(1) Enter a GL Account for each Plan/Addon in Chargebee. Navigate to Product Catalog > Plan/Addon > Select a Plan/Addon > Accounting Information > enter the GL Account Name. You can also provide a Rev Rec Template ID for Plan/Addons in case you want Chargebee to create items in Intacct.

(2) If the Plan ID/ Addon ID is greater than 30 characters, you should provide an alternative name in the Alternative Name/SKU field.

Intacct 

(1) Set up a sandbox account in Intacct. This will be required to connect with Chargebee and test the integration before setting up the integration in the production environments.

(2) You should obtain a Webservice Sender ID and Webservice Sender Password. This requires you to contact your Intacct Customer/Support team and receive the details.

Configuration 

Note

If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.

Step 1: Connect 

Log in to Chargebee, navigate to Configure Chargebee > Third Party Integrations > Sage Intacct > Connect and enter the login credentials.

Field Description
Webservice Sender ID You should contact Intacct Support to get an ID details.
Webservice Sender Password You should contact Intacct Support to get a Password.
User ID Enter your user ID.
User Password Enter your Account Password.
Company ID Enter the Company ID.

Step 2: Set up Sync Rules for Entity 

Next, select an Entity in Intacct to which the invoices should be synced to.

Choose an Entity - these are Entities or Organizations in your Intacct account.
Select the Account Type - you can select from one of the following types of Accounts to be provided for invoice line items:

  • GL Account Group
  • Item GL Group

Step 3: Verify Accounting information 

Chargebee will check whether your plans/addons have a valid GL information. If a plan/addon doesn't have the details, the error details will be listed. You can download the CSV file, update the details and upload them back into Chargebee.

Step 4: Check Prerequisites 

Next, Chargebee will perform a list of checks in Intacct:

  • Customer duplicate check: If invoices from Chargebee are already available in Intacct, customers will be present as well. In order to avoid duplicates, you should map the customer records between both the systems. You can download the list of customers as a csv file, map the customers and upload the updated sheet in Chargebee. If there is no possibility of duplicates, ignore and proceed.

  • Currency check: The currencies present in Chargebee should be present in Intacct. You should manually compare and add the currencies in Intacct. Chargebee will not be able to compare the currencies via API.

Step 5: Set up Reconciliation 

It is recommended that you create a clearing account to map payments and refunds in Intacct.

Step 6: Configure Sync Rules 

Configure how Chargebee integrates with Intacct:

(1) Payment Account Mapping

Payment transactions recorded in Chargebee can be mapped to payment accounts in Intacct. For Reconciliation purposes, you can select a clearing/undeposited funds account. If you have multiple currencies or payment gateways or payment methods enabled, you can choose a specific payments/Checking Account.

(2) Refund Mapping

Refunds are created as Vendor payments in Intacct. You can configure the following for mapping refunds:

  • Check Number: Enter a reference number for the refund.
  • Vendor ID: Enter a Vendor ID.
  • Refund Clearing Account: Select a clearing/temporary account to map refund transactions.

(3) Account Mapping for invoice line items

  • One time charges: One time/Adhoc charges created in Chargebee can be mapped to a GL Account in Intacct.
  • Setup fee: If you have configured a setup fee for plans in Chargebee, the setup fee line items can be mapped to a specific GL Account in Intacct.
  • Discounts: Select an Account to map Discounts/Cost of Goods (COGs) to in Intacct.
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped in Intacct.
  • Round offs: If there is a difference in the invoice total calculation between Chargebee and Intacct, then Chargebee will add a round off item automatically, you can select an Account to map these round off line items.

(4) Product Line

If you have multiple Chargebee sites you can provide a Product Line per Chargebee site. This is an optional step.

(5) Revenue Recognition Mapping

You can provide a Rev Rec Template ID for Plan/Addons in the Product Catalog. Additionally, you can provide a Rev Rec Template ID for other invoice line items, such as Setup fees, One time charges. This is an optional step.

(6) Sync Offline Payments

When offline payments are reconciled against Payment Due invoices in Intacct, invoices will be updated as Paid in Intacct. These payments will be synced back and close Payment Due invoices in Chargebee. You can choose to enable this option.

Step 7: Configure Tax Mapping 

You can create Taxes as Sub-totals in Intacct (Accounting/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.

  • US and Canada states/provinces can only be mapped.
  • You can choose enable state level or country level tax mapping
    • If enabled, then you can enter a state specific Sub-total
    • Or, you can enter a country level Sub-total

Step 8: Select Sync Start Date 

Select a date from which invoices generated in Chargebee should be synced to Intacct.

You can choose from one of the following:

  • Sync all invoices
  • Sync invoices from a specific date

Invoices and related records, from the specified date will only be synced. Invoices created before the specified date will not be synced. If there are updates to invoices, or credit notes are created for invoices created before the specified date, then you should update these records in Intacct manually.

Step 9: Run Initial Sync 

Once the configuration is complete, you can begin the sync. Chargebee will sync the first 10 invoices only, to ensure the 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 on the Sync All Records option and proceed.

Intacct setup is now complete.

Sync Preferences 

After sync is setup, you can see when the last sync was run, success/errors in the sync, and options to edit the configurations:

Enable/Disable Auto Sync: After setting up the integration, you can set a daily schedule to sync all the information to Intacct automatically. Invoices and related information will be synced, once, every 24 hrs. You can choose to disable auto-sync if required.

Sync Now: For on-demand sync, you can sync data from Chargebee to Intacct immediately.

Manage Mapping: You can edit the configurations/ 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.

Unlink: In case you want to stop syncing data from Chargebee to Intacct, you can unlink the integration.

FAQ 

1. We create Sales Orders for every request from our customers, how does this work as part of this integration?

Sales invoices will only be created, Sales orders are not created as part of the integration.

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