Integration Services
We connect Sage to the system your business runs on, starting with the question most people skip, which Sage.
Sage keeps the books. Your own system keeps the work. We build the link between them so invoices, contacts and payments move on their own, in the direction you chose. The first thing we establish is which Sage you are running, because a cloud product, a desktop install and a mid-market system are three different jobs wearing the same name.
Most of this work arrives as part of a wider build, so if the system on the other side does not exist yet, we write that too. That side of it is covered on our CRM and ERP development page.
It exists in your own system and then someone types it into Sage. Two records, two chances to be wrong, no way to tell which is right.
Figures reach the books days after the work happened, so decisions are made on numbers that have already moved.
Your own screens still show the invoice as open, so chasing is done from memory.
Exporting, matching and correcting by hand, every month, with the same mistakes appearing each time.
| Record | Direction | How It Is Handled |
|---|---|---|
| Customers and suppliers | Both ways | Matched on the Sage record id we store rather than the name, so a renamed account does not turn into a duplicate. |
| Sales invoices | Your system to Sage | Posted against the right ledger account and tax code, as a draft for approval or straight through. You choose which. |
| Purchase invoices | Your system to Sage | Same route, against the supplier record. |
| Payments and allocations | Sage to your system | Allocated against the original invoice, so your own screens show what has been settled. |
| Credit notes | Your system to Sage | Linked to the invoice they correct instead of standing alone. |
| Products and services | Either way, decided once | Each carries a ledger account and a tax code. That mapping is agreed before anything moves. |
| Chart of accounts and tax codes | Sage to your system | Read from Sage and cached, so your system can only offer codes Sage will accept. |
This is the starting point rather than a fixed list. The final version is agreed with you and written into the scope before the build begins.
Sage Business Cloud Accounting, Sage 50, Sage 200 and Sage Intacct share a name and almost nothing else. One is a modern cloud service, one usually sits on a machine in your office, and the others are separate systems again. Quoting a Sage integration without knowing which one is how projects go wrong in week one.
If your Sage runs on a computer in the office, there is no address for a cloud service to call. The integration needs a small connector on that side, which brings its own questions about what happens when the machine is off. We raise this before it becomes a surprise.
Sage refuses a posting that does not name a ledger account and tax code it recognises. Every product, service and fee in your system has to be mapped to one, and that mapping is a decision your accountant makes rather than one we guess.
Once a financial period is locked, backdated entries fail. An integration that assumes it can always post will silently drop records. We decide up front what should happen to a late invoice, rather than letting it disappear.
The cloud API limits how much you can pull and how fast, and paging through a large ledger from scratch every night will not hold. We sync what changed rather than everything, so the load stays flat as the years accumulate.
Product, version, and whether it is hosted or sitting in your office. This single answer changes the shape of the work, so it is settled first.
Which records, which direction, which side wins in a disagreement. Delivered as a written mapping including ledger accounts and tax codes.
Development runs against a test company file, never your live books. Nothing reaches the real ledger until you have seen it work.
We post a set of real cases and your accountant reconciles them. It goes live when they agree with the numbers, not when we do.
Tell us which one you run and we will tell you plainly what is possible. The cloud product is the most straightforward. Desktop versions are workable but need a connector on your side, and we would rather explain that at the start than halfway through.
Not for the build. We work against a test company and only connect to the live one once you have approved what it does.
Where it makes sense. Invoices usually go into Sage while payments come back out. Two systems both trying to own the same field is how data gets corrupted, so the direction is fixed per record type during scoping.
That is settled in writing first. The usual answer is that Sage wins once an invoice is posted and your system is updated to match it rather than overwriting it.
Scope decides it, and so does which Sage you are on. We settle what will be built first, then put your own schedule in writing with start and delivery dates.
You own the source code. Once payment is complete, everything produced for the project passes into your company’s ownership. That is written into the agreement before work starts, alongside the scope and the price.
Invoices, contacts and payments between Xero and the system you run on.
Invoices, customers, payments and items between QuickBooks and your own system.
Orders, items, customers and invoices between NetSuite and the systems around it.
Zoho Books, CRM and Inventory joined to each other and to your own system.
Payments, subscriptions, refunds and payouts between Stripe and your own system.
Card payments, refunds and settlement between PayTabs and your own system.
Send us the product and version and what needs to move between it and your own system. You get a written scope with the mapping, the timeline and the price before any work starts.
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