Sage Intacct Integration: Unify Financial Management and Collections

For finance leaders using Sage Intacct, data integrity is non-negotiable. But when your collections process lives in spreadsheets or disconnected tools, that integrity is at risk. Manual syncs lead to version control nightmares—"Did this client pay yesterday, or are we chasing a settled invoice?"

Eliminate the guesswork. Integrating CollectLean with Sage Intacct creates a single source of truth. Your financial management remains robust, while your collections execution becomes automated. Invoices sync automatically. Payments update in real-time. Customer data stays synchronized. No manual transfers, no data gaps, no delays.

Here's how to unify Sage Intacct financial management with collections.

Why Unify Financial Management and Collections?

The Problem Without Integration:

• Manual Data Transfer: Copy invoice data from Sage Intacct to CollectLean manually
• Payment Updates: Record payments in Sage Intacct, then update CollectLean separately
• Data Gaps: Collections data separate from financial management data
• Delayed Collections: Invoices don't appear in CollectLean until manually entered
• Inefficient Processes: Can't leverage Sage Intacct's financial data for collections

The Solution With Integration:

• Automatic Sync: Invoices, customers, and payments sync automatically from Sage Intacct
• No Manual Transfer: Invoices created in Sage Intacct appear in CollectLean automatically
• Real-Time Updates: Payments recorded in Sage Intacct update CollectLean immediately
• Unified Data: Collections leverage Sage Intacct's comprehensive financial data
• Immediate Collections: Invoices available in CollectLean for automated reminders right away

What Gets Synced?

Customers:

• Customer names, addresses, contact information
• Payment terms and credit limits
• Customer classifications and segments
• Custom fields and notes
• Sync from Sage Intacct to CollectLean

Invoices:

• Invoice numbers, dates, amounts, line items
• Due dates and payment terms
• Status (draft, posted, paid, overdue)
• Currency and exchange rates
• Automatic sync from Sage Intacct to CollectLean

Payments:

• Payment amounts, dates, methods
• Applied to specific invoices
• Automatic status updates in CollectLean
• Collection reminders stop automatically when payment is received

Contacts:

• Contact persons associated with customers
• Email addresses and phone numbers
• Roles and responsibilities
• Used for multi-channel collection reminders

Prerequisites: What You Need

Sage Intacct Account:

• Active Sage Intacct subscription
• Administrator access to your Sage Intacct company
• Company ID visible in your Sage Intacct interface

CollectLean Account:

• Active CollectLean subscription
• Admin access to integration settings

Web Services Developer License:

• Web Services Developer License subscription
• Contact your Sage Intacct account manager or partner to obtain
• You'll receive Sender ID and Sender Password upon approval

Web Services User:

• Web Services User created in Sage Intacct
• User Type: "Business User"
• Admin Privileges: Disabled
• Appropriate roles and permissions assigned

Step-by-Step Setup Guide

Step 1: Obtain Web Services Developer License

Contact Sage Intacct:

1. Contact your Sage Intacct account manager or partner
2. Request Web Services Developer License subscription
3. Explain you need API access for CollectLean integration
4. Wait for approval and credentials

Receive Credentials:

1. Upon approval, you'll receive:
   • Sender ID: Web Services Sender ID
   • Sender Password: Web Services Sender Password
2. Save these securely—you'll need them in CollectLean

Important Notes:

• Web Services Developer License is required for API access
• Contact your account manager or partner for subscription
• Approval process may take a few days
• Keep credentials secure—never share them

Step 2: Configure Sender Password in Sage Intacct

Enable Sender Password:

1. Log in to Sage Intacct as Administrator
2. Go to Company → Setup → Company → Security tab
3. Find "Web Services Authorizations" section
4. Enter your Sender Password
5. Save changes

Important Notes:

• Sender Password must be authorized in Security tab
• Without authorization, API calls will fail
• Keep Sender Password secure

Step 3: Create Web Services User

Create User:

1. Go to Company → Admin → Web Services Users
2. Click "New" to create new user
3. Enter User ID (e.g., "collectlean_api_user")
4. Set User Type to "Business User"
5. Disable Admin Privileges
6. Set Password (strong, unique password)

Assign Roles:

1. Assign appropriate roles to the user
2. Grant permissions for:
   • Customers (read access)
   • Invoices (read access)
   • Payments (read access)
   • Contacts (read access)
3. Grant minimum required permissions for security
4. Save user

Important Notes:

• User Type must be "Business User"
• Admin Privileges should be disabled
• Assign roles with minimum required permissions
• Use strong, unique password

Step 4: Get Company ID

Find Company ID:

1. Log in to Sage Intacct
2. Look at the top-right corner of the interface
3. Company ID is displayed there
4. Copy this value—you'll need it in CollectLean

Alternative Method:

1. Go to Company → Setup → Company → Company Information
2. Look for "Company ID" or "Company Number"
3. Copy this value

Important Notes:

• Company ID is required for API authentication
• It's typically displayed in the top-right corner
• Keep Company ID secure

Step 5: Configure CollectLean Integration

Access Integration Settings:

1. Log in to CollectLean
2. Navigate to Settings → Integrations
3. Find "Sage Intacct" in the integrations list
4. Click "Connect" or "Configure"

Enter Credentials:

1. Sender ID: Paste your Web Services Sender ID
2. Sender Password: Paste your Web Services Sender Password
3. User ID: Paste your Web Services User ID
4. User Password: Paste your Web Services User Password
5. Company ID: Paste your Sage Intacct Company ID
6. Click "Save" or "Test Connection"

Test Connection:

1. Click "Test Connection" button
2. CollectLean will verify credentials with Sage Intacct
3. If successful, status changes to "Active"
4. If failed, check credentials and try again

Step 6: Configure Sync Settings

Choose What to Sync:

• Customers: Enable to sync customer data
• Invoices: Enable to sync invoices automatically
• Payments: Enable to sync payment updates
• Contacts: Enable to sync contact persons

Set Sync Frequency:

• Real-Time: Sync immediately when changes occur (recommended)
• Scheduled: Sync every 15 minutes, 30 minutes, or hourly
• Manual: Sync on-demand when you click "Sync Now"

Configure Sync Direction:

• Sage Intacct → CollectLean: Invoices and customers sync from Sage Intacct to CollectLean (most common)
• Bidirectional: Changes in either system sync to both (for customers)

Step 7: Map Your Data

Customer Mapping:

• Sage Intacct "Customer" maps to CollectLean "Customer"
• Verify customer names, addresses, and contact information match
• Review payment terms and credit limits
• Check customer classifications

Invoice Mapping:

• Verify invoice numbers, dates, and amounts sync correctly
• Check that due dates and payment terms are accurate
• Ensure invoice statuses map correctly (draft, posted, paid, overdue)
• Verify currency and exchange rates

Payment Mapping:

• Verify payment amounts and dates sync correctly
• Check that payments apply to correct invoices
• Ensure payment methods are recognized

Step 8: Test Your Integration

Create Test Invoice:

1. Create a test invoice in Sage Intacct
2. Wait for sync (or click "Sync Now")
3. Verify invoice appears in CollectLean
4. Check that all details are correct

Record Test Payment:

1. Record a test payment in Sage Intacct
2. Wait for sync
3. Verify payment updates in CollectLean
4. Check that invoice status updates to "Paid"

Verify Collection Workflows:

1. Create an overdue invoice in Sage Intacct
2. Verify it appears in CollectLean
3. Check that collection reminders are sent automatically
4. Record payment in Sage Intacct
5. Verify reminders stop automatically

How It Works: Understanding the Sync Process

Initial Sync:

When you first connect, CollectLean performs an initial sync:

• Syncs all customers from Sage Intacct
• Syncs all open invoices from Sage Intacct
• Syncs recent payments from Sage Intacct
• This may take a few minutes depending on data volume

Ongoing Sync:

After initial sync, CollectLean syncs changes automatically:

• New invoices created in Sage Intacct sync to CollectLean
• Payments recorded in Sage Intacct update CollectLean
• Customer changes sync bidirectionally
• Sync happens every few minutes or in real-time

API Authentication:

Sage Intacct uses Web Services API with Sender ID/Password and User ID/Password authentication. CollectLean handles authentication automatically. Credentials don't expire, but they can be changed in Sage Intacct.

Rate Limits:

Sage Intacct has rate limits based on your subscription tier. CollectLean respects these limits and queues requests if needed. Typical limits range from 1,000 to 10,000 API calls per day depending on your Sage Intacct edition.

Common Issues and Troubleshooting

Issue: Connection Test Fails

Possible Causes:

• Incorrect Sender ID, Sender Password, User ID, User Password, or Company ID
• Sender Password not authorized in Security tab
• Web Services User not properly configured
• Insufficient user permissions

Solutions:

• Double-check all credentials—copy and paste exactly
• Verify Sender Password is authorized in Security tab
• Check Web Services User configuration
• Ensure user has appropriate role permissions

Issue: Web Services Developer License Not Approved

Possible Causes:

• License subscription not yet approved
• Account manager not contacted
• Approval process pending

Solutions:

• Contact your Sage Intacct account manager or partner
• Request Web Services Developer License subscription
• Wait for approval and credentials
• Follow up if approval is delayed

Issue: Invoices Not Syncing

Possible Causes:

• Sync disabled for invoices
• Invoice status filters excluding invoices
• Rate limit exceeded
• Insufficient user permissions

Solutions:

• Check sync settings—ensure invoices are enabled
• Review invoice status filters
• Wait a few minutes and try manual sync
• Verify user role permissions include invoice access

Issue: Payments Not Updating

Possible Causes:

• Payment sync disabled
• Payment not applied to invoice in Sage Intacct
• Sync delay
• Insufficient user permissions

Solutions:

• Check sync settings—ensure payments are enabled
• Verify payment is applied to invoice in Sage Intacct
• Wait for sync or trigger manual sync
• Verify user role permissions include payment access

Issue: Access Denied Errors

Possible Causes:

• Insufficient user role permissions
• Web Services User not properly configured
• Admin Privileges enabled (should be disabled)

Solutions:

• Review user role permissions—ensure access to customers, invoices, payments
• Verify Web Services User configuration
• Ensure Admin Privileges are disabled

Best Practices

Create Dedicated Web Services User:

• Create dedicated user for CollectLean integration
• Set User Type to "Business User"
• Disable Admin Privileges
• Assign role with minimum required permissions

Grant Minimum Permissions:

• Grant only permissions needed for sync
• Don't grant full access unnecessarily
• Review permissions regularly
• Follow principle of least privilege

Keep Credentials Secure:

• Never share Sender ID, Sender Password, User ID, User Password, or Company ID
• Store credentials securely
• Rotate credentials periodically
• Use different credentials for test and production

Monitor Sync Status:

• Check integration status regularly
• Review sync logs for errors
• Monitor sync frequency
• Address issues promptly

Regular Maintenance:

• Review sync settings monthly
• Check for duplicate customers
• Verify invoice and payment accuracy
• Update credentials if changed

The Bottom Line

Integrating CollectLean with Sage Intacct eliminates manual data transfer, reduces errors, and speeds up collections. Setup takes minutes after obtaining Web Services Developer License, and sync happens automatically.

Key Benefits:

• No Manual Transfer: Invoices created in Sage Intacct appear in CollectLean automatically
• Automatic Sync: Invoices, customers, and payments sync automatically
• Real-Time Updates: Changes reflect in CollectLean within minutes
• Unified Data: Collections leverage Sage Intacct's comprehensive financial data
• Immediate Collections: Invoices available for automated reminders right away

Setup Steps:

1. Obtain Web Services Developer License
2. Configure Sender Password in Security tab
3. Create Web Services User
4. Get Company ID
5. Enter credentials in CollectLean
6. Test connection
7. Configure sync settings
8. Test with sample data

Start with Step 1. Contact your Sage Intacct account manager. Get your Web Services Developer License. Create your Web Services User. Enter everything in CollectLean. Test the connection. You'll be syncing in minutes.

Ready to unify Sage Intacct financial management with collections? Connect Sage Intacct to CollectLean and sync invoices, customers, and payments automatically. No manual transfer, no data gaps, no delays. Start your free 14-day trial and see how integration can streamline your collections process.