Sage Intacct integration: invoices, bills and payments

What posts to Sage Intacct, and when

Invoices, carrier bills and payments sync to Sage Intacct, both ways, so nobody re-types an approved number or reconciles a spreadsheet on Fridays. Roadmark reaches Sage Intacct through its Web Services API, the interface Sage provides for integrations to create and read invoices, bills and payments.

Here's one invoice, from the example load used across this site. All amounts on this page are in US dollars. Load 48213, Mississauga ON to Joliet IL for Prairie Foods, delivered with the POD signed at 18:00 CT. The Billing agent drafted invoice INV-10442 at 18:15: the $4,215.00 on the rate con ($3,655.00 linehaul plus $560.00 fuel) and $100.00 of detention from the ELD, for $4,315.00. J. Park approved it, and it posted to Sage Intacct at 18:21. When Prairie Foods pays it, that payment syncs back and closes the invoice in Roadmark too.

Carrier bills: matched before they post

A carrier's bill is checked against the rate con it was tendered at and the POD before it's approved. On load 48254, Pinecrest Carriers billed $1,940.00 against a $1,780.00 rate con: two hours of detention where the POD shows one billable hour. Roadmark drafted a payment of $1,860.00 and a dispute of $80.00, with the POD attached, for a person to approve. Once approved, the payment posts to Sage Intacct as a bill against Pinecrest, so what Sage Intacct shows as owed matches what was actually approved, not what was billed.

Multi-entity companies

Sage Intacct's multi-entity setup puts a top level over one or more entities: the top level holds data shared across all of them, such as customers, vendors and the chart of accounts, while each entity posts its own transactions. In a group of several companies, Groups explains that each keeps its own customers, carriers and books, and a load hauled by one company for another posts as an internal invoice, a payable at one company and a receivable at the other, matched automatically. If a company in the group runs its books on Sage Intacct, its share of that internal invoice maps to its own entity, so the group's structure in Roadmark lines up with the entity structure in Sage Intacct rather than one shared ledger.

Connecting Sage Intacct

To connect, a Sage Intacct admin turns on the Web Services subscription (Company → Admin → Subscriptions) and authorizes Roadmark's Web Services sender ID for the company (Company → Setup → Configuration → Company, on the Security tab, under Web Services authorizations, with the status set to Active). The authorization belongs to a Sage Intacct company, not an entity: a multi-entity company authorizes Roadmark once for all its entities, while separate Sage Intacct companies each authorize it, the same way each QuickBooks company or Xero organisation would.

Moving billing to Roadmark doesn't mean moving your books. Your books stay in Sage Intacct, synced both ways, whether or not you move invoicing and carrier bills to Roadmark. See Billing for invoices on POD, the three-way match on carrier bills, settlement statements and collections, and Brokers for how a brokerage's own books stay separate from a carrier's in the same group.

Driver and owner-operator settlements

A load also produces a third line of paperwork: the driver or owner-operator's pay. Roadmark drafts that settlement from the same load as the invoice, with a statement showing every load, its share of revenue, the fuel surcharge, each deduction and the escrow balance, so the driver can check it before a person approves it. That settlement doesn't post to Sage Intacct as an invoice or a bill; it's paid the way settlements are today, while the customer invoice and the carrier's bill keep syncing to Sage Intacct as described above.

Before you start

Connecting Sage Intacct doesn't change how a load is quoted, dispatched or tracked; it only changes where the resulting paperwork lands. Turn on invoices, carrier bills and payments together, or one at a time, and run a real load through it first. Approving one invoice and one carrier bill, then checking both sides in Sage Intacct, is a better test than trusting the connection with a week of billing straight away, and it's a natural place to confirm each company posted to the entity you expected.