This article guides you through the complete setup wizard for connecting Alvys to Sage Intacct, covering everything from selecting a subsidiary to configuring Accounts Payable, Accounts Receivable, and advanced settings.
⚠️ Before you begin, ensure that you have completed all prerequisites outlined in 1️⃣ Sage Intacct: Prerequisites (Start Here).
Opening the Setup Wizard
Navigate to the Alvys Settings Page by clicking your username in the bottom-left corner and selecting Settings or by copying and pasting the following URL into your browser: https://app.alvys.com/#/manage/settings
Next, navigate to Connections → Sage Intacct and click Begin Setup.
The wizard consists of six (6) steps, which you will complete in the following order:
Select Subsidiary
Connect to Sage
Accounts Payable
Accounts Receivable
Advanced Settings
Finish Up
Step 1: Select Subsidiary
This step consists of two (2) parts; choosing which Alvys subsidiary to connect, and determining where transactions should be posted in Sage Intacct.
Choose a Subsidiary
Select the Alvys subsidiary you want to connect to Sage Intacct. Each subsidiary is listed with its type (Carrier or Brokerage). A subsidiary can only be connected to one Sage entity at a time, and any subsidiary that already has an active Sage integration will not appear in this list.
⚠️ The subsidiary-to-entity mapping cannot be changed after setup is complete. If you need to connect to a different entity, you must disconnect the integration entirely and set it up again from scratch.
Where Should Transactions Be Posted in Sage?
Below the subsidiary selection, you will see the question, "Where should transactions be posted in Sage?" This setting determines whether Alvys posts transactions to the specific Sage Intacct child entity that corresponds to your subsidiary, or to the top level (parent) entity within your Sage environment.
Matching child entities (Recommended):
When this option is selected, Alvys posts all bills and invoices to the specific Sage Intacct child entity that you connect to in Step 2. This is the recommended configuration because it keeps each subsidiary's financial data isolated within its own entity in Sage, aligning with how most multi-entity Sage environments are structured. Choose this option when:
Your Sage Intacct environment maintains separate child entities for each business unit, branch, or subsidiary.
You want each subsidiary's AR invoices and AP bills to post directly to the corresponding entity.
Top-level entity:
When this option is selected, Alvys posts all bills and invoices to the top level (parent) entity in your Sage Intacct environment. Choose this option when:
Your Sage Intacct environment uses a single top level entity as the central hub for all financial data.
Your reporting and reconciliation occur at the top level entity rather than at individual child entities.
This setting is stored on the integration and affects every transaction export for this subsidiary. Changing it after setup requires reconfiguring the integration. Make sure to confirm the correct posting level with your accounting team before proceeding.
💡 If you are uncertain which option to choose, select Matching child entities. This is the standard configuration for most Sage Intacct multi-entity environments. If your Sage administrator has established a shared top level entity for centralized accounting, select Top-level entity instead.
Step 2: Connect to Sage
This step establishes a secure connection between Alvys and your Sage Intacct environment. It includes three sub-steps:
Sub-step 1: Create a Web Services User
If you have not already created a dedicated Web Services User in Sage Intacct, see the Prerequisites article for detailed instructions.
Sub-step 2: Authenticate
Enter your Sage Intacct credentials:
Web User ID: the login ID of the Web Services User you created in Sage Intacct.
Sage Intacct Company ID
💡 How to find your Company ID in Sage Intacct:
Log in to Sage Intacct with an administrator account.
In the top navigation bar, click Company.
In the left sidebar under Company, click Setup.
In the Configuration section, click Company.
Your Company ID is displayed at the top of the Company Configuration page.
Click Authenticate to verify the connection.
Sub-step 3: Select Entity
After successful authentication, if you chose Matching child entities in Step 1, Alvys retrieves the list of entities from your Sage Intacct environment. Transactions will post directly to the entity you select here. Select the entity that corresponds to your Alvys subsidiary.
Step 3: Accounts Payable
Configure how Alvys exports bills (carrier pay, driver settlements, fuel, and tolls) to Sage Intacct.
Enable AP Sync
Toggle Sync Accounts Payable on to enable bill exports. If this is left off, no AP transactions will be sent to Sage Intacct.
Default Account
Set the default GL account for AP transactions. This account is used when no specific override is configured. For detailed information on account mapping logic, see 3️⃣ Sage Intacct: Account Mappings.
AP Settings
The following settings control how bills are exported and how vendors are managed in Sage Intacct.
Autopost Bills
When enabled, bills are created in Sage Intacct in a posted state, meaning they are immediately finalized and reflected in your general ledger.
When disabled, bills are created as drafts; they appear in Sage but must be manually reviewed and posted by your accounting team before they affect GL balances. If your Sage Intacct environment has bill approval workflows enabled, which is a built in Accounts Payable feature that adds a review and authorization step before bills can post to the General Ledger, this setting behaves differently: bills are submitted into the approval pipeline rather than posted directly.
💡 The Bill approval setting can be located at Accounts Payable > Setup > Configuration > Bill Approval Settings. We recommend keeping this setting turned off so that bills can be posted directly without delay.
Vendor transaction prefix
This setting applies Alvys' predefined prefixes to bill transaction reference numbers, making it easier to identify where each transaction originated when sent from Alvys to Sage Intacct. Different bill types, such as Bills from Trips and Bills from Paystubs, use specific prefixes. For example, a bill might appear as ATP100000.
Alvys Predefined Prefixes:
ATP Trip
APS Paystub
AFL Fuel
ADT Deduction
ATL Toll
AAC Accessorial
Exclude zero value transactions
When enabled, this setting excludes bills with a total financial value of zero, meaning transactions that have no overall impact on the accounts will not be exported.
Auto create vendor
When enabled, if Alvys cannot find a matching vendor in Sage during bill export (by External Accounting ID or name), it automatically creates a new vendor record in Sage. When disabled, the export will fail if no matching vendor is found, you must create the vendor manually in Sage first.
Default Vendor Type
The Default Vendor Type setting is directly tied to the Auto Create Vendor setting. When Auto Create Vendor is enabled, Alvys will automatically create vendor records in Sage Intacct, and the Default Vendor Type dropdown becomes active. This dropdown allows you to select a vendor type, such as "Supplier," "Contractor," "Carrier," or "Independent Driver," which is a classification label used in Sage Intacct to organize vendors into meaningful categories for reporting and filtering. Any vendor created by Alvys will be assigned the selected type. If no vendor type is selected, the field will be left blank on the newly created vendor record. If Auto Create Vendor is turned off, the Default Vendor Type dropdown will be disabled since Alvys will not be creating vendors in Sage Intacct.
💡 You can manage your available vendor types in Sage Intacct at Accounts Payable > Setup > Types.
Auto update vendor
When enabled, Alvys updates the vendor's details in Sage (name, address, contact information) with the current data from Alvys every time a bill is exported. This keeps Sage vendor records in sync with Alvys. When disabled, vendor records in Sage are never modified.
Include Driver Bills
When enabled, driver settlement statements generated in Alvys are exported to Sage Intacct as AP bills. Each driver settlement becomes a vendor bill in Sage Intacct with line items for trip pay, deductions, and statement-level expenses.
1099 Drivers Only (sub-option): When enabled, only settlements for 1099 independent contractor drivers are exported. W2 employee drivers are excluded.
Export company fuel
Alvys allows you to record fuel transactions manually or import them directly from your fuel provider. These transactions can be viewed in the Alvys Fuel Report.
In the fuel report, if a transaction is marked Deduct Transaction: true, the cost is deducted from the linked driver during payroll (statement generation). If it is marked Deduct Fuel: false (-), the transaction is treated as a company expense.
When Export Company Fuel is enabled, fuel transactions where Deduct Fuel is set to false (-) (i.e., fuel costs not deducted from drivers) are exported to Sage Intacct as bills. This allows your company to track and manage fuel expenses not charged to drivers, such as those for company-owned vehicles. Exports are scheduled daily at 6:30 AM UTC.
Include Deducted Fuel (sub-option): When enabled, fuel transactions that were deducted from an owner-operator's settlement are also exported.
Export company tolls
Alvys allows you to record toll transactions manually or import them directly from your toll provider. These transactions can be viewed in the Alvys Toll Report.
If a transaction is marked Deduct Toll: true, the cost is deducted from the linked driver during payroll. If it is marked Deduct Toll: false (-), the transaction is treated as a company expense.
When Export Company Tolls is enabled, toll transactions where Deduct Toll is set to false (-) (i.e., toll costs not deducted from drivers) are exported to Sage Intacct as bills. This allows your company to track and manage toll expenses not charged to drivers, such as those incurred by company-owned vehicles. Exports are scheduled daily at 7:30 AM UTC.
Include Deducted Tolls (sub-option): When enabled, toll transactions deducted from an owner-operator's settlement are also exported.
Name Matching Fallback
When enabled, if Alvys cannot find a vendor by their External Accounting ID, MC Number, or USDOT Number, which is the primary matching method, it will attempt to match by company name as a fallback. This is useful during initial setup when not all vendors have External Accounting IDs configured.
⚠️ Name matching is case-insensitive but can produce unexpected results if multiple vendors in Sage share the same name. Using External Accounting IDs is the most reliable matching method. See 1️⃣ Sage Intacct: Prerequisites (Start Here) for guidance on setting up External Accounting IDs.
Link Existing Carriers By
Choose the identifier used to match Alvys carriers to existing vendors in Sage. Options include; External Id (default), MC Number or USDOT Number. This determines which field on the carrier/driver profile Alvys compares when looking for a matching vendor before creating a new one.
Create factoring companies as
This setting applies when a carrier in Alvys has its payment method set to factoring and a factoring company is configured for that carrier. In that scenario, payments are directed to the factoring company rather than the carrier, and Alvys needs to represent that factoring company in Sage Intacct. The "Create factoring companies as" setting controls what record type is used when Alvys creates the factoring company during vendor creation and bill export.
There are two (2) options:
Contact (default), which represents the factoring company as a contact record only without creating a full vendor entity in Accounts Payable.
Vendor, which creates the factoring company as a separate vendor record and sets the "Pay To" and "Return To" on exported bills to that vendor.
Send carrier invoice upon upload
This setting applies to brokerage-type trips where an external carrier and its assets are assigned to a load. When enabled, Alvys checks for an uploaded carrier invoice before exporting the carrier bill to Sage Intacct.
Specifically, when a brokerage trip is delivered or released and the user uploads a document of type Carrier Invoice, Alvys will export the carrier bill to Sage Intacct. This can also be triggered when a user generates the customer invoice for a load; Alvys will verify that a carrier invoice has been uploaded, and if no carrier invoice is found, the carrier bill will not be exported to Sage Intacct.
This setting should only be enabled when carrier invoices are required as part of your workflow prior to exporting external carrier bills for payment. If this setting is disabled, generating the customer invoice for a trip with an external carrier will automatically export the carrier bill to Sage Intacct, even if the carrier invoice has not been uploaded.
⚠️ If this setting was previously enabled but no carrier invoice document was uploaded, the carrier bill was not created and therefore was not exported to Sage Intacct. To resolve this, upload a document of type Carrier Invoice to the trip, then click Regenerate Invoice. This will create the carrier bill and initiate its export to Sage Intacct.
Bill subsidiary carrier
This setting applies to trips involving a subsidiary carrier (i.e., a carrier operating under a subsidiary of the main company) that is assigned alongside the tenant’s internal assets. By default, when a driver statement is generated and assuming the “Include Driver Bills” setting is enabled, a bill is exported for the tenant’s driver on the trip. When Pay Subsidiary Carrier is enabled, this behavior changes: instead of exporting a bill for the driver when a paystub is generated, the system exports a bill for the subsidiary carrier when the load invoice is generated.
Export Carrier Statements
Enable this setting to export carrier statements as bills to Sage Intacct when they are generated from the Carrier Settlements module. This setting should only be enabled if you use the Carrier Settlements module to generate statements for external carriers and want those statements automatically exported to Sage Intacct upon generation.
If you do not use the Carrier Settlements module and prefer carrier bills to be exported only when a carrier invoice is manually uploaded to a trip, disable this setting and enable “Send Carrier Invoice Upon Upload”. Alternatively, if you prefer carrier bills to be exported only when the customer invoice is generated for a load, both this setting and Send Carrier Invoice Upon Upload should remain disabled.
Step 4: Accounts Receivable
Configure how Alvys exports customer invoices to Sage Intacct.
Enable AR Sync
Toggle Sync Accounts Receivable on to enable invoice exports. When this toggle is off, no AR transactions will be sent to Sage.
Default Accounts
Set the default GL accounts for each AR transaction category, using the same categories as AP (Default, Load, Trip, Accessorials, etc.). For detailed information on account mapping logic, see [3️⃣ Sage Intacct: Account Mappings]. The fallback logic works the same as AP; any category without a specific account falls back to the Default account.
AR Settings
The following settings control how invoices are created and how customers are managed in Sage.
Autopost Invoices
When enabled, invoices are created in Sage Intacct in a posted state, meaning they are immediately finalized and reflected in your general ledger.
When disabled, invoices are created as drafts that must be manually reviewed and posted by your accounting team in Sage Intacct. Unlike AP, AR invoices in Sage Intacct do not have a separate approval workflow. Autopost either posts the invoice directly or creates it as a draft if the setting is disabled.
Customer transaction prefix
When enabled, Alvys applies its predefined prefixes to invoice transaction reference numbers, making it easier to identify where each transaction originated when reviewing records in Sage Intacct. The prefix is added to the beginning of the reference number based on the transaction type. For example, a load based invoice might appear as "ALD-100000" in Sage Intacct. This setting uses the similar predefined prefix codes as the Vendor Transaction Prefix on the AP side.
Alvys Predefined Prefixes:
ALD: Load
AAC: Accessorial
Exclude zero value transactions
When enabled, invoices with a zero dollar total are excluded from export to Sage Intacct.
Link Invoice Reference Number to
Choose which Alvys field maps to the invoice reference number in Sage. Options:
Order Number (default) : Uses the Alvys order number
Load Number : Uses the Alvys load number
Auto create customer
When enabled, Alvys automatically creates a new customer record in Sage Intacct if no matching customer is found during invoice export. Alvys first attempts to match by the customer's External Accounting ID, and if Name Matching Fallback is also enabled, it will try matching by company name before creating a new record. The new customer is created using the company name and payment terms from Alvys. When this setting is disabled, the invoice export will fail if no matching customer is found in Sage Intacct.
Auto update customer
When enabled, Alvys automatically keeps customer records in Sage Intacct up to date. Each time an invoice is exported, Alvys checks for any differences between the customer details in Alvys and the existing record in Sage Intacct. If changes are detected, Alvys updates the customer name, payment terms, contact details, and address information in Sage Intacct to match. If nothing has changed, the update is skipped.
Name Matching Fallback
When enabled, if Alvys cannot find a customer by their External Accounting ID, which is the primary matching method, it will attempt to match by company name as a fallback. The name match is not case sensitive. If multiple customers in Sage Intacct share the same company name, the export will return an error to avoid assigning the invoice to the wrong customer. This setting is useful during initial setup when not all customers have External Accounting IDs configured.
Split revenue by trip
When a load has multiple trips (for example, a load split across different trucks), this setting creates a separate revenue line item on the Sage invoice for each trip instead of a single line for the entire load.
Each trip's line item includes the trip number in the description (e.g., "Trip #1 - Linehaul") and, if you have a Truck dimension configured, the truck assigned to that trip is set as the Truck dimension value on that line. This enables truck-level profitability reporting in Sage.
When this setting is off (default), multi-trip loads produce a single linehaul line and a single fuel surcharge line using the load total, with the truck from the first active billable trip.
💡 Enable Split revenue by trip if your company runs multi-stop or multi-truck loads and needs to track revenue and profitability per truck in Sage. Leave it off if your loads are single-trip or if per-truck reporting is not needed.
Step 5: Advanced Settings
Configure cross-subsidiary billing, dimension mappings and custom field mappings that apply to all exported transactions.
Account Preferences : Cross Subsidiary Billing
If your Sage environment uses cross-subsidiary billing or shared data across entities, you may see a Shared with other subsidiaries option here. Shared Billing is used when a load is invoiced by one subsidiary (Invoice As) and tendered by another subsidiary (Tender As), and both subsidiaries have separate accounting integrations. This setting ensures that all financial transactions are correctly recorded across the two subsidiaries.
Invoice As Subsidiary (e.g., Alvys Inc)
Creates a customer invoice for the load
Creates an intercompany bill to the Tender As subsidiary (Alvys Brokerage) for the carrier/driver cost
Tender As Subsidiary (e.g., Alvys Brokerage)
Creates an intercompany invoice back to the Invoice As subsidiary
Creates a vendor bill to the carrier or driver for the load
⚠️ Shared Billing must be enabled on both subsidiaries. Without it, the intercompany transactions or carrier/vendor bills will not export correctly.
Dimension Mappings
Map Sage Intacct dimensions (Location, Department, Class, Items, Classes etc.) to Alvys fields. Dimensions are categorization tags in Sage that let you slice financial data by business segments.
For each dimension, you can:
Select which Alvys field it maps to (Subsidiary, Fleet, Office, Driver, Truck, Trailer, or Contractor Type)
Map individual values between Alvys and Sage
For full details on dimension configuration, see 4️⃣ Sage Intacct: Dimensions and Custom Fields.
Custom Field Mappings
Map Sage custom fields to Alvys data fields. Custom fields let you push additional Alvys data (load details, shipper/consignee info, dispatch data, driver names, equipment numbers) into custom fields on Sage invoices and bills. For full details on custom field configuration, see 4️⃣ Sage Intacct: Dimensions and Custom Fields.
Step 6: Finish Up
The final step runs a reconciliation check to validate your entire configuration against Sage Intacct. Alvys automatically verifies your settings; checking that mapped GL accounts exist in Sage, dimension values are valid, required fields are populated, and the connection is still active.
If Errors Are Found
If reconciliation detects issues, you will see a list of errors. Each error includes a link to the wizard step where you can fix it. Common errors include:
A mapped GL account does not exist in Sage
A dimension value mapping references a value that was removed in Sage
Required fields are missing
Fix each error and return to the Finish Up step to re-run reconciliation.
If Reconciliation Succeeds
Once all checks pass, you will see a success screen with three recommended next steps:
Review your account mappings: Verify that GL accounts are correctly assigned for each transaction category
Review your advanced settings: Confirm dimension and custom field mappings are complete
Turn on syncing: Enable AP and/or AR sync to begin exporting transactions
Modifying Settings After Setup
After completing the wizard, you can change any setting at any time:
Go to Settings → Connections → Sage Intacct.
Click on the integration for the subsidiary you want to modify.
Use the three (3) tabs to navigate:
Settings: AP and AR sync toggles, all checkbox options, vendor/customer management settings
Account Mappings: GL account assignments by category see 3️⃣ Sage Intacct: Account Mappings
Dimensions & Custom Fields: Dimension and custom field mapping tables see 4️⃣ Sage Intacct: Dimensions and Custom Fields
Setting Up Additional Subsidiaries (Templates)
After completing your first Sage Intacct integration, you can set up additional subsidiaries using the first integration as a template. This copies all AP settings, AR settings, account mappings, dimension mappings, and custom field mappings from the existing integration; saving you from re-entering every configuration.
How to Use a Template
Go to Settings → Connections → Sage Intacct and click to add a new integration.
Select the subsidiary you want to connect.
Choose the transaction posting level (Matching child entities or Top-level entity).
On the next screen, you will see the option to start from scratch or from an existing integration.
Select the existing integration you want to use as a template.
Select the correct Sage entity for this subsidiary based on the option selected prior
Review the copied settings: all AP, AR, account mappings, and advanced settings are pre-populated from the template.
Modify any settings that need to differ for this subsidiary.
Turn on syncing to begin exporting transactions
💡 After creating an integration from a template, changes to the template integration do not propagate to integrations that were created from it. Each integration is independent after creation.
Disconnecting an Integration
To disconnect a Sage Intacct integration, open the integration settings and click Disconnect. This stops all syncing and removes the entity mapping. The subsidiary will become available for a new integration setup.
Frequently Asked Questions
Q: Can I change which Sage entity a subsidiary is connected to? A: No. The subsidiary to entity mapping is locked after setup. To connect to a different entity, disconnect the current integration and set up a new one.
Q: What happens if I turn off Autopost? A: Bills and invoices will be created as drafts in Sage Intacct. You will need to manually post them in Sage.
Q: Can I enable AP sync but not AR, or vice versa? A: Yes. Each sync direction has its own toggle and can be enabled or disabled independently.
Q: What does "Split revenue by trip" do? A: When a load has multiple trips (e.g., split across different trucks), this setting creates a separate line item on the Sage invoice for each trip. This lets you track revenue and profitability per truck in Sage.
Q: What is the difference between "from scratch" and "from template" setup? A: Starting from scratch begins with default settings. Using a template copies AP, AR, and advanced settings from an existing integration for another subsidiary.
Q: Who can access integration settings? A: Only users with Admin, Support, or Partner Admin roles can configure accounting integrations.
Q: How does the fallback logic work for GL account mappings in Alvys? A: If a specific transaction category (such as Load, Trip, or Accessorials) does not have a dedicated GL account configured, the integration automatically falls back to using the primary Default Account you specified for that module (AP or AR).
Q: What transaction categories can be mapped under the Accounts Receivable (AR) section? A: You can configure default GL accounts for several distinct AR transaction categories, including Default, Load, Trip, and Accessorials.
Q: What does it mean if the "Finish Up" reconciliation check flags a GL account error? A: This typically means a GL account you mapped in Alvys does not exist or cannot be found in your Sage Intacct environment. The reconciliation screen will provide a direct link to the step where the error occurred so you can update the assignment with a valid Sage GL account.
Q: Where can I locate my Sage Intacct Company ID for the authentication step? A: Log in to Sage Intacct with an administrator account. In the top navigation bar, click Company, look under the left sidebar's Company section, and click Setup. In the Configuration section, select Company, your Company ID will be displayed right at the top of the page.
Q: How does Sage Intacct's built-in Bill Approval workflow affect the "Autopost Bills" setting? A: If your Sage environment has bill approval workflows enabled, turning on "Autopost Bills" will not bypass them. Instead of posting directly to the General Ledger, bills will be safely routed into your Sage approval pipeline as “Submitted” for review and authorization.
Q: Can I map the Sage Intacct invoice reference number to something other than the Alvys Order Number? A: Yes. In the Accounts Receivable settings, you can change the "Link Invoice Reference Number to" setting from the default Order Number to the Alvys Load Number.
Q: What is required to make Cross-Subsidiary (Shared) Billing work successfully? A: Shared Billing must be explicitly enabled on both participating subsidiaries (the "Invoice As" subsidiary and the "Tender As" subsidiary). If it is not turned on for both sides, the intercompany transactions and carrier/vendor bills will fail to export correctly.
Q: If I modify the "template" integration later, will those changes sync to the subsidiaries I created from it? A: No. Once a new integration is created using a template, it becomes completely independent. Any future changes made to the original template integration will not propagate to the other integrations.
Q: What time are company fuel and toll transactions exported? A: When company fuel and toll exports are enabled (for expenses treated as company costs and not deducted from drivers), fuel transactions are automatically scheduled to export daily at 6:30 AM UTC, followed by toll transactions at 7:30 AM UTC.
Next Steps
⏭️ Once you have completed all prerequisites, proceed to the next article: 3️⃣Sage Intacct: Account Mappings to Learn how to configure GL account assignments and the fallback logic.
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