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Timesheets are synced in real-time using webhooks based on the configuration settings selected in Connecting Sage Intacct.
Timesheet Sync Rules
Timesheets may be entered in Forecast or Intacct. The one-way sync is controlled by the setting Use Sage Intacct Timesheets as defined in Connecting the Sage Intacct Integration.
| Forecast | Intacct |
|---|---|
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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 Forecast 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 Forecast.
Deleting time
- Deleting a time entry in Sage Intacct deletes the linked time entry from Forecast.
- Rejecting a timesheet in Forecast deletes the corresponding timesheet in Intacct.
Billable status
- When exporting a time entry from Forecast to Intacct, the billable status in Intacct is determined by the billable status of the associated Forecast task.
- The allocation between the “Time Entry” and “Billable Time” fields in Forecast 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 Forecast Timesheets is enabled:
- Unapproved timesheets in Forecast do not export to Intacct.
- Once a timesheet is approved in Forecast, its entries will export to Intacct.
- Billable projects must have an assigned client in Forecast in order to sync time logged against the project.
- If an approved timesheet is rejected in Forecast in the future, the previously exported time entries are deleted from Intacct. This prevents duplicate time entries from appearing in Intacct if the timesheet is approved again in Forecast.
- Re-approval of a rejected timesheet in Forecast will export the time entries to Intacct.
- If an operation in Forecast on time entries that have already been exported and linked to Intacct cannot be completed due to restrictions in 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 Forecast fields used in timesheet syncing and the corresponding fields in Intacct.
| Intacct | Forecast | 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 Forecast does not have a description field for timesheets. When a timesheet is exported from Forecast to Intacct, Created by Forecast 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 Forecast 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 Intacct, the timesheet will apply that department. The user's department will be applied for 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 Intacct. Subsequent changes are not synced. If the timesheet status (in Forecast) is either Submitted or Approved, the status in 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 the Sage Intacct Integration for details. The following additional time management settings must be enabled in Forecast and/or Intacct, depending your integration's configuration.
Timesheet Settings in Forecast
Timesheet Settings in Forecast depend on your User restrictions setting in Timesheet rules in Intacct.
| User restriction (Intacct) | Time registrations settings (Forecast) |
|---|---|
| Any user |
Note: Any user can log time on any project's tasks. |
| Only users assigned to the project |
Note: Users must be assigned to the project team. |
| Only users assigned to the project and task |
Note: Users must be assigned to the project team and assigned to tasks. |
To access User restriction setting in Intacct
- Log into Intacct.
- From Applications, select Projects.
- On Setup, select Configuration.
- From Configure Projects, select Time configuration.
- Scroll down to Timesheet rules.
- Select your default User restriction.
Once you have defined User restrictions in Intacct, select the corresponding Time registration settings in Forecast using the chart above.
To access Time registration settings in Forecast
- Click Admin.
- Select Time Management from the dropdown.
- In Time registrations settings, tick the boxes for the settings that correspond to your Intacct User restriction setting.
Timesheet Settings in Intacct
Timesheets entered in Intacct must be tracked by project and task in order for the entries to sync with Forecast.
- Log into Intacct.
- From Applications, select Projects.
- Select Setup, then Configuration.
- From Configure Projects, select Time configuration.
- Expand Timesheet settings.
- In Track time by select Project and task.
- In Timesheet duration, select Weekly.
Additionally, ensure the following timesheet rules setting is selected in Intacct.
- From Applications, select Projects.
- On Setup, select Configuration.
- From Configure Projects, select Time configuration.
- Expand Timesheet rules.
- Scroll down to Enable duplicates.
- Check the box for Lines in a timesheet.
Timesheet Approval
If you manage timesheets in Forecast, you must approve them in Forecast. If you select Use Forecast for timesheets, only approved time entries sync to Intacct and Timesheet Approval is automatically enabled within Forecast.
To enable Timesheet Approval in Forecast
Configuration Settings
- From Admin, select Configure Sage Intacct.
- Go to Configuration Settings.
- Select Use Forecast for Timesheets.
To use Timesheet Approval in Forecast, timesheet approval must be disabled in Intacct.
To disable timesheet approval in Intacct
Projects module
- Log into Intacct.
- From Projects, select Configure Projects.
- Expand Timesheets approval settings.
- De-select Enable approval.
Related Articles
- Connecting the Sage Intacct Integration
- Syncing Clients and Users with Sage Intacct
- Syncing Projects and Tasks with Sage Intacct
Next Step: Syncing Invoices with Sage Intacct
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