What are Project-level Billable defaults?
Project-level Billable defaults let you control whether expenses linked to a specific project are marked as Billable by default.
When a spender selects a project while creating an expense, Sage Expense Management automatically applies the Billable value configured for that project.
This is only a default setting. Spenders can still manually change the Billable value on individual expenses if needed.
How Sage Expense Management picks up Billable defaults from Sage Intacct
When your Sage Intacct integration is active, Sage Expense Management reads project-level Billable defaults from the following project settings in Sage Intacct:
Default employee expenses to billable
Default AP / PO to billable
If either of these settings is enabled for a project in Sage Intacct, Sage Expense Management can apply the same default - provided your import and export settings meet the requirements below.
Import settings requirements
To fetch project-level Billable defaults from Sage Intacct:
Go to your Sage Intacct integration settings.
Ensure that Project → Project mapping is enabled when mapping Intacct dimensions to Sage Expense Management.
Without Project-to-Project mapping, Sage Expense Management cannot import Billable defaults from Sage Intacct.
Export settings requirements
In addition to import settings, your export configuration must support Billable fields.
Billable defaults will be fetched from Sage Intacct only if at least one expense type is exported as either:
Bill, or
Expense Report
This applies to:
Reimbursable expenses, and/or
Corporate card expenses
When Billable defaults will NOT be fetched
If both reimbursable and corporate card expenses are exported as:
Charge Card Transactions, or
Journal Entries
then Sage Expense Management will not fetch project-level Billable defaults from Sage Intacct, as these export types do not support Billable fields.
How the sync works
Once the above requirements are met:
Project-level Billable defaults are automatically synced from Sage Intacct.
No manual action is required after setup.
When a spender selects a project, the Billable checkbox is pre-filled based on the project’s default.
Manually updating Billable defaults in Sage Expense Management
Admins can also update Billable defaults directly in Sage Expense Management.
Update a single project
Go to Admin settings → Organization → Projects
Open a project
Set the Default Billable value
This manually set value will override the value imported from Sage Intacct for that project.
Bulk updating Billable defaults for multiple projects
To update Billable defaults for many projects at once:
Export your projects from the Projects page.
In the exported XLSX file, update the Default Billable Value column (
TRUEorFALSE).Re-upload the file with the same project names.
During re-upload:
Existing projects will be updated.
Project names must remain unchanged for updates to apply correctly.
For assistance, contact us at [email protected].