Intacct Integration Guide

Audience: ERP Admin and Accounting Manager

Summary: This guide explains what you need to know and do before integrating MineralTree with Intacct.

Intacct can be set up as either a single‑entity company or a multi‑entity company. MineralTree supports both setups. For multi‑entity companies, you can choose to sync at the top level or at the entity level. This guide explains what each option means and how it affects your integration.

Sync Prerequisites 

Before you connect MineralTree to Intacct, you’ll need:

• A Web Service User with full admin permissions (required for the initial connection).

Note: MineralTree users do not need Intacct accounts.

Steps to complete before the first sync:

1. Enable Web Services
2. Add MineralTree to Web Services Authorizations
3. Process bills with “Selected” status
4. Disable account labels
5. Disable payment approvals
6. Enable duplicate numbering
7. Enable reclassification

Integration Options

Single-Entity Company (Entity-Level Integration)

• Connect with: Company ID + Entity ID
• Data pulled: All objects (bills, vendors, accounts, dimensions, credits, etc.) owned by the entity
• Posting: Invoices created in MineralTree sync back to Intacct at the entity level
• Best for: Companies with only one entity in Intacct

Multi-Entity Company (Top-Level Integration)

• Connect with: Company ID
• Data pulled: All objects owned at the top level
• Posting: Invoices created in MineralTree post at the top level
• Best for: Companies that manage AP functions at the top level

Multi-Entity Company (Entity-Level Integration)

• Connect with: Company ID + Entity ID
• Data pulled:
  • All objects owned by the entity
  • Top-level objects coded to the entity (available for invoice creation and payment, but not editable)
• Posting: Invoices created in MineralTree post to Intacct at the entity level
• Best for: Companies that want tighter controls and prefer to manage AP at the entity level

Each entity in a multi-entity Intacct company can sync to its own MineralTree company.

Multi-Entity Distributed Company (Client-Level Integration)

• Connect with:
  • Company ID (console company)
  • Client ID (client company)
  • Optional: Entity ID
• Sync behavior:
  • If an Entity ID is entered → works like Entity-Level Integration for the client company
  • If no Entity ID is entered → works like Top-Level Integration for the client company
• Best for: Organizations that log into a console company first, then select a client company to access

Data Sync: Support and Limitations

MineralTree and Intacct share invoice and payment data, but there are some rules and limits to keep in mind.

Supported Invoice Fields

Header Level (one per invoice):

• Vendor Name*
• Invoice #
• Invoice Date*
• Due Date*
• Invoice Amount*
• GL Posting Date
• Terms
• AP Account*
• Description

Expense Level (multiple lines allowed):

• Account (GL)*
• Amount*
• Location+
• Class+
• Department+
• Item+
• Project+
• Employee+
• Customer+
• Form 1099
• Description

*  Required for posting in MineralTree. If Intacct requires a field that MineralTree does not, users must fill it in manually.

+ These are Intacct’s “Seven Dimensions” (vendor is the eighth). They may be renamed in Intacct, but the sync will still work.

Supported Dimensions

MineralTree supports all eight standard Intacct dimensions. However, if Intacct requires certain dimensions for invoices (based on GL rules or account settings), those requirements do not carry over through the API. Users must follow those rules manually in MineralTree to avoid sync errors.

Terms

Currently only payment terms that are based directly on the invoice date are supported, such as “Net 30” or “2% discount if paid within 10 days.” More complex terms, including late penalties, grace days, or rules like “due on the 15th of next month,” are not supported. Invoices created in Sage Intacct with these terms will still sync to MineralTree, but you will need to manually update the due date. If penalties apply, they need to be manually added to the invoice.
 

GL Posting Date

Users can set a GL posting date in MineralTree. Once posted to Intacct, the date can only be changed in the Invoice Details “new view.” If Intacct does not allow posting in future periods, invoices with future posting dates will fail to sync.

Documents

Documents attached in Intacct do not sync to MineralTree. However, MineralTree allows unlimited document storage. Documents can sync from MineralTree to Intacct, but this feature is off by default. Contact Customer Support to enable it.

Allocations

MineralTree does not have a dedicated “Allocation” field. Instead, allocations can be handled by adding extra line items. If allocations are applied in Intacct, they will sync into MineralTree as separate line items.

1099 Support

MineralTree syncs over the condition of whether a vendor is 1099-enabled or not from Intacct.

• If a vendor is 1099-enabled in Intacct → invoices in MineralTree will have the 1099 box checked (read-only).
• If a vendor is not 1099-enabled → invoices will not have the box checked.

The 1099 setting cannot be changed in MineralTree. It must be updated in Intacct at the vendor level.

Payments

Payment approval will presumably take place in MineralTree. It is recommended that customers clear their approval queues before the initial sync, as payments in Intacct that have not been approved yet will not sync to MineralTree. 

All payments made in Intacct sync to MineralTree as “Paid in accounting system.” The check #s for these payments are not available in MineralTree.

MineralTree-originating payments will post to Intacct in a manner respective to each vendor's configuration of "Merge Payment Requests." This means that if this setting is disabled in Intacct, then multi-bill payments made in MineralTree will appear to post multiple payments of the same sequence number, split by bill. Accordingly, you may want to enable "Merge Payment Requests" for all vendors you wish to pay in MineralTree with multi-bill payments or use "disable payment grouping" on such vendors in MineralTree to restrict them from making multi-bill payments.

Credits and Discounts

Credits and discounts must be applied in Intacct.

• Discounts update invoice balances but do not appear on remittances.
• Credits update balances and do appear on remittances.
• Credits applied in Intacct sync to MineralTree as credit payments.

Deletes and Voids

• Only bill deletions in Intacct (with Smart Events enabled) sync to MineralTree.
• Deletions in MineralTree do not sync to Intacct.
• Voided payments in Intacct do not sync to MineralTree. They must also be voided manually in MineralTree.

Data Flow

From Intacct to MineralTree:

• Vendor and invoice data sync over (only active vendors).
• Bank account details (routing numbers) do not sync.
• Payment accounts:
  • Top-level accounts sync fully.
  • Entity-level accounts sync, but balances only display correctly if tied to that entity.

From MineralTree to Intacct:

• Actions that sync: editing a vendor, creating/posting invoices, and making payments.
• Deletes and voids in MineralTree do not sync.

Entity-Level Sync:

• Actions in MineralTree stay within that entity in Intacct.
• Vendor edits sync only if the vendor was created at the entity level.
• Invoices created in MineralTree sync back as “Posted” to that entity.
• Payments sync back and mark bills as “Paid.” If another entity’s bank account is used, Intacct handles the inter-entity transfer.

Syncing MineralTree to the Top Level ("root")

Syncing MineralTree to a Specific Entity (Entity A) 

Payment Accounts

MineralTree supports both Checking and Savings accounts as payment accounts.

• Top-Level Sync: All accounts created at the top level in Intacct sync into MineralTree.
• Entity-Level Sync: All top-level accounts sync into MineralTree and can be used for payments (once verified). However, only accounts tied directly to the entity will show correct GL balances.
  • Accounts restricted to other entities will appear in MineralTree but show a balance of “$0.00.”
  • These accounts can still be selected in the Paid From account dropdowns in the Vendor Payment Preferences page and the Confirm Payments dialog, when making payments.

Data Flow from MineralTree to Intacct

MineralTree syncs the following actions back to Intacct:

• Editing a vendor
• Creating and posting an invoice
• Making a payment

Important: Deletes and voids made in MineralTree do not sync to Intacct.

Syncing to a Specific Entity

When MineralTree is synced to a specific entity, all actions stay within that entity in Intacct.

• Editing a Vendor
  • If the vendor was created at the top level and restricted to the entity → you cannot edit it in MineralTree.
  • If the vendor was created at the entity → you can edit it in MineralTree, and changes sync back only to that entity.
• Creating and Posting an Invoice
  • Invoices created in MineralTree sync back to Intacct only at the entity level, in the “Posted” state.
• Making a Payment
  • Payments made in MineralTree sync back to Intacct and mark bills as “Paid” in that entity.
  • If another entity’s bank account is used, Intacct automatically handles the inter-entity transfer and records it in reports.

Syncing to the Top Level

When MineralTree is synced to the top level, all actions (vendor edits, invoices, payments) sync back to the Intacct top level. If the vendor or invoice is coded to specific entities, those actions also appear in those entities.

• Editing a Vendor
  • Vendor restrictions in Intacct determine where edits appear. Edits made in MineralTree sync to the top level and any entity the vendor is restricted to.
• Creating and Posting an Invoice
  • Vendor Name must be specified.
  • The vendor determines which entities you can code the invoice to.
  • You can split invoice amounts across multiple entities by adding separate expense lines.
  • When paid in MineralTree, Intacct creates inter-company transactions automatically.
• Making a Payment
  • Top-level payment accounts are available for use.
  • To ensure each entity uses its own accounts, create payment accounts at the top level but restrict them to specific entities.

Inter-Entity Transaction Example

Scenario: Demo Inc. has three entities in Intacct:

• 30-California
• 40-Florida
• 50-Vermont

Vendor Q-See Corporation is created at the top level and restricted to entities 30 and 50.

Workflow:

1. Create an invoice in MineralTree for $100 to Q-See Corporation.
2. Split the expense:
   • $60 to 30-California
   • $40 to 50-Vermont
3. Post the invoice.
   • Intacct shows $100 at the top level, $60 in California, and $40 in Vermont.
4. Pay the invoice from entity 30’s bank account.
   • Intacct records the payment.
   • Because entity 30 paid the full $100, Intacct automatically creates a Due To/Due From entry showing that entity 50 owes $40 to entity 30.