Integrate Sage Intacct With BigTime

Table of Contents

• Overview
• Before You Begin
  • Requirements
  • Important: Two Separate Configurations in Sage Intacct
• Required Setup in Sage Intacct
  • Step 1: Create or Verify the Web Services User
  • Step 2: Authorize the BigTime Sender ID
  • Step 3: Connect BigTime to Sage Intacct
• Set Up the Integration in BigTime
• What Data Syncs Between BigTime and Sage Intacct
• Integrated Project Fields
• Integrated Staff and Vendor Fields
• Customize Your Intacct Integration Settings
• Common Error Messages and Solutions
  • Error
  • How to Fix It
• Advanced Notes

Overview

With this integration, you can sync Customers, Projects, Employees, Accounts, Invoices, Payments, and Time between BigTime and Sage Intacct. This means you can add, edit, or remesove data in one system and see it reflected in the other. This article guides you through setting up the BigTime–Sage Intacct integration and customizing your integration settings.

Before You Begin

Before you start setting up the integration, make sure you have the right permissions and that your Sage Intacct environment is properly configured.

Requirements

• Sage Intacct Administrator Access: You’ll need an admin account in Sage Intacct to create or verify web service users and authorize API connections.
  
  
• BigTime Administrator Role: Only BigTime administrators can enable integrations and manage system connections.

Important: Two Separate Configurations in Sage Intacct

The Sage Intacct setup for BigTime requires two distinct configurations, and both must be completed for the connection to work properly:

1.Web Services User – This is a dedicated user account in Sage Intacct that BigTime uses to make API calls.

• User ID must be BigTime (case-sensitive).
• The account must have Full Admin privileges and be active.
• This user’s credentials are stored securely and used for ongoing sync after the initial connection.

2.Web Services Authorization – This is a separate permission step that grants the BigTime integration access to your company’s data via the Intacct API.

• You must explicitly authorize the sender ID BigTime in your Sage Intacct company settings.
• Without this authorization, you’ll see an error message similar to:
  
  “Web services authorization is not valid. The sender ID ‘BigTime’ is not authorized to make Web Services requests to company ID ‘XXXXXX’.”

Both steps must be completed before connecting BigTime to Sage Intacct.

Required Setup in Sage Intacct

Step 1: Create or Verify the Web Services User

1. In Sage Intacct, navigate to:
Company → Admin → Web Services users

2. Add a new user named BigTime (or confirm it exists).

• • User ID: BigTime (case-sensitive)
  • User type: Business
  • Admin privileges: Full Admin rights
  • Status: Active

3. Assign the Full Admin role or a role with Web Services permissions.

4. Save, then set a strong password for this user. This password will not be used in the BigTime UI, but BigTime uses it internally for API calls after setup.

Step 2: Authorize the BigTime Sender ID

⚠️ This is separate from the Web Services User setup and must also be completed.

1. Go to: Company → Setup → Company → Security → Web Services authorizations

2. Click Add.

3. Enter the following:

Sender ID: BigTime (must match capitalization exactly)

Description: BigTime Integration

4. Click Save.

This step explicitly grants the BigTime integration permission to call the Sage Intacct Web Services API on behalf of your company.

Step 3: Connect BigTime to Sage Intacct

1. In BigTime, go to My Company → Integrations → Sage Intacct.

2. Click Connect.

3. Enter your Sage Intacct Admin credentials (not the BigTime WS user).

• • User ID: Admin or System Administrator account
  • Password: Corresponding password

4. Click Next to authorize.

5. BigTime will use the stored BigTime web services user behind the scenes once the initial connection is established.

Set Up the Integration in BigTime

Step 1. Click My Company…Integrations from your navigation bar.

Step 2. Click Sage Intacct under Integrated Applications.

Step 3. Click Enable.

Step 4. A window will populate letting you know that you'll need an admin login, admin password, and company ID. You'll also need to authorize BigTime in your Sage Intacct account. Click Next.

Enter your company ID, then click Next.

Now, you'll also need to enter a Web Services User Login in Intacct to apply to this window in BigTime.

We’ll explain where you can find these details below.
The fields under User Information are the ones you use to log into Intacct: Company ID, Username, and Password.

In this step, you’ll also need to enter the credentials for the Web Services User that was already created in Sage Intacct during setup.
This user allows BigTime to communicate with your Intacct environment through the API.

If you’re not sure where to find this information, check in Sage Intacct under:
Applications → Company → Web Services Users 

and verify that the user BigTime is active.

Use that same User ID and Password in the Intacct Connectivity Setup window in BigTime.

Once all required fields are complete, your setup window should look like this:

Step 5. Click Next (above) to get to the final warning screen (below) 

Step 6. Once Next is clicked (above) you will be shown the Sage Intacct Connectivity Setup Window (below)

At this point, you can close the window, and the initial integration sync will run in the background until complete.

Once you connect, the synchronization between the two systems will begin immediately. You can see the sync occurring on your BigTime homepage. It’s the top red tile in the image below.

Note: If you need to sync your data, then just click on the topmost red tile and click the update now button.

When you sync with Intacct, all of the projects and clients from Intacct will populate in BigTime.

What Data Syncs Between BigTime and Sage Intacct

The following data types sync from Intacct to BigTime:

• Customers
• Projects
• Employees
• Vendors
• Accounts (AR, AP, Checking Accounts, Credit Cards, AR Terms, Classes, Expense Accounts)
• Departments
• Locations
• Project Types
• Time Types
• Expense Types
• Non-inventory Items

Integrated Project Fields

Some project fields use different names in BigTime. Here are the key mappings:

• Department in Intacct is equivalent to Cost Center 1 in BigTime
• Location in Intacct is equivalent to Cost Center 2 in BigTime
• Intacct Class in Intacct is equivalent to BigTime Class in BigTime
• Intacct Project Type is equivalent to Project Type in BigTime
• Intacct Project Manager is equivalent to team member in BigTime

 PO Amount, PO Number, and SO Number are created as custom fields in BigTime.

Integrated Staff and Vendor Fields

Some staff/vendor fields will also have different mappings. 

• Employee ID will create a custom field in BigTime and import that value
• Intacct Channel is equivalent to Class in BigTime
• Employees Title is equivalent to Title in BigTime

Tip: You can adjust terminology anytime under My Company → My Company → Lexicon

Customize Your Intacct Integration Settings

To adjust your integration preferences:

1. Go to Intacct → Integration Settings from your navigation menu.
2. Click Manage.
3. You’ll land on the General tab — this is where you can review and update your integration settings.

Common Error Messages and Solutions

Error

“Web services authorization is not valid. The sender ID ‘BigTime’ is not authorized to make Web Services requests to company ID ‘XXXXXX’.”

This message means that your Sage Intacct setup isn’t fully authorized for the BigTime integration. The sender ID BigTime has not been granted the necessary Web Services permissions to access your company’s data.

How to Fix It

Follow these steps to resolve the issue:

Step 1. Verify the Web Services User

• • In Sage Intacct, go to Company → Admin → Web Services Users.
  • Confirm that a user named BigTime exists.
  • Make sure:
    • The status is Active
    • The user type is Business
    • The user has Full Admin privileges

Step 2. Check the Web Services Authorization

• • • • Go to Company → Setup → Company → Security → Web Services Authorizations.
      • Confirm that a record exists with:
        • Sender ID: BigTime (case-sensitive)
        • Description: BigTime Integration
      • If it doesn’t exist, click Add, fill in the fields above, and click Save.

Step 3. Verify the Company ID

• • • • • Ensure that you’re using the correct Company ID (for example, confirm whether you’re connecting to production or sandbox).
        • The Company ID must match the one authorized in Intacct.

Step 4. Reconnect from BigTime

• • • • • • In BigTime, go to My Company → Integrations → Sage Intacct.
          • Click Connect, and log in using your System Administrator credentials.
          • Once connected, the sync should resume normally.

Tip

If you’ve recently changed the password or status of the Web Services User, you’ll need to reconnect the integration from BigTime. Disabling or modifying this account will pause synchronization until reauthorization is complete.

Advanced Notes

• The Company ID shown in the error message (buildingcade2rj) can confirm which Intacct realm the integration is attempting to connect to.
• If the customer uses multi-entity Intacct, the sender ID authorization must exist at the top level, not just a sub-entity.
• Changing the Web Services user password or disabling the account will break the BigTime sync until the connection is re-established.