This article outlines the prerequisites you must complete before setting up the Alvys–Sage Intacct accounting integration. Completing these initial steps ensures a smooth setup experience and prevents errors during the configuration wizard.

The Alvys–Sage Intacct integration automates financial data synchronization between Alvys and Sage Intacct. Once configured, it supports the following:

Before connecting Alvys to Sage Intacct, ensure your Sage Intacct account meets the following requirements:

An active Sage Intacct subscription with Web Services access is required. This allows Alvys to securely connect to your Sage Intacct environment via API and transmit financial data, such as invoices and bills, into your accounting system. Follow the steps below to enable Web Services in Sage Intacct:

Log into Sage Intacct as an Administrator. Ensure you’re at the ‘Top level’ and not in an individual entity.

Navigate to Company → Admin → Subscriptions in Sage Intacct.

Scroll down to Web Services, ensure the toggle is switched ON, and click “Done”.

Next, navigate to Company → Setup → Company.

Select the Security tab and click Edit. Scroll to Web Services Authorizations and click “Add”.

Enter the Alvys Sender ID (AlvysMPP) into the Sage Sender ID field, enter Alvys Integration as the Description, set the Status to Active, and click Save within the pop-up window.

Click Save in the main Company Information window before exiting to confirm your changes.

Alvys connects to Sage Intacct using a dedicated Web Services User; a special user type designed for programmatic API access. Unlike standard users, a Web Services User cannot log into the Sage Intacct UI and does not consume a regular user license. Using a dedicated Web Services User keeps integration credentials separate from human accounts, prevents password expirations from interrupting the connection, and provides a clear audit trail for all Alvys API activity.

If your Sage Intacct environment already has an Administrator role, you can skip creating a custom role and assign the Admin role directly when creating the Web Services User in the upcoming step. This is the fastest path. When you reach the Roles Information tab during user creation, simply select your existing Administrator role from the dropdown.

In Sage Intacct, navigate to Company → Admin → Roles, then click Add.

Enter Alvys Web User Role as the role name, and click Save.

In the Roles list, click Subscriptions next to Alvys Web User Role.

Select the checkbox next to Administration, then click the Permissions link on the right. In the pop-up, select the All radio button and click Save.

Repeat this process for each of the following modules, one at a time selecting the module checkbox, clicking Permissions, choosing the All radio button, and clicking Save:

Once all module permissions have been configured, click Save to finalize the role.

In Sage Intacct, navigate to Company → Admin → Web Services Users.

Click the “Add” button and enter a unique User ID. Note this value, you will enter it into the Alvys wizard later. Add a Username, Account email address, and select or create a Contact name that includes a first and last name. Set the User type to Business, configure Admin privileges to Full, and set Status to Active.

Click the Roles Information tab:

Click Save, select Create in the confirmation pop-up, then enter your administrator password and click Verify.

This step authorizes Alvys to send API requests on behalf of the Web Services User.

Navigate to Company → Setup → Company, select the Security tab, and click Edit.

Scroll to Authorized Client Applications and click “Add”.

Enter the Alvys Client ID (copy it from the Connect to Sage step in the integration wizard), add an optional Description, and enter the User ID of the Web Services User created previously.

Set the Status to Active and click Save in the pop-up window. Click Save again in the main Company Information window before exiting.

If your Sage Intacct environment uses multiple entities, each Alvys subsidiary will be connected to exactly one Sage entity. You will select the entity during the setup wizard. Multiple Alvys subsidiaries can connect to the same Sage entity, but one Alvys subsidiary cannot connect to multiple entities.

If you need to add a new entity before connecting it to Alvys, follow the steps below. Note that adding an entity may incur an additional charge from Sage.

In Sage Intacct, navigate to Company > Setup > Configuration > Entities, then select Add next to Entities

On the Entity Information tab, enter a unique ID and Name that clearly differentiate this entity from others. Note that the ID is permanent and cannot be changed after creation.

Enter the Federal ID (the federal tax ID for the entity), then select the Operating Country from the dropdown and enter the Tax ID for the relevant state or territory. Complete any remaining fields on the Entity Information tab as applicable to your organization.

Set the Status to Active, click Save, then click Done.

Ensure your Sage Intacct Chart of Accounts includes the GL accounts you plan to map to Alvys transaction types. At minimum, you will need:

You can also set up specific GL accounts for individual transaction types such as linehaul, fuel surcharge, accessorials, deductions, fuel, tolls, and e-checks.

Go to General Ledger → All and click Add (+) beside General Ledger Accounts.

Enter an Account number (must match the character length set in Company Information; can't be changed after saving).

Fill in the account details: Title (e.g., "Freight Revenue"), Account type (Income statement or Balance sheet), Normal balance (Credit for revenue, Debit for expenses), Period end closing type (Closing for income statement accounts), Close into account (typically Retained Earnings), and optionally a GL account alternative (Payables or Receivables) to override defaults on AP/AR transactions.

Set Status to Active, configure any Require dimensions as needed, and click Save (or Save & New to create another).

If your Sage Intacct environment uses dimensions (such as Location, Department, or Class) and any of these dimensions are required on transactions linked to your GL accounts, you will need to map them during setup. Have your dimension values ready before starting the wizard.

If you use custom fields on Sage Intacct objects (AR Invoice, AR Invoice Item, AP Bill, or AP Bill Item), these can be mapped to Alvys data fields during setup.

Before starting the integration setup, ensure the following items are configured in Alvys.

At least one subsidiary must be set up in Alvys before you can configure the Sage Intacct integration. Each integration connection is tied to a specific subsidiary. If you have multiple subsidiaries, you will set up the integration for one subsidiary first. Once that is complete, you can configure additional subsidiaries using the original setup as a template to save time.

Only users with the following roles can configure the Sage Intacct integration:

If you do not have one of these roles, contact your Alvys administrator to request access or have them perform the setup on your behalf.

During setup, Alvys links customers, carriers, and drivers to their corresponding records in Sage Intacct using one of two methods:

For the smoothest integration experience, set up External Accounting IDs on your Customer, Carrier, and Driver profiles for the relevant subsidiary in Alvys before activating the integration.

When setting the External Accounting ID, make sure you configure it for the correct entity or subsidiary; the one tied to the Sage Intacct integration you're setting up. IDs are subsidiary-specific, so a value set for the wrong entity will not be matched during sync.

The following Sage Intacct features are not supported by the Alvys integration:

Platform Apps custom dimensions are not supported. These are custom objects created through Sage Intacct's Platform Services module, and they require a separate set of API permissions that are not included in the standard Web Services credentials used by the Alvys integration. When Alvys attempts to retrieve the list of values for a Platform Apps custom dimension, Sage returns a permission error, resulting in the message: "Unable to retrieve values for dimension from Sage Intacct." If you see this error during setup, the dimension in question is a Platform Apps custom dimension.

Sage Intacct's Spend Management module enforces budget validation on transactions using dimensions that can be enabled across Purchasing, Accounts Payable, and General Ledger independently.

Because the Alvys integration only retrieves and maps dimensions that are enabled for GL posting in Sage, any dimensions that are required by Spend Management but not enabled in the General Ledger will not appear in the Alvys mapping interface. This means those dimensions cannot be mapped, and when Alvys exports a transaction to Sage, Spend Management may reject it for missing required dimension values. If your company uses Spend Management, please ensure that all dimensions used for budget validation are also enabled for GL posting in your Sage Intacct configuration, or contact Alvys support for guidance.

Payments cannot be exported from Alvys to Sage Intacct. Payments flow in one direction only: from Sage Intacct into Alvys.

Only new transactions created after the integration is activated will be exported. There is no automatic backfill of historical data.

Sage Intacct payroll features are not integrated with Alvys.

Q: Do I need a specific Sage Intacct plan or add-on?

A: You need an active Sage Intacct subscription with Web Services access enabled. Contact your Sage representative if you are unsure whether your plan includes this.

Q: Can I connect multiple Alvys subsidiaries to the same Sage Intacct entity?

A: Yes. Multiple subsidiaries can connect to the same entity. However, each subsidiary requires its own integration setup.

Q: Can I change which Sage entity a subsidiary is connected to after setup?

A: No. The subsidiary-to-entity connection is permanent. To change the entity, you must disconnect the integration entirely and set it up again from scratch or via template. This will remove all existing settings and mappings.

Q: Does the integration support multiple accounting integrations per subsidiary?

A: No. Only one accounting integration can be active per subsidiary at a time.

Q: Will my existing transactions in Alvys be automatically exported when I activate the integration?

A: No. Only new transactions created after activation will be exported. Historical transactions are not retroactively synced.

Q: Who can configure the integration?

A: Only users with Admin, Support, or Partner Admin roles in Alvys can access and configure the integration.