Use this guide to complete the required setup in Sage Intacct before connecting your Buildertrend and Sage Intacct accounts. 

Overview

The Buildertrend + Sage Intacct integration allows you to connect your accounts and streamline your financial workflows. Once connected, Buildertrend and Sage Intacct automatically sync projects, bills, invoices, and supported payment and status updates, helping reduce manual data entry while keeping both systems aligned. 

With this integration, you will be able to:

• Connect Buildertrend with Sage Intacct 
• Configure accounting settings and default locations 
• Link cost codes, vendors and cost types between systems
• Create and link Sage projects from Buildertrend jobs
• Sync bills and invoices between Buildertrend and Sage Intacct
• Sync supported bill and invoice status updates and payment information between systems
• Sync Buildertrend Client Payments to Sage Intacct 

Sage Intacct remains the source of truth for accounting, while Buildertrend manages job and operational workflows.

Before You Begin

These steps are required to allow Buildertrend to securely connect to your Sage Intacct account. 

Before starting, confirm the following:

• You have full admin privileges in Sage Intacct
• All Sage Intacct setup steps are completed before entering credentials in Buildertrend (follow the steps below) 

Step 1: Enable Web Services

Web Services must be enabled to allow external systems, like Buildertrend, to connect to Sage Intacct. 

1. Sign in to Sage Intacct
2. Navigate to: Company → Admin → Subscriptions
3. Locate Web Services
4. Turn Web Services on if it is not already enabled 

Step 2: Create a Role for the Integration

This role controls what Buildertrend can access in Sage Intacct.

1. Navigate to: Company → Admin → Roles
   
2. Select Add
3. Enter the following: 
   1. Role Name: Buildertrend
   2. Description: Buildertrend Web Services User 
4. Select Save 
5. Open the Permissions section
6. Set ALL permissions for each permission group 
   1. Scroll to the bottom of each permissions page and verify that no permissions were missed
7. Select Save 

Step 3: Create a Web Services User

This user acts as the connection point between Buildertrend and Sage Intacct. 

1. Navigate to: Company → Admin → Web Services Users
2. Select Add to create a new user
3. Enter the following information:
   1.  User ID: Buildertrend
   2.  Username: Buildertrend
   3.  Account Email Address: Enter the email address that should receive the login credentials for the connection
   4.  Contact Name: Enter a new contact not already associated with a Web Services User
   5.  User Type: Business
   6.  Admin Privileges: Off
4.  Assign the Buildertrend role created in Step 2
5. Select Save
   

Step 4: Create a Web Services Authorization

This authorization allows Buildertrend to securely communicate with Sage Intacct. 

1. Navigate to: Company → Setup → Company
2. Select Edit
3. Open the Security tab
4. Scroll to the Web Services Authorizations section 
5. Select Add to create a new web services authorization
6. Enter the following: 
   1. Sender ID: buildertrendMPP
   2. Description: Buildertrend Integration
   3. Status: Active
7. Select Save
   

Step 5: Create an Authorized Client Application

1. Navigate to: Company → Setup → Company
2. Select Edit
3. Open the Security tab
4. Scroll to the Authorized client application section 
5. Select Add to create a new authorized client application
6. Enter the following: 
   1. Client ID: e56f688bb8732d1d7765.app.sage.com
   2. Description: Buildertrend Integration
   3. Web Services User ID: Buildertrend
   4. Status: Active
7. Select Save  

After Completing Setup

Once the steps above are complete, return to Buildertrend to connect your accounts using the credentials created above. 

1. In Buildertrend, navigate to: Company Settings → Accounting → Sage Intacct 
2. Select Start
3.  Enter the following:
   1. Company ID: Found in Sage Intacct under Configuration → Company → General Information Information → Company Information  
   2.  User ID: Buildertrend  

Select Next and follow the prompts to complete the connection.

Once connected, Buildertrend automatically sync supported accounting data with Sage Intacct. You can also select Sync Now from the Sage Intacct integration page to pull the latest supported status and payment updates immediately. A Last Sync Date is displayed so you can verify when data was last refreshed. 

Bill Pay and Sage Intacct

If you use Buildertrend Bill Pay and the Sage Intacct integration at the same time, read this section before you pay anything. Paying the same bill in both systems sends a duplicate payment to your sub or vendor.

How the Two Connect 

Bills move one way only. They flow from Buildertrend into Sage Intacct as draft AP bills. Nothing flows back from Sage Intacct into Buildertrend.
The sync is triggered when you mark a bill Ready for Payment in Buildertrend. That is the same state Bill Pay pays from.
One action puts the bill in two places at once. The bill becomes payable in Buildertrend Bill Pay and it appears as a draft AP bill in Sage Intacct. Neither system knows what the other has paid.

Pay in One Place Only 

Choose one system to pay from and use it for every bill. There is no supported way to run payments out of both.

If you pay through Buildertrend Bill Pay: 

Pay the bill in Buildertrend.
In Sage Intacct, do not post a payment against the matching draft AP bill.
Mark the Sage Intacct bill as paid so it matches the Buildertrend payment and your AP aging stays accurate.

If you Pay through Sage Intacct:
Do not submit the bill for payment in Buildertrend Bill Pay.
Pay the draft AP bill in Sage Intacct the way you normally would.
Marking a bill Ready for Payment in Buildertrend still sends it to Sage Intacct, so review your Bill Pay queue regularly to confirm nothing was paid there by mistake.

Before You Mark a Bill Ready for Payment

Confirm which system your company pays from.
Confirm the bill has not already been paid in the other system.
Check the sub or vendor payment history in both Buildertrend and Sage Intacct if you are not sure.

If a Duplicate Payment Happens

Once a Bill Pay ACH payment starts processing it cannot be voided in Buildertrend. After the funds deposit, the payment is permanent and you must ask your bank for a stop payment. Voiding the bill in Buildertrend is not the same as stopping the payment.
Contact your sub or vendor directly to arrange a refund, then contact our Customer Support team so we can help you review what was sent.

Buildertrend to Sage Intacct Data Mapping Guide

Accounting Settings Configuration Workflow

Cost Code Linking

Establish a link between existing cost codes in Buildertrend and standard tasks in Sage.

Cost Code Data Mapping:

Buildertrend	Data Flow	Sage
Cost Code	<< >>	Standard Task / Cost Code
Cost Code Title	>>	Standard Task ID Standard Task Name

 

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Sub/Vendor Linking

Establish a link between existing subs/vendors in Buildertrend and Vendor IDs in Sage.

Sub/Vendor Data Mapping:

Buildertrend	Data Flow	Sage
Sub ID	<< >>	Vendor ID
Primary Contact	<< >>	Contact Name / First Name / Last Name
Name	<< >>	Name / Company Name
Cell	<< >>	Cell Phone
Fax	<< >>	Fax
Street / City / Sate / Zip	<< >>	Mail Address
Email	<< >>	Email
Phone	<< >>	Phone

 

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Cost Type <> Item ID Linking

Map Buildertrend cost types to Sage item IDs which can be sent to Sage on a bill line item.

Buildertrend	Data Flow	Sage
Cost Type	<< >>	Item ID

 

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Job Settings & Data Mapping

Buildertrend	Data Flow	Sage
Job Name	>>	Project Name
Job Number	>>	Project ID
Default Location ID (Selected on Accounting Settings page in BT)	>>	Sub Location ID
Client	>> / << >>	Customer
Notes	>>	Description
Projected Start	>>	Begin Date
Projected Completion	>>	End Date
Street / City / State / Zip	>>	Address fields
Job Status	>>	Status

Client Data Mapping

You can either create a new customer in Sage from a client in Buildertrend or link an existing Sage customer to a client in Buildertrend during job creation.

Buildertrend	Data Flow	Sage
Client Name	<< >>	Customer Name
Client Email	<<>>	Customer Email
Client Address	<<>>	Customer Address

 

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Bills Settings & Data Mapping

Set default General Ledger (GL) account for all Bills created in Sage from Buildertrend.

 

Buildertrend	Data Flow	Sage
Bills Settings (Sage GL Account)	<<	GL Account

 

Map Buildertrend Cost Type to Item IDs in order to generate an Item ID on bill line items in Sage.

Buildertrend	Data Flow	Sage
Cost Type*	<<>>	Item ID

Default Location ID Settings

Set default location ID to be assigned for all projects and bills created in Sage from Buildertrend.

Buildertrend	Data Flow	Sage
Default Location	<<	Sub Location IDs

 

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Bills Sync Workflow (Accounts Payable)

Create synced AP bills in Sage from the Bills workflow in Buildertrend.

Preconditions for Bill Sync:

• Buildertrend job must be linked to a project in Sage
• Cost codes must be linked to Standard Tasks/Cost Codes in Sage
• Subs/Vendors must be linked to Vendor ID in Sage
• Bill must be marked ‘Ready for Payment’ in Buildertrend

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Bill Data Mapping

Buildertrend	Data Flow	Sage
JobID	>>	Project ID
Sub/Vendor	>>	Vendor ID
Description	>>	Description
Created Date	>>	Date
Bill Line Item Title	>>	Bill Line Memo
Builder Cost	>>	Amount
Cost Code	>>	Standard Task / Cost Code
Cost Type**	>>	ItemID
Default Location ID (Selected on Accounting Settings page in BT)	>>	Location ID
Default General Ledger Account (Selected on Accounting Settings page in BT)	>>	Account
Bill Status (Trigger bill create event when Bill reaches ‘Ready for Payment’ in BT)	>>	Status (Bills will be created in Sage in ‘Draft’ status)

 **If Cost Type is blank on a bill line item in Buildertrend, then we will assign the default GL account on the Sage AP bill line item. 

Bill Payment Sync:

After a synced bill is marked as paid in either Buildertrend or Sage Intacct, supported payment status updates automatically sync between both systems. Changes made in Sage are included during the scheduled sync or can be retrieved immediately using Sync Now.

✏️ Note: Marking a bill as Paid in Buildertrend updates the bill's payment status in Sage Intacct but does not create a payment record. If a payment record is required in Sage Intacct, it must be entered manually. 

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Invoice Sync Workflow (Accounts Receivable)

Create synced AR invoices in Sage Intacct from the Invoicing workflow in Buildertrend.

Preconditions for Invoice Sync:

• Buildertrend job must be linked to a project in Sage
• Client must be linked to or created as a Customer in Sage
• Cost codes must be linked to Standard Tasks / Cost Codes in Sage
• Cost types must be mapped to Item IDs in Sage
• Invoice must be marked as Approved in Buildertrend (trigger state)

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Invoice Data Field Mapping

Buildertrend	Data Flow	Sage Intacct
Job ID	>>	Project ID
Client	>>	Customer ID
Invoice Number	>>	AR Invoice Number
Invoice Date	>>	Invoice Date
Due Date	>>	Due Date
Description / Notes	>>	Description
Total Amount	>>	Total Due
Default Location ID (from Accounting Settings)	>>	Location ID

Invoice Payment Sync:

After a synced invoice is paid, supported payment status updates automatically sync between Buildertrend and Sage Intacct. 

Client Payments processed through Buildertrend create a corresponding payment record in Sage Intacct. Offline payments recorded manually in Buildertrend update the invoice status in Sage Intacct but do not create a payment record. 

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Line Item Mapping

 

Buildertrend	Data Flow	Sage Intacct
Invoice Line Item Name	>>	Line Description
Quantity	>>	Quantity
Unit Price	>>	Unit Price
Line Total	>>	Amount
Cost Code	>>	Standard Task / Cost Code
Cost Type	>>	Item ID
Progress Invoicing
Retainage