Review extracted bill details, apply Intacct coding, and follow the bill through approval, payment, and final result checks. If a bill is already in Intacct, start with its existing record before entering it again.
This article covers USD bills and payments. For a foreign-currency workflow or a configuration that differs substantially from the Best practices baseline, contact MakersHub support to review compatibility before proceeding.
For a new connection, start with Connect Sage Intacct. Use Working with Sage Intacct entities for operating-context and coding-record checks, and Vendors in a multi-entity company when identifying or linking the intended vendor. Return here after completing the checks needed for this bill.
Direct Entity selects an Intacct location and its associated entity context, or Top level; the bill’s Entity and each line’s Entity are separate coding choices. Use Direct Entity explained for its meaning and location. Entity tracking is established during initial setup using Single-entity and multi-entity configuration; contact support before changing it on an existing integration.
Start with the right bill
| Where the bill is now | Your starting point |
|---|---|
| New to MakersHub and Intacct | Enter it in MakersHub, confirm the vendor and coding, then follow Check coding, then approve and sync below. |
| Already in MakersHub, awaiting its first Intacct sync | Continue on that existing bill; check coding and follow Check coding, then approve and sync below. If a matching bill also exists in Intacct, contact support to confirm the link before syncing or importing again. |
| Already in MakersHub and linked to Intacct | Continue with that bill. Syncing a linked bill updates its Intacct record. |
| Already in Intacct, but not in MakersHub | Use the import steps below. The initial connection sync makes Intacct data available; it does not by itself create a MakersHub bill for review. |
For an existing Intacct bill or an AP/vendor credit recorded as a negative bill:
- In the MakersHub bill list, open Action, then Import from Sage Intacct. This action is available with MakersHub Admin or Accounting access.
- Set Type to Bills, then find the intended vendor and bill or negative credit. If the Intacct data needs updating, use Integration Data > Synced Data List > Bills, select the row's refresh icon, and confirm Refresh Data. The import dialog's refresh alone does not bring the latest bill changes from Intacct; complete that Integration Data refresh first.
- Choose Import for Review to inspect coding and approvals before payment. Import Directly to Accounts Payable also attempts to approve the imported bill immediately.
For this negative-bill credit route, use Bills, not Vendor Credits. Confirm the negative amount and compare the credit's unused balance and existing applications in Intacct before using it. If the intended credit is missing or its available amount does not reconcile, contact support before importing or applying another credit.
Check earlier payments before paying an imported bill. The import brings in the bill total, not its previous payment history. Compare the MakersHub amount with the unpaid balance and payments in Intacct. If they do not reconcile, contact support before scheduling or marking another payment.
MakersHub rejects an import when that Intacct record is already linked. Also check for an independently entered duplicate.
If Import Directly to Accounts Payable reports an approval failure, the import can still have succeeded:
- Look for the imported MakersHub bill before retrying.
- If it exists, open that bill and use the double-check icon, View Synced Record, to inspect its Intacct link.
- Resolve the displayed approval issue before using Approve on that same bill.
Continue on the existing bill rather than importing or entering it again.
Check coding, then approve and sync
Before approval, check the bill dates, each line's G/L account, and the Entity and Department required for that transaction. A line's explicit Entity or Department takes precedence over the bill's selection.
The saved connection must permit the chosen location coding. An entity context works with locations within that entity; use Top level for coding across available entities where your access and transaction-entry settings permit it. Changing the bill’s Entity does not switch Direct Entity. Use Choose the connection context for your work for the distinction, or Choose the connection's Direct Entity when a connection change is needed.
For a sync message requiring Location, Department, or another dimension, check the bill's value and its G/L account requirements. The connection choice does not supply every missing dimension. If approval locks the field, use Handle changes without duplicating a payment below; keep the existing bill and initial entity-tracking setup.
For missing or unexpected coding options, return to Check the record types your bill needs, then resume this bill.
Using additional Construction coding? See Sage Intacct and CRE for the subscription context. MakersHub supplies Project, Cost Code, Cost Type, and Employee | EQ for applicable AP bill lines and refreshes their options from Intacct during ongoing sync. Use Choose coding for each line for selection and display checks. For a card refund, follow Credit card credits; its coding differs.
Intacct can require dimensions on a G/L account in addition to your company settings. Review Intacct's Require dimensions guidance for the selected account.
| Before sending the bill | Check this |
|---|---|
| Lines use different entity or Construction coding | Check Consolidated Bill Items Sync under Bill Settings > Data Processing, in the Data Sync With section. Consolidation can retain the first line's coding when lines are combined. Turn it off before syncing lines that need separate Entity, Department, or Construction coding. |
| Tax, shipping, or fees change the total | Verify every intended amount is represented by a bill line, then compare the Intacct lines and total. Ordinary bill lines are sent; a separate tax, shipping, or fee amount outside those lines is not included. |
Refunding a credit to a card? Choose that route before the approval that triggers Intacct sync. Ordinary Approve can create a vendor credit that the card action cannot convert. With Sync on First Approval enabled, this can happen before final approval. Use Choose the card action before first sync, then complete that credit's result checks.
Use Approve/Reject a Bill for approval. Intacct bill sync follows full approval, or Sync on First Approval when enabled. To check that setting:
- Open Bill Settings.
- Open Approval Workflow if shown; otherwise open Workflow.
- Review Sync on First Approval.
For who approves and rule priority, use Create approval workflows.
MakersHub approval, Intacct sync, and bank payment are separate results. After approval, inspect the linked Intacct bill. The double-check icon, View Synced Record, opens its stored sync data without running a new sync. A manual Re-sync displays its result beside that button.
Bill sync does not update a linked vendor's details. Use Keep vendor details current for those changes, restore and verify the intended Company ID and Direct Entity using that procedure, then return to the bill.
Understand Selected bills and draft payments
| What Intacct shows | What it means for this bill |
|---|---|
| Draft bill | The bill has been created but has not been submitted or posted. It is not the same as a posted bill waiting for payment. |
| Selected bill | A payment has been selected or is in progress; payment is not yet complete. |
| Draft payment request | A separate, unsubmitted payment request; Draft describes the request here, not the bill. |
See Intacct's bill-state descriptions. Here, Selected refers to the Intacct bill state.
In Intacct, the Outbox is the holding area for draft payment requests. A bill added there can be Selected while its payment request is Draft; that draft request has no General Ledger effect. Inspect the existing payment request when investigating a held bill. Intacct's Pay bills basics.
Initial sync and manual Bills refresh include Posted and Partially Paid bills. Payment against a Selected bill requires enough available amount. MakersHub treats an entire bill line committed to another payment as unavailable, including its unselected remainder. A partly committed credit can still have an eligible unused amount. These are MakersHub payment-sync checks, separate from Intacct's amount-selection rules.
A draft payment can hold the amount you need. If the sync result ends with A draft payment holds the rest., inspect the existing payment request in Intacct before trying another payment. Complete the intended request or follow the state-specific cancellation checks in Handle changes without duplicating a payment below.
Choose the payment action and account
| Your intention | MakersHub action |
|---|---|
| Send money through MakersHub | Use Schedule Payment for one payable, or Schedule Payments for selected payables. |
| Record a payment made outside MakersHub | Use Mark as Paid, or Mark All as Paid for selected payables. This records payment; it does not send the vendor money. |
Before scheduling, confirm that the funding account and vendor's payment details are verified and the required MakersHub payment authorization is available. These checks are separate from a working Intacct connection. For payment-authorizer access and rules, use Authorization Workflow. Use the Intacct account checks below for this integration.
If Always Require Tax Form (W-9) is enabled, complete the applicable tax-form check before scheduling; the documented Admin override is a separate action. Use Update your Settings and Verify Tax Form for those tax-form controls.
For a scheduled payment:
- Check Pay From.
- In your user menu, open Payment Settings > Bank Accounts.
- Inspect Chart of Account beside that same funding bank account.
If those controls are unavailable, contact MakersHub support.
For an outside payment, check Select Payment Account..., Payment Date, and Pmt Number in Mark Accounts Payable as Paid. Confirm the account actually used; an expense G/L account is not a substitute for the payment account.
Check that the Intacct account is available to the paying entity using Check the record types your bill needs. Intacct does not allow an entity-created bill to be paid from a different entity's private bank account. See Intacct's AP multi-entity guidelines.
The method recorded in Intacct is Credit Card for a mapped card account and EFT for other mapped payment accounts. That accounting method is separate from how MakersHub delivers the vendor's payment; an EFT entry alone is not evidence of delivery or bank settlement. For a negative credit refunded to a card, follow Credit card credits.
For Mark as Paid, the date sent to Intacct is the recorded payment date. For a payment through MakersHub, the Intacct payment date can differ from the scheduled date. Verify the date on the resulting Intacct entry alongside the MakersHub payment record.
Apply vendor credits before cash
This section applies an AP/vendor credit against a bill. For a refund to a credit card, use Credit card credits before approving the credit.
For a payment through MakersHub:
- Select the bill and vendor credit together in Accounts Payable.
- Choose Schedule Payments.
- Before authorizing, check that they form the intended payment and the remaining cash amount is correct.
MakersHub applies the included eligible credits before cash. This describes the MakersHub payment, not an automatic credit-selection order in Intacct’s own payment screens.
Confirm the credit and bill's owning entities before applying the credit. If Intacct is configured to limit AP credits to their owning entities, credits apply only to bills owned by the same entity. A visible credit is not proof that it can be used for this bill. Use Working with Sage Intacct entities for ownership checks and Intacct's credit-application guidance for the setting.
Schedule Payments requires a positive cash amount after credits are applied, and the standard Mark as Paid dialog requires a payment account. If you cannot complete a credit-only settlement with the available action, contact support before paying cash. Do not add an unwanted cash payment to work around the available action.
Check discounts separately. MakersHub's Apply Discount changes the bill through a negative bill line; it is not a native Intacct payment-discount adjustment. If your workflow depends on Intacct's payment-term discount treatment, contact support to confirm the approach before applying it.
Verify the accounting and payment results
Find the original bill in Intacct
In Intacct: open Accounts Payable > All > Bills in the intended company.
If you are working at Top level, include entity-created records when looking for a bill created within an entity:
| Intacct list interface | Filter to use |
|---|---|
| Enhanced list | Select Filters, enable Include entity records, then select Apply. |
| Classic list | Select Include private. |
See View bills in Intacct for both interfaces. The entity where a bill was created is separate from the locations coded on its lines; changing a list filter does not change either. Intacct’s entity-record list guidance also describes Show entity for identifying where entity records were created.
Match the bill number and vendor, and the Intacct record ID when known. Inspect that original bill’s state, total, payments, credits, and remaining balance before deciding it is missing or repeating an action.
Check each result separately
| Result to verify | What to inspect |
|---|---|
| MakersHub bill or payment saved | Check the MakersHub bill/payment and its amount. A saved Mark as Paid result does not establish that the payment is recorded in Intacct. |
| Intacct sync succeeded | For a linked payment, open View Synced Record to inspect stored sync data. Check the Intacct bill, payment request, applied credits, and balance. After a manual Re-sync, read its result beside the button. A MakersHub paid indicator alone does not establish success in Intacct. |
| Intacct payment approval and posting | Distinguish an Approved payment request from a Complete, posted payment. Follow Intacct's remaining approval/posting workflow where applicable. |
| Money reached the vendor | Check the payment's banking/delivery status. A payment recorded in Intacct does not establish that bank processing or delivery is complete. |
Use Intacct's payment workflow for the request states. Keep its accounting result separate from the MakersHub payment's delivery result.
A MakersHub bill's paid indicator can change after the bill's status changes in Intacct, including returning to unpaid. Compare the actual Intacct balance and payment records with the MakersHub payment's banking status. An unpaid indicator does not itself reverse funds or reopen a completed bank payment.
After refreshing Integration Data > Synced Data List > Bills, compare existing payments, credit allocations, voids, and reversals in both products to confirm that their payment histories agree.
For recorded failures, use Sync errors, then return to this same bill/payment and complete the result checks here. An empty error list does not establish success.
Check before retrying. If MakersHub and Intacct disagree after a save or sync error, inspect both records and the payment's banking status before creating another payment. Contact support with the existing records if you cannot establish what succeeded.
If the reported problem is a sign-in failure, lockout, or connection hold, use Sign-in, lockouts, and connection holds, then return to this same bill/payment and complete the checks above. Restored access does not establish the earlier accounting result. A connection hold does not stop MakersHub payments or cancel an operation already sent to Intacct.
Handle changes without duplicating a payment
Check with support before deleting a linked bill in Intacct. A later sync can remove its imported entry as well as the corresponding MakersHub bill and link. Deleting the Intacct bill does not stop a MakersHub payment or establish that its banking activity was canceled.
Inspect the existing Intacct bill and payment results before changing the MakersHub bill.
For an approved bill without a payment record, use MakersHub Admin or Accounting access:
- Open the existing bill.
- Select Un-approve, beside Approved at the bottom, when available to return it to the approval workflow.
- Correct the coding and submit the same bill through approval again.
If a payment record locks the bill or the expected edit control is unavailable, follow the applicable payment-state checks below or contact support.
Un-approve does not cancel an Intacct payment request or release the amount held by that request. Preserve the existing bill and Intacct link rather than deleting and recreating it to correct a dimension.
| What needs to change | Safe next action |
|---|---|
| An existing Intacct Draft request holds the bill | Inspect the request in Intacct. Make the required payment-request change in Intacct; complete the intended request or use the applicable Intacct cancellation procedure below. |
| An Approved or Posted payment needs changing | Read the sync result and use the Intacct procedure for that state, then verify the resulting payment in Intacct. |
| The payment method on an existing Intacct request is wrong | Intacct does not allow changing that method in place. Check whether the request can be canceled and submitted again with the correct method. |
| An Intacct payment is already posted or a check has progressed | Use the applicable void/check procedure and verify the banking consequences separately; request cancellation, accounting void, payment stop, and refund have different effects. |
For cancellation, start in the entity where the request was created and check its current check-processing stage. A printed but unconfirmed check must be voided before its payment request can be canceled. Use Intacct's unconfirmed-check procedure for that stage. Follow Intacct's cancel-payment-request procedure, then inspect the bill and request again before retrying.
For an editable request, Intacct's payment-request editing guidance explains which fields can change and when approval must run again.
For bill edits, check Intacct's Selected/paid-bill restrictions or unpaid-bill editing guidance for the current state. Coordinate changes with anyone or any other AP tool working on the bill: a later MakersHub bill sync can overwrite Intacct changes.
An Intacct void reverses the accounting effect. For Standard ACH, it does not stop the bank's payment process. For money sent through MakersHub, use Edit, Reschedule, or Stop a Payment for the available action at its current stage. Stopping delivery to the vendor and refunding the funding debit are separate actions. Requesting a refund locks the MakersHub bill against reprocessing its payment through MakersHub. Contact support to confirm whether the bill can be used for a later MakersHub payment before requesting the refund.
Finish with the same bill in view
Before leaving the bill, confirm:
- The vendor, operating context, account, and line coding match the intended Intacct transaction.
- The Intacct sync result and linked bill/payment show the expected amounts and credits.
- Any remaining Intacct approval, posting, or held-payment action is understood.
- The MakersHub payment's banking or delivery status is checked separately from Intacct accounting.
If a result remains unclear, contact MakersHub support with the bill/payment identifiers, entity, action taken, and exact message. Include whether money was scheduled, sent, or only recorded as paid. Resolve that uncertainty before creating another payment.
If your next task is a refund to a card, continue with Credit card credits.
Return to Overview, Best practices, Working with Sage Intacct entities, or Vendors in a multi-entity company for the related task.