0:06 — Sage Intacct integration overview — The presenter introduces the out-of-the-box integration with Sage Intacct, built on the Sage Intacct API through a partnership with Sage of more than 25 years. Sage Intacct is the source of truth for vendor records, vendor card details, chart of accounts, GL accounts, dimensions, and projects. 1:44 — The AP bill in Sage Intacct — The demo starts at the end result: the AP bill in Intacct. Both non-PO invoices and PO-matched purchasing invoices are supported, but the session focuses on the AP bill. Without automation, a user would type the bill manually and attach a copy; with the integration, the data, coding, and approval come across from PaperSave. 2:21 — Invoice image and history on the bill — Clicking the attachment on the Intacct bill opens a separate browser tab into PaperSave, showing the invoice image plus its history — who reviewed, approved, and submitted it to Intacct — without switching back and forth between the two systems. 2:56 — Interrelated documents at the vendor record — Documents are also attached at the vendor record level, described as interrelated documents. Every invoice sent from PaperSave to Intacct is filed there and keynoted as an invoice, alongside other items such as vendor contracts and W-9s, which can be added quickly. This is positioned as a replacement for a physical AP filing cabinet. 3:51 — Working inside PaperSave and invoice capture — The presenter moves into PaperSave's AP review, noting that a Sage Intacct license is not required to use PaperSave. Invoices can be captured by connecting to the AP email inbox — polled every 15 to 20 minutes, with originals moved to a history file rather than deleted — or by a supported scanner, or by manual drag-and-drop. 5:48 — OCR reading and duplicate detection — Three invoices are dragged in and OCR reads them in seconds. Clicking a profile field shows where on the image the value was found: vendor, bill/invoice number, invoice date, and transaction amount. The system can be taught per vendor where to find a field or how to handle differently named fields, and it flags suspected duplicate invoices. 7:27 — Default coding, GL lookup, and splits — Coding defaults in from the vendor record and background tables — GL account, department, location, plus customer-defined dimensions and projects. A zoom lookup lets an end user search GL accounts by name instead of number, an AI tool suggests the top three GL accounts previously used for that vendor, and amounts can be split across GL accounts manually or via distribution tables. 8:58 — Approval routing and required fields — Automation workflows can route invoices by vendor, user, or department, or the AP user can select an approver from a list. Fields required in Intacct are required in PaperSave, and additional fields can be made required, including different requirements on the approver's template than on the AP user's. 10:50 — Mobile app, administrator controls, and dashboards — Everything demonstrated can be done in the mobile app, including approving, adding invoices, and searching documents. An administrator can see all pending approvals, redirect them if an approver is out, and copy a link to send as a reminder in a team message alongside automatic email notifications. An AP dashboard shows where each invoice sits, including invoices due in the next six to ten days, and a history dashboard shows volume by month. 13:07 — Approving, rejecting, notes, and redaction — An approver sees approve and reject options, with a comment required when rejecting so it can go back to AP. Sticky-note comments can be added anywhere in the workflow, and a redaction tool grays out confidential information such as customer or employee names so it stays hidden from downstream reviewers. 14:40 — Submitting to Intacct and PO matching — After approval the invoice moves to the submit-to-Intacct step, where the audit trail records everyone who touched, approved, or rejected it and why. The bill appears in Intacct in real time with the same tile, audit trail, and attachment at the vendor level. The presenter notes PO matching is also supported, against POs created in the procurement tool or directly in Sage Intacct, and that pre-approved matched POs may not need a separate invoice approval. 16:45 — Payment review, approval, and fraud prevention — Once in Intacct, the invoice lands in payment review, where AP builds the payment batch, filters by criteria such as due date, and can mark items do-not-pay to hold them. Payment approval is the final stop for the person who signs checks, who can approve all or only some, leaving the rest queued. Optional third-party payment providers are supported, with fraud prevention noted in response to schemes where someone falsely claims a vendor's account number or check address has changed.

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Demo: AP Automation and Features in your Sage Intacct ERP

Key takeaways

PaperSave integrates with Sage Intacct through the Sage Intacct API, using Intacct as the source of truth for vendor records, chart of accounts, GL accounts, dimensions, and projects.
Invoices can be captured by connecting to an AP email inbox (polled every 15–20 minutes), by a supported scanner, or by drag-and-drop upload, after which OCR reads vendor, invoice number, date, and amount.
The system checks for duplicate invoices at capture and can be taught, per vendor, where to find a specific field such as an invoice number on that vendor's invoice layout.
Coding can be defaulted from the vendor record or from background tables, split across multiple GL accounts, and assisted by a tool that suggests the top three GL accounts previously used for that vendor.
Approvals can run on preset routing workflows or be sent to a chosen approver, work on a mobile app, and can be redirected or re-shared by an AP administrator when an approver is unavailable.
Approved invoices are submitted to Sage Intacct in real time, arriving as AP bills with the invoice image and full audit trail attached at both the transaction and vendor record level.
After the bill reaches Intacct, payment review and payment approval screens are used to build a payment batch, place invoices on do-not-pay hold, and get final sign-off before processing.

Overview

This demo covers PaperSave's AP automation working alongside Sage Intacct. The presenter opens with the integration itself, describing an out-of-the-box connection built on the Sage Intacct API and grounded in a partnership with Sage spanning more than 25 years. Sage Intacct remains the source of truth: vendor records and the details on the vendor card (vendor ID, name, payment terms, addresses), the chart of accounts, GL accounts, dimensions, and projects are all read from Intacct rather than maintained separately. The demo focuses on the non-PO accounts payable bill, though PO-matched purchasing invoices are also supported.

The presenter starts from the end result inside Sage Intacct to show what AP staff would otherwise be typing by hand. An AP bill created through the integration arrives with its data already populated and the invoice image attached; opening the attachment launches a separate browser tab into PaperSave, where the invoice and its history — who reviewed it, who approved it, who submitted it to Intacct — are visible in a few clicks. The same documents are also attached at the vendor record level as what the presenter calls interrelated documents, so every invoice sent to Intacct is filed there alongside items like vendor contracts and W-9s, replacing a physical AP filing cabinet.

Most of the demo takes place inside PaperSave. Invoices reach the system in three ways: an automatic connection to the AP email inbox that pulls new invoices every 15 to 20 minutes and moves the originals to a history file rather than deleting them, a supported scanner for mail that arrives on paper, and manual drag-and-drop, which is what the presenter uses live. OCR reads the uploaded invoices within seconds, identifying the vendor, bill/invoice number, invoice date, and transaction amount, and clicking into any field highlights where on the image the value was found. The system can be trained per vendor to pull a field from a different location or a differently named field, and it flags suspected duplicate invoices as they come in. Coding defaults in from the vendor record and from background tables — GL account, department, location, plus any customer-defined dimensions and projects — and a lookup lets an end user search GL accounts by name rather than number. Line coding can be split across GL accounts, either manually or through preset distribution tables, and an AI tool suggests the three GL accounts most often used for that vendor.

Approval routing can be automated by vendor, user, or department, or the AP user can pick an approver from a list. Required fields mirror what Intacct requires, and additional fields can be made required, including different requirements for the approver's template than for the AP user's. Approvers can act from a mobile app, and everything shown in the demo — approving, adding invoices, searching documents — is available there. An AP administrator can see all pending approvals, redirect them if an approver is out without an out-of-office set, and copy a link to share as a reminder in a team message on top of the automatic email notifications. An AP dashboard shows where every invoice sits in the process, including a count of invoices due in the next six to ten days that can be clicked into, and a history dashboard shows volume trends over past months. Approvers see approve and reject options, with a comment required on rejection; sticky-note comments can be added anywhere in the workflow, and a redaction tool grays out confidential information such as customer or employee names on attorney bills so it stays hidden from downstream reviewers. Once approved, an AP user submits the invoice to Intacct and it appears there in real time, with the same tile and audit trail visible on the Intacct side.

The demo closes on payments. After an invoice reaches Intacct, it lands in payment review, a list of everything ready to be paid, where AP builds the payment batch much as they would when cutting checks or building an ACH batch directly in Intacct. Invoices can be selected individually or narrowed with filters such as everything due by a given date, and items can be marked do-not-pay to hold them for separate handling. The batch then moves to payment approval, the final stop, typically the person who signs the checks; they can inspect each item, see the audit trail that has grown across the process, and approve everything or approve only some, leaving the rest queued for the next check run. The presenter notes PaperSave works with optional third-party payment providers and points to fraud prevention as a reason it matters, citing cases where someone writes in claiming a vendor's bank account or check address has changed, the change is made unknowingly, and funds go out to the wrong party — usually discovered only when the real vendor follows up asking for payment.

Chapters

0:06 — Sage Intacct integration overview — The presenter introduces the out-of-the-box integration with Sage Intacct, built on the Sage Intacct API through a partnership with Sage of more than 25 years. Sage Intacct is the source of truth for vendor records, vendor card details, chart of accounts, GL accounts, dimensions, and projects.
1:44 — The AP bill in Sage Intacct — The demo starts at the end result: the AP bill in Intacct. Both non-PO invoices and PO-matched purchasing invoices are supported, but the session focuses on the AP bill. Without automation, a user would type the bill manually and attach a copy; with the integration, the data, coding, and approval come across from PaperSave.
2:21 — Invoice image and history on the bill — Clicking the attachment on the Intacct bill opens a separate browser tab into PaperSave, showing the invoice image plus its history — who reviewed, approved, and submitted it to Intacct — without switching back and forth between the two systems.
2:56 — Interrelated documents at the vendor record — Documents are also attached at the vendor record level, described as interrelated documents. Every invoice sent from PaperSave to Intacct is filed there and keynoted as an invoice, alongside other items such as vendor contracts and W-9s, which can be added quickly. This is positioned as a replacement for a physical AP filing cabinet.
3:51 — Working inside PaperSave and invoice capture — The presenter moves into PaperSave's AP review, noting that a Sage Intacct license is not required to use PaperSave. Invoices can be captured by connecting to the AP email inbox — polled every 15 to 20 minutes, with originals moved to a history file rather than deleted — or by a supported scanner, or by manual drag-and-drop.
5:48 — OCR reading and duplicate detection — Three invoices are dragged in and OCR reads them in seconds. Clicking a profile field shows where on the image the value was found: vendor, bill/invoice number, invoice date, and transaction amount. The system can be taught per vendor where to find a field or how to handle differently named fields, and it flags suspected duplicate invoices.
7:27 — Default coding, GL lookup, and splits — Coding defaults in from the vendor record and background tables — GL account, department, location, plus customer-defined dimensions and projects. A zoom lookup lets an end user search GL accounts by name instead of number, an AI tool suggests the top three GL accounts previously used for that vendor, and amounts can be split across GL accounts manually or via distribution tables.
8:58 — Approval routing and required fields — Automation workflows can route invoices by vendor, user, or department, or the AP user can select an approver from a list. Fields required in Intacct are required in PaperSave, and additional fields can be made required, including different requirements on the approver's template than on the AP user's.
10:50 — Mobile app, administrator controls, and dashboards — Everything demonstrated can be done in the mobile app, including approving, adding invoices, and searching documents. An administrator can see all pending approvals, redirect them if an approver is out, and copy a link to send as a reminder in a team message alongside automatic email notifications. An AP dashboard shows where each invoice sits, including invoices due in the next six to ten days, and a history dashboard shows volume by month.
13:07 — Approving, rejecting, notes, and redaction — An approver sees approve and reject options, with a comment required when rejecting so it can go back to AP. Sticky-note comments can be added anywhere in the workflow, and a redaction tool grays out confidential information such as customer or employee names so it stays hidden from downstream reviewers.
14:40 — Submitting to Intacct and PO matching — After approval the invoice moves to the submit-to-Intacct step, where the audit trail records everyone who touched, approved, or rejected it and why. The bill appears in Intacct in real time with the same tile, audit trail, and attachment at the vendor level. The presenter notes PO matching is also supported, against POs created in the procurement tool or directly in Sage Intacct, and that pre-approved matched POs may not need a separate invoice approval.
16:45 — Payment review, approval, and fraud prevention — Once in Intacct, the invoice lands in payment review, where AP builds the payment batch, filters by criteria such as due date, and can mark items do-not-pay to hold them. Payment approval is the final stop for the person who signs checks, who can approve all or only some, leaving the rest queued. Optional third-party payment providers are supported, with fraud prevention noted in response to schemes where someone falsely claims a vendor's account number or check address has changed.

Questions this webinar answers

What does PaperSave read from Sage Intacct, and what stays in Intacct?

Sage Intacct remains the source of truth. PaperSave leverages the Sage Intacct API to read vendor records and the details on the vendor card — vendor ID, vendor name, payment terms, and vendor addresses — along with the chart of accounts, GL accounts, dimensions, and projects for coding against an invoice.

How do invoices get into the system?

There are three methods. PaperSave can connect directly to the AP email inbox and pull invoices in automatically every 15 to 20 minutes, moving the originals to a history file rather than deleting them. It is also compliant with scanners available in the market, so mailed invoices can be opened and scanned directly in. Invoices can also be dragged and dropped in manually.

What does the OCR capture, and can it be corrected when it reads the wrong field?

OCR identifies the vendor, the bill or invoice number, the invoice date, and the transaction amount, and clicking into any field shows where on the invoice image the value was found. If it picks up the wrong value — for example a ship date instead of the invoice date, or a vendor that labels the invoice number differently — a user can click into the field, highlight the correct area on the image, and OCR it. The system then remembers that location for that vendor going forward.

How is GL coding handled for someone who doesn't know account numbers?

GL account, department, and location can default in from the vendor record or from tables configured in the background. If a vendor has no default GL account, an end user can open a lookup and search by GL account name — typing a brief description such as "office" returns every account with that word in the name. There is also an AI tool that shows the top three GL accounts previously used for that vendor. Amounts can be split across multiple GL accounts manually, or automatically through distribution tables set up per vendor.

Do approvers need a Sage Intacct license?

No. A Sage Intacct license is not required to use PaperSave, so people who only review or approve invoices can work in PaperSave without an Intacct seat.

What happens if an approver is out of the office and invoices sit waiting?

An AP administrator can see everything waiting for approval across all approvers. If someone is out and forgot to turn on their out-of-office, the administrator can redirect those invoices to someone else, or copy a link to the pending items and send it as a reminder in a team message. Approvers also receive email notifications, and reminder notifications can be configured. Approvals can additionally be done from the mobile app, along with adding invoices and searching documents.

How quickly does an approved invoice show up in Sage Intacct?

In real time. Once the AP user submits an approved invoice to Intacct, searching for that invoice number in Intacct brings up the bill immediately, with the same tile and audit trail that were visible in PaperSave and the document attached at the vendor level as well.

What happens after the bill reaches Intacct — is payment handled too?

Yes. The invoice lands in a payment review screen listing everything ready to be paid, where AP builds the payment batch much as they would when cutting checks or building an ACH batch directly in Intacct. Invoices can be selected individually or narrowed with filters such as everything due by a given date, and items can be marked do-not-pay to hold them. The batch then goes to payment approval — typically the person who signs the checks — who can review the audit trail and approve all of it or only some, leaving the rest queued for the next check run. Optional third-party payment providers are supported, with fraud prevention cited as a reason, given schemes where someone falsely claims a vendor's account number or check address has changed.

Can confidential information on an invoice be hidden from approvers?

Yes. A redaction tool grays out confidential information so it is hidden from anyone reviewing the invoice as it moves through the workflow. Examples given include attorney bills, customer names, and employee names.

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