Advice and answers from the Expensify Team

Companies with Corporate policies can integrate Expensify with Intacct. Expensify can sync employees, departments, locations, classes, customers, items and projects from Intacct. The expense data in Expensify can then be exported to Intacct as Expense Reports, Vendor Bills (for reimbursable expenses) and Charge Card transactions (for non-reimbursable expenses). 

The integration is easy to set up, ready out-of-the-box and will save your accounting team hours each month!

Important Notes

  • You'll need to be an admin in Intacct and in Expensify to complete the prerequisites on this page.
  • You have the option of exporting reimbursable expenses as either expense reports or vendor bills to Intacct. This page outlines the steps for both.
  • The email addresses for employees in Expensify needs to match the employee/vendor email address in Intacct since we use this as the unique identifier.
  • The integration requires that you enable either Customization Services or Platform Services (these modules let us install a custom bundle which improves your experience). When you enable this module, you'll get a message that says that you may be charged for them. Your Intacct consultant may charge for enabling them, but they are free of charge to enable and configure if you follow the steps outlined below.
  • In order to make the integration experience seamless, please follow the steps below. If you have any questions anywhere along the process, please don't hesitate to reach out to help@expensify.com.

Checklist of items to complete:

  1. Create web services user and setup permissions
  2. Enable Time & Expenses module (Required if exporting as Expense Reports)
  3. Set up Employees in Intacct (Required if exporting as Expense Reports)
  4. Set up Expense Types in Intacct (Required if exporting as Expense Reports)
  5. Enable Customization Services (only applicable if you don't already use Platform Services)
  6. Create test policy and download Expensify Package
  7. Upload the Package in Intacct
  8. Enter credentials and connect Expensify and Intacct
  9. Configure integration sync options
  10. Export a test report
  11. Connect Intacct to production policy

Step 1A: Create a web services user with user-based permissions

Note: If the steps in this section look different in your Intacct instance, you likely use role-based permissions. If that's the case, see the steps below on creating a web services user for role-based permissions.

We require that you set up a web services user to connect to Intacct. This makes it easy to track the activity for this user in Intacct (i.e. to see when you've exported expense reports and credit card charges to Intacct from Expensify) and to ensure continuity whenever a person leaves or joins your accounting department. Please set up the web services user by following the steps below (Note: you won't be charged for the user):

In Intacct > Company > click on orange "+" button next to Users.

Set up the user like the screenshot below, making sure to do the following:

  • User ID: “xmlgateway_expensify"
  • Last name and First name: "Expensify"
  • Email address: your shared accounting team email
  • User type: "Business"
  • Admin privileges: "Full"
  • Status: "Active"
  • Web services only: this box should be checked

Once you've created the user, you'll need to set the correct permissions. To set those, click on the checkbox next to the Application/Module and then click on the Permissions link to modify those. 

These are the permissions the user needs to have if exporting reimbursable expenses as Expense Reports:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • Time & Expense (All)
  • Projects (Read-only) (only required if you're going to be using Projects and Customers)

These are the permissions the user needs to have if exporting reimbursable expenses as Vendor Bills:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • General Ledger (Read-only)
  • Accounts Payable (All)
  • Projects (Read-only) (required if you're going to be using Projects and Customers)


Notice in the screenshot below that selecting the radio button next to the Permission you want > Save will set the permission for that particular Application/Module.


Step 1B: Create a web services user with role-based permissions

  • In Intacct >  Company > click on orange "+" button next to Roles
  • Name the role > Save
  • Go to Roles > Subscriptions for the "Expensify" role you just created
  • Set the permissions for this role by clicking the checkbox and then clicking on the Permissions hyperlink

These are the permissions this role needs to have when exporting reimbursable expenses as Expense Reports:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • Time & Expense (All)
  • Projects (Read-only) (only required if you're going to be using Projects and Customers)

These are the permissions this role needs to have when exporting reimbursable expenses as Vendor Bills:

  • Administration (All)
  • Company (Read-only)
  • Cash Management (All)
  • General Ledger (Read-only)
  • Accounts Payable (All)
  • Projects (Read-only) (only required if you're going to be using Projects and Customers)

Now, you'll need to create a web services user and assign this role to that user.

  • Company > click on orange "+" button next to Users

Set up the user like the screenshot below, making sure to do the following:

  • User ID: “xmlgateway_expensify"
  • Last name and First name: "Expensify"
  • Email address: your shared accounting team email
  • User type: "Business"
  • Admin privileges: "Full"
  • Status: "Active"
  • Web services only: this box should be checked

  • To assign the role, go to Roles Information

  • Click on the plus > find the "Expensify" role > Save

Step 2: Enable the Time & Expenses module (Only required if exporting reimbursable expenses as Expense Reports)

The T&E module often comes standard on your Intacct instance, but you may need to enable it if it was not a part of your initial Intacct implementation. Enabling the T&E module is free of charge if you follow the directions below. It's required for our integration and takes just a few minutes to configure.

  • In Intacct, click on the Company menu > Subscriptions > "Time & Expenses"
  • If you haven't yet subscribed to Time & Expenses, it will appear under "Applications available for subscription" and you just need to click on Time & Expenses and hit "Subscribe".

Once you've enable T&E, you'll need to configure it properly:

  • Ensure that "Expense types" is checked:

  • Under Auto-numbering sequences, please set the following:

  • To create the EXP sequence, click on the down arrow on the expense report line > Add
  • Sequence ID: EXP
  • Print Title: EXPENSE REPORT
  • Starting Number: 1
  • Next Number: 2

Once you've done this, select "Advanced Settings"

  • Fixed Number Length: 4
  • Fixed Prefix: EXP
  • Once you've done this, hit "Save"
  • Under Expense Report approval settings, make sure the "Enable expense report approval" is unchecked
  • Click Save!

Step 3: Set up Employees in Intacct (Only required if exporting reimbursable expenses as Expense Reports)

In order to set up Employees, go to Time & Expenses > click the plus next to Employees. If you don't see Time & Expense in the top ribbon, you may need to adjust your settings by going to Company > Roles > Time & Expenses > Enable all permissions. To create an employee, you'll need to insert the following information:

  • Employee ID
  • Primary contact name
  • Email address (click the dropdown arrow in the Primary contact name field) > select the employee if they've already been created. Otherwise click "+ Add" > fill in their Primary Email Address along with any other information you require.

To use a template to bulk upload employees, go to Company > Company Setup Checklist > select Template on the Employees line. Then, fill out the fields that say "Required: Yes" (make sure to include the employee email address in the "Email 1" column -- this is required for the integration). Note: Unfortunately bulk CSV upload can only be used to set up a new employee record, not to update an existing record.

Then, once you're ready to upload the file, go to Import and select the file that you just filled out.


Step 4: Set up Expense Types in Intacct (only required if exporting reimbursable expenses as Expense Reports)

Expense Types are a user-friendly way of displaying the names of your expense accounts to your employees. They are required for our integration. In order to set up Expense Types, you'll first need to setup your Chart of Accounts (these can be set up in bulk by going to Company > Open Setup > Company Setup Checklist > click Import).

Once you've setup your Chart of Accounts, to set Expense Types, go to Time & Expense > Open Setup > click the plus button next to Expense Types. For each Expense Type, you'll need to include the following information:

  • Expense Type
  • Description
  • Account Number (from your GL)

Step 5: Enable Customization Services (only applicable if you don't already use Platform Services) 

To enable, go Company > Subscriptions > Customization Services (if you already have Platform Services enabled, you will skip this step).


Step 6: Create a test policy in Expensify and download Expensify package

The test policy will be used as a sandbox environment where we can test before going live with the integration. If you're already using Expensify, creating a test policy will ensure that your existing company policy rules, approval workflow, etc remain intact. In order to set this up:

  • Go to expensify.com > Admin > New Policy
  • Name the policy something like "Intacct Test Policy"
  • Go to Connections > Intacct > Connect to Intacct
  • Select Create a new Intacct connection
  • Select Download Package (All you need to do is download the file. We'll upload it from your Downloads folder later.)

Step 7: Upload Package in Intacct

If you use Customization Services:

  • Customization Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import

If you use Platform Services:

  • Platform Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import

Step 8: Enter credentials and connect Expensify and Intacct

Now, go back to Expensify > Admin > [select policy] > Connections > Configure > Connect to Intacct enter the credentials that you've set for your web services user. Click Send once you're done.


Step 9: Configure integration sync options

Once you successfully connect, you'll be prompted to configure the Intacct integration settings.

By default, we enable Departments, Locations and Classes for the employee's Intacct employee default, but you can feel free to configure this section as you like. 


Step 10: Export a test report

We suggest that you create an export a couple of test reports prior to going live with the integration. If you run into any errors in this process, check out our troubleshooting guide and if you're still having trouble, reach out to us via the messenger icon at the bottom right hand corner of the site.


Step 11: Connect Intacct to production policy

After you've successfully exported a test report, you are ready to go live with the integration! If you're currently using Expensify in a different policy, you'll do steps 8 and 9 again to connect Intacct to that policy. 

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