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Projects and tasks are synced in real-time using webhooks. Work estimates sync from task estimates and timesheets. Project budgets can be synced if the Sage PSA financials module is enabled.
This article covers:
Syncing Projects
This two-way sync automatically mirrors changes made in either Sage PSA or Sage Intacct across both systems, ensuring that linked projects are always up to date in both platforms.
Projects
The chart below identifies the field mapping for projects across Sage Intacct and Sage PSA.
| Sage Intacct | Sage PSA | Definition |
|---|---|---|
| NAME | Name | The name of the project. |
| PROJECTCATEGORY | N/A | Sage PSA does not manage it but is a mandatory field in Sage Intacct. |
| DESCRIPTION | Description | The description of the project. |
| STARTDATE | Start_date | The start date of the project. |
| ENDDATE | End_date | ENDDATE must be within the 365 days of the connection date or any date in the future. |
| CUSTOMER | Client |
The client assigned to the project. If the customer has not been imported into Sage PSA, it is imported with the project. |
| BUDGETAMOUNT | Budget | The Fixed Price amount for the project in Sage PSA. See Project sync rules below. |
| PROJECTID | ID |
The ID of the project. Project IDs will be identical across both platforms. |
| PROJECTSTATUS | Project_stage | See Project sync rules below. |
Project sync rules
General
- Existing projects in Sage PSA in Running stage with an end date within the 365 days of the connection date or any date in the future are exported to Sage Intacct.
- Existing projects in Sage Intacct in Active status with an end date within 365 days of the connection date or any date in the future are imported into Sage PSA.
- New Opportunity/Planning projects created in Sage PSA sync to Sage Intacct as Intactive.
- New Active projects created in Sage Intacct sync to Sage PSA as Running.
- Custom fields created in Sage PSA do not sync to Sage Intacct.
Creating projects
- Projects created in Intacct will reflect a Fixed Price project budget type in Sage PSA.
- Fixed Price, T&M, and Retainer projects in Sage PSA will reflect a Contract project category in Intacct. Non-Billable projects in Sage PSA will reflect an Internal non-billable project category in Intacct.
- Projects created in Sage PSA via the Duplicate Project function are synced to Sage Intacct overnight and will appear the following day.
- During project creation, you will need to select a Sage Intacct Entity before choosing a project client. The Entity and Client fields will get locked as soon as the project is synced over to Sage Intacct.
Deleting projects
- If a project is deleted in Sage Intacct, the corresponding project is unlinked in Sage PSA but not deleted.
- If a project is deleted in Sage PSA, the corresponding project is not deleted in Sage Intacct. If the project remains active in Intacct, it gets re-imported into Sage PSA during the next overnight sync.
Project IDs
- When projects created in Sage PSA are first exported to Sage Intacct, the corresponding project ID will match the ID in Sage PSA.
- When a project is imported from Intacct, the Sage PSA project ID will match the ID in Intacct.
Project resources
For projects that originate in Sage PSA and sync to Intacct, resources will automatically be added to the project in Intacct as long as the team member profiles are properly linked between Sage PSA and Intacct.
For projects that originate in Intacct and sync to Sage PSA, resources will automatically be added to the project in Sage PSA in any case. Any team members that do not already exist in Sage PSA will be created during the sync and will automatically be linked back to Intacct.
- Time entries will not sync if resources are not linked across platforms.
- It is not possible to remove a resource from a project's team in Sage PSA if the resource has registered time on the project.
Project status
- Sage PSA does not support customizable project status.
- Instead, Sage PSA relies on the ‘Project Status’ field in Sage Intacct, which has two options: active and inactive.
The table below details the synchronization behavior of project statuses between Sage Intacct and Sage PSA.
| Source platform | Source platform Status | Has the project already been imported / exported? | Will the project be imported / exported? | Destination platform Status |
|---|---|---|---|---|
|
Sage PSA Projects that existed prior to the integration |
Running | No | Yes, if the end date is within 12mos prior to the integration connection date or any date in the future. | Active |
|
Sage PSA Projects that existed prior to the integration |
Opportunity, Planning, Halted, Done | No | No | N/A |
|
Sage PSA New projects created post-integration |
Opportunity, Planning |
No |
Yes |
Inactive |
| Sage PSA | Opportunity, Planning, Halted, Done | Yes | - | Inactive |
Sage PSA |
Running |
Yes |
- |
Active |
|
Sage Intacct Projects that existed prior to the integration |
Active | No | Yes, if the end date is within 12mos prior to the integration connection date or any date in the future. | Running |
|
Sage Intacct Projects that existed prior to the integration |
Inactive | No | No | N/A |
|
Sage Intacct New projects created post-integration |
Active | No | Yes | Running |
|
Sage Intacct New projects created post-integration |
Inactive | No | No | N/A |
| Sage Intacct | Inactive | Yes | - | Done |
The table below details the synchronization time of projects between Intacct and Sage PSA.
| Project created in | Pre-existing integration? | Sync | Date and Status conditions apply? |
|---|---|---|---|
| Forecast | yes |
overnight |
yes |
| Sage Intacct | yes |
overnight |
yes |
| Forecast | no |
instant |
no |
| Forecast (duplicated) | no |
overnight |
yes |
| Sage Intacct | no |
instant |
yes |
| HubSpot (templates disabled) | no |
instant |
no |
| HubSpot (templates enabled) | no |
overnight |
yes |
| Salesforce (templates disabled) | no |
instant |
no |
| Salesforce (templates enabled) | no |
overnight |
yes |
| Pipedrive | no |
overnight |
yes |
Syncing Tasks
As with projects, a two-way task sync ensures changes made in either platform reflect in the other. The chart below identifies the field mapping for tasks across Sage Intacct and Sage PSA.
Tasks
| Sage Intacct | Sage PSA | Definition |
|---|---|---|
| NAME | Title | The name of the task. |
| BILLABLE | Billable | The billable status of a task. Financials module must be enabled for non-billable tasks. |
| DESCRIPTION | Description | The description of the task. |
| Estimated DURATION | Estimate | The estimate for the task, in hours. |
| ITEM | N/A | Tasks created in Sage PSA appear as Sage PSA Task. |
| TASK RESOURCES | Task assignees | The users assigned to the task. |
Task sync rules
General
- Tasks synced from Sage PSA to Intacct will appear with a status of In Progress, even if the task status in Sage PSA is To Do or Done.
- Tasks synced from Intacct to Sage PSA will appear with a status of To Do, even if the task status in Intacct is In Progress or Completed.
- Tasks synced from Intacct to Sage PSA will be placed in the Tasks with No Phase section of the Scoping page.
Task hierarchy
- Sage PSA has a maximum task hierarchy level of three.
- Tasks imported from Sage Intacct into Sage PSA maintain parent/child task relationships as long as they do not exceed the maximum hierarchy level.
- Tasks imported from Sage Intacct that exceed the hierarchy level are imported as stand-alone tasks; their relationship to the parent task/task hierarchy is not preserved.
- Tasks exported from Sage PSA to Sage Intacct maintain parent/child task relationships.
Task assignees
- Importing tasks from Sage Intacct to Sage PSA preserves task assignees.
Task IDs
- Sage PSA does not have customizable task IDs.
- Tasks created in Sage PSA will pass their task ID to Sage Intacct.
- Tasks created in Intacct will not pass their task ID to Sage PSA.
Deleting tasks
- Deleting a task in either Sage Intacct or Sage PSA results in the deletion of the corresponding task unless dependent tasks or time entries associated with the task exist.
Related articles
Next step: Syncing Timesheets
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