Syncing Projects and Tasks

This article relates to Sage PSA. For help with Forecast, see Forecast Help Center.

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
Syncing Tasks

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.

Note: Active or Running projects with an end date within 12mos prior to the integration connection date or any date in the future will be synced. Timesheets sync only if their associated project is synced.

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. If you are creating projects in Sage PSA and want the IDs to sync, you will need to turn off incrementing project IDs in Intacct.
PROJECTSTATUS	Project_stage	See Project sync rules below.

Project sync rules

General

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.
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.
Custom fields created in Sage PSA do not sync to Sage Intacct.

Creating projects

Projects created in Sage Intacct reflect a Fixed Price project budget type.
Project budget type is defined (Fixed Price, T&M, Retainer, Non-Billable) on projects created in Sage PSA.

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 and is not re-imported into Sage PSA.

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 Sage Intacct, the Sage PSA project ID will not be the same as that of Sage Intacct.
Project IDs cannot be changed in Sage PSA but can be modified in Sage Intacct. If the project ID is changed for an active linked Sage Intacct project with an end date within the next 12 months, the project will be re-imported into Sage PSA, resulting in a duplicate.

Project resources

Once a project is synced from Sage PSA to Sage Intacct, resources will need to be added to the project in Sage Intacct manually.
Time entries will not sync if resources have not been added to the projects in both platforms.

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	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	Opportunity, Planning, Halted, Done	No	No	N/A
Sage PSA	Opportunity, Planning, Halted, Done	Yes	-	Inactive
Sage Intacct	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	Inactive	No	No	N/A
Sage Intacct	Inactive	Yes	-	Planning, if the project stage is Halted or Done. Unchanged, if the project is in any other stage.

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.
ESTQTY	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

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.
Custom task IDs must be enabled in Sage Intacct in order for Sage PSA task IDs to match Sage Intacct task IDs.

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.

Next step: Syncing Timesheets

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