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Syncing Timesheets

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

⏱️ 7 minute read

Timesheets are synced in real-time using webhooks based on the configuration settings selected in Connecting Sage PSA.

Timesheet Sync Rules

Timesheets may be entered in Sage PSA or Sage Intacct. The one-way sync is controlled by the setting Use Sage PSA for Timesheets as defined in Connecting Sage PSA.

Note: Timesheets sync only if their associated project is synced. If a project is not synced, time entries reported against it will not sync.
Sage PSA Sage Intacct
  • Approved time entries made in Sage PSA are exported to Sage Intacct.
  • Time entries made in Sage Intacct after June 1, 2025 are exported to Sage PSA. 
  • Time entries made in Sage Intacct are not imported into Sage PSA.
  • It is not possible to create time entries in Sage PSA.
 
  • Any employees associated with time entries not yet imported into Sage PSA are imported from Sage Intacct

Additional timesheet sync rules

General

  • Timesheets dated before June 1, 2025 do not sync by default. If you need to import historical timesheets from Intacct, please reach out to Sage PSA Support. 
  • Timesheets with zero hours or less will not be synced. 

Editing time

  • Once timesheets are imported into Intacct, any subsequent edits made in Intacct will not be reflected back in Sage PSA.

Deleting time 

  • Deleting a time entry in Sage Intacct deletes the linked time entry from Sage PSA.
  • Rejecting a timesheet in Sage PSA deletes the corresponding timesheet in Intacct.

Billable status

  • When exporting a time entry from Sage PSA to Sage Intacct, the billable status in Sage Intacct is determined by the billable status of the associated Sage PSA task.
  • The allocation between the “Time Entry” and “Billable Time” fields in Sage PSA does not influence the export. For billable tasks, the full amount entered in “Time Entry” is exported.
  • Financial modules must be enabled in Intacct for non-billable tasks.

Timesheet Approval

When the setting, Use Sage PSA Timesheets is enabled:

  • Unapproved timesheets in Sage PSA do not export to Sage Intacct.
  • Once a timesheet is approved in Sage PSA, its entries will export to Sage Intacct.
  • Billable projects must have an assigned client in Sage PSA in order to sync time logged against the project.
  • If an approved timesheet is rejected in Sage PSA in the future, the previously exported time entries are deleted from Sage Intacct. This prevents duplicate time entries from appearing in Sage Intacct if the timesheet is approved again in Sage PSA.
  • Re-approval of a rejected timesheet in Sage PSA will export the time entries to Sage Intacct. 
  • If an operation in Sage PSA on time entries that have already been exported and linked to Sage Intacct cannot be completed due to restrictions in Sage Intacct, the user will receive an error message outlining the specific reason. There could be several reasons for this failure, such as attempting to modify the task of a linked time entry to one that has not yet been exported.

Data Flow and Field Mapping

The following table outlines the Sage PSA fields used in timesheet syncing and the corresponding fields in Sage Intacct.

Sage Intacct Sage PSA Definition
EMPLOYEEID Person Field is mapped upon creation of a time registration in either system. Subsequent changes are not synced.
BEGINDATE Date Start date for the working week
DESCRIPTION N/A There is not a description field in Sage PSA does not have a description field for timesheets. When a timesheet is exported from Sage PSA to Sage Intacct, Created by Sage PSA will appear in the description. 
TIMESHEET ENTRY>PROJECTID Project_id Field is mapped upon creation of a time registration in either system. Subsequent changes are not synced.
TIMESHEETENTRY>TASKID Task Field is mapped upon creation of a time registration in either system. Subsequent changes are not synced.
TIMESHEETENTRY>BILLABLE N/A Determined by the Sage PSA task billable/nonbillable status. Non-billable tasks require financials module.
TIMESHEETENTRY>ENTRYDATE Date Date of the time entry.
TIMESHEETENTRY>QTY Time_registered Amount of time entered.
TIMESHEETENTRY>DEPARTMENT User/Department If the project has a department in Sage Intacct, the timesheet will apply that department. The user's department will be applied for Sage Intacct projects without departments.
TIMESHEETENTRY>LOCATION N/A Project Location will be applied if the project's location is determined. If the project does not have a location, the project's entity will be applied.
TIMESHEETENTRY>NOTES Notes Notes entered for the time entry.
TIMESHEETENTRY>STATE Timesheet state

Mapped ONLY when the time registration is created in Sage Intacct. Subsequent changes are not synced.

If the timesheet status (in Sage PSA) is either Submitted or Approved, the status in Sage Intacct will be set to Submitted; otherwise, it will be set to Draft.

Timesheet Settings

Timesheet sync is configured once the integration is connected, see Connecting Sage PSA for details. The following additional time management settings must be enabled in Sage PSA and/or Sage Intacct, depending your integration's configuration.

Note: Timesheets sync only if their associated project is synced. If a project is not synced, time entries reported against it will not sync.

Timesheet settings in Sage PSA

Timesheet Settings in Sage PSA depend on your User restrictions setting in Timesheet rules in Intacct.

User restriction (Sage Intacct) Time registration settings (Sage PSA)
Any user
  • Allow time entries on Done tasks
  • Allow time entries on internal time categories
  • Allow time entries exceeding a task's estimate
  • Allow billable time adjustment on time entry

Note: Any user can log time on any project's tasks.
Only users assigned to the project
  • Allow time entries on Done tasks
  • Allow time entries on internal time categories
  • Allow time entries exceeding a task's estimate
  • Allow billable time adjustment on time entry

Note: Users must be assigned to the project team.
Only users assigned to the project and task 
  • Allow time entries on Done tasks
  • Allow time entries on internal time categories
  • Allow time entries exceeding a task's estimate
  • Allow billable time adjustment on time entry
  • Require task assignment for time entry

Note: Users must be assigned to the project team and assigned to tasks.

To access User restriction setting in Sage Intacct

  1. Log into Intacct. 
  2. From Applications, select Projects. 
  3. On Setup, select Configuration. 
  4. From Configure Project, select Time Configuration. 
  5. Scroll down to Timesheet rules. 
  6. Select your default User restriction. 
Timesheet_rules_intacct_2.png

Once you have defined User restrictions in Sage Intacct, select the corresponding Time registration settings in Sage PSA using the chart above. 

To access Time registration settings in Sage PSA

  1. Click Admin. 
  2. Select Time Management from the dropdown.
  3. In Time registrations settings, tick the boxes for the settings that correspond to your Intacct User restriction setting.

Timesheet settings in Sage Intacct

Timesheets entered in Sage Intacct must be tracked by project and task in order for the entries to sync with Sage PSA. 

  1. Log into Sage Intacct. 
  2. From the main menu, select Projects. 
  3. Select Setup, then Configuration. 
  4. Under Configure Projects, expand Timesheet settings.
  5. In Track time by select Project and task. 
  6. In Timesheet duration, select Weekly.

Additionally, ensure the following timesheet rules setting is selected in Sage Intacct. 

  1. From Projects, select Configure Projects. 
  2. Expand Timesheet rules.
  3. Scroll down to Enable duplicates.
  4. Check the box for Lines in a timesheet. 

Timesheet Approval

If you manage timesheets in Sage PSA, you can approve them in Sage PSA. If you select Use Sage PSA for timesheets, only approved time entries sync to Sage Intacct and you will need to configure Timesheet Approval in Sage PSA.

To enable Timesheet Approval in Sage PSA

Configuration Settings

  1. From Admin, select Configure Sage PSA.
  2. Go to Configuration Settings.
  3. Select Use Sage PSA for Timesheets.

Time Management settings

  1. Click Admin.
  2. Select Time Management from the dropdown. 
  3. Scroll down to Timesheet Approval. 
  4. Toggle on Timesheet Approval. 
    TimesheetApproval.png

To use Timesheet Approval in Sage PSA, timesheet approval must be disabled in Sage Intacct. 

To disable timesheet approval in Sage Intacct

Projects module

  1. Log into Sage Intacct. 
  2. From Projects, select Configure Projects. 
  3. Expand Timesheets approval settings. 
  4. De-select Enable approval.
    DisableTimesheetApproval_SageIntacct_PSA.png

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