Set up Touchless Integration for Intacct

Overview

If you’re already using Intacct, follow the instructions in this guide for a smooth transition to Touchless Integration.

Things to know

• The current integration and reporting require transactions to have an Exported status, however, Touchless Integration does not mark transactions as Exported. To bulk mark transactions Exported, close the associated Accounting Periods for those transactions.

• Journal entries are not applied to each other in Intacct.

• The bank deposit journal entry includes a line item by business unit, ensuring that the sum of these lines equals the bank statement deposit for matching.

What you need to get started

To use Touchless Integration, you must have the following accounting features enabled:

• Journal Entries

• Accounting Periods

Access to this feature is available through a phased rollout throughout Summer 2024.

ServiceTitan setup checklist

Before using Touchless Integration, perform the following tasks:

1. Import the GL accounts from Intacct

2. Map GL accounts to your pricebook items

3. Perform Intacct onboarding steps

4. Reconcile your accounts

Step 1: Import the GL accounts from Intacct

Import the general ledger (GL) accounts from Intacct using the master import tool.

Important: If you update the GL account in Intacct, re-run the import tool as the GL account numbers must match between ServiceTitan and Intacct.

To import the GL accounts from Intacct:

1. Go to the navigation bar and click Settings.

2. In the side panel, click Integrations > Intacct.

3. In the Intacct Integration screen that opens, under the Tools section, click Run.

Important: Rename the ServiceTitan default Accounts Receivable to the Accounts Receivable account in Intacct, including the account number.

Step 2: Map GL accounts to your pricebook items

All the items in your pricebook must have the correct GL accounts mapped.

To map pricebook items to a GL account:

1. Go to the navigation bar and click Pricebook.

2. In the side panel, select Services, Equipment, or Material,depending on the item you want to map.

3. At the end of the item row you want to edit, click Actions and select View/Edit.

4. Map the GL accounts for that pricebook item in both the Income Account and Expense Account field.

For any pricebook item that won’t be included in Touchless Integration, map the GL account in the Intacct GL Group field.

Note: These are for pricebook items that keep using the existing batch, post, and export process.

Step 3: Perform Intacct onboarding steps

Perform the following Intacct onboarding steps as outlined in Intacct setup:

1. Intacct Onboarding Step 1: Set up the Intacct Integration with ServiceTitan

2. Intacct Onboarding Step 2: Sync Intacct objects with ServiceTitan

3. Intacct Onboarding Step 3: Map business units in ServiceTitan to Intacct reporting dimensions

Step 4: Reconcile your accounts

We strongly recommend you reconcile your accounts. This ensures you have clean data before transitioning to Touchless Integration and minimizes potential discrepancies.

Note

You can skip this step if you choose to use journal entries moving forward and plan to reconcile historical transactions at a later date.Example of what needs to be reconciled:

• Customer owes $1,000 on invoice 12345 according to ServiceTitan

• Customer owes $50 on invoice 12345 in Intacct/QBO

We recommend you reconcile data so that both platforms match as of a specific date.  If you do not reconcile, you may end up over-collecting or under-collecting depending on your data.

Journal Entries and Auto-Batching settings

Go to Settings > Accounting > Journal Entries and Auto-Batching to access the Journal Entries and Auto-Batching settings screen to enable the settings.

The table below outlines recommended settings assuming you have the Purchasing or Inventory modules enabled.

Sync Start Date

Add the Auto-Export Start Date. This date should be the date when you want to start auto-exporting your journal entries. If any historical journal entries need to be synced, you can apply a past date in this field.
Note: You will not be able to manually sync journal entries if they are set before the date specified in this field.

Auto-Batching Start Date

Add the Auto-Batching Start Date. Batches are automatically created and can be found on the Batch Transactions screen.

Intacct transition steps (optional)

We recommend you perform these steps in Intacct before transitioning to Touchless Integration. This ensures you have clean data and minimizes potential errors.

1. Clean up the Undeposited Funds account in Intacct and make sure no payments are in the Undeposited Funds workflow.

2. Reconcile Accounts Receivable (AR).

   1. If you set the Export Type to Journal Entry Summary, then consolidate all AR from customer level details into a single customer. You can do this by creating a reclass journal entry in Intacct.

   2. Any changes made in ServiceTitan will create or update a journal entry in Intacct.

   3. Close previous periods in Intacct if you do not want historical data to be synced.

ServiceTitan transition steps (optional)

We recommend you perform these steps in ServiceTitan before transitioning to Touchless Integration. This makes sure you have clean data and minimizes potential errors.

1. Batch and export your existing transactions.

2. Clear up ungrouped payments by adding all historical payments to one bank deposit.

   1. Set the bank deposit Auto-Export Frequency to Manual.

   2. Create one bank deposit with historical payments and include this in a journal entry.

   3. Make sure the journal entry remains in the Unsynced status.

   4. Update the bank deposit Auto-Export Frequency to Real-Time.

Impact on accounting workflows

After you migrate to Touchless Integration, the following changes take place:

• ServiceTitan becomes the Accounts Receivable sub-ledger.

• Intacct provides the total sales tax liability, and sales tax by jurisdiction for compliance and remittance is available in ServiceTitan reporting. 

• All inventory counts and individual SKUs are managed in ServiceTitan. The inventory value is available on the financial statements in Intacct. 

• As credit cards are processed in ServiceTitan, automated bank deposits are created that match settlement or bank deposits. Those journal entries are then synced to Intacct and can be auto-matched.

  Note: All other payment types not processed through ServiceTitan must be processed in ServiceTitan, and a bank deposit must be created. For more, see Use Customer Payments and Bank Deposits modules with the Transaction Hub.

Want to learn more?

• See Touchless Integration overview

• See Accounting Integrations

• See Touchless Integration - FAQ