Sage Intacct is a powerful cloud-based financial system, but the quality of your results depends heavily on the quality of your setup. The most common long-term issues—incorrect reporting, inconsistent workflows, and messy data—can almost always be traced back to early configuration mistakes.
This guide outlines the mistakes we see most often and how to prevent them using proven best practices.
1. Mistake #1 — Overcomplicating the Chart of Accounts (COA)
A clean COA is essential for scalable financial reporting. Overbuilding the COA is one of the top issues Intacct users encounter.
Common Symptoms
- Financial reports become difficult to consolidate
- Users struggle to select the correct account
- Dimensions become underutilized
- Reporting becomes fragmented
What To Do Instead
- Use dimensions for detail
- Keep account names simple and consistent
- Use account groups to build reporting frameworks
- Disable accounts that are no longer needed
Pro Tip: Your COA should be 70% smaller in Intacct than it was in your legacy system.
2. Mistake #2 — Inconsistent or Incorrect Dimension Usage
Dimensions power Sage Intacct’s reporting engine. If dimensions are not used consistently, reporting accuracy suffers.
Typical Dimension Issues
- Users tagging wrong department or location
- Blank dimension fields
- Duplicate or confusing dimension values
- Dimensions created for one-off situations
Prevention Strategy
- Establish clear dimension naming rules
- Lock and disable inactive dimension values
- Train users on correct tagging
- Use Smart Rules to require critical dimensions
Dimensions are the single most impactful part of your data structure—treat them like assets.
3. Mistake #3 — Allowing Uncontrolled List Creation (Vendors, Customers, Items)
Master lists become messy quickly if user access is not controlled.
What Usually Goes Wrong
- Duplicate vendors
- Multiple variations of the same customer
- Item lists with inconsistent names
- Missing tax IDs or addresses
Preventive Measures
- Enable duplicate detection
- Limit list creation to AP/AR managers
- Use a standardized naming convention
- Require key fields (email, tax ID, address)
4. Mistake #4 — Choosing the Wrong Entity Structure
Incorrect entity structure creates problems for years.
Signs of Wrong Structure
- Entities created for non-legal departments
- Dimensions used incorrectly as entities
- Consolidations are inaccurate
- Intercompany automation fails
Best Practices
- Only create entities for legal or operationally separate companies
- Use departments and locations for internal branches
- Plan ahead if you expect growth
- Document your entity and dimension strategies
5. Mistake #5 — Not Leveraging Automation Early
Many teams initially use Sage Intacct like a manual system and miss key automation features.
Automations You Should Activate
- AP/AR approval workflows
- Recurring entries
- Smart Rules (error prevention)
- Smart Events (notifications)
- Intercompany automation
- Scheduled report bundles
- Bank feed reconciliation
- Purchasing workflows
Automation improves consistency and reduces human error.
6. Mistake #6 — Poorly Designed User Permission Structure
Permissions are critical for control and compliance.
Problems We Frequently See
- Too many admins
- Users with unintended top-level access
- Missing posting or editing permissions
- Approval workflows misaligned with roles
- No segregation of duties
Best Practices
- Use role-based access
- Review permissions quarterly
- Document approval processes
- Limit admin-level access
7. Mistake #7 — Insufficient Training for Users
Even the best system fails if users don’t know how to use it.
Why Training Matters
- Reduces errors
- Improves reporting accuracy
- Ensures correct dimension tagging
- Shortens month-end close
- Increases user adoption
Recommended Training Approach
- Onboarding training for all new users
- Annual system refreshers
- Documentation library in your Help Center
- Role-specific training modules
8. Mistake #8 — Neglecting Ongoing System Maintenance
Sage Intacct is dynamic—you must maintain it.
Monthly Maintenance
- Validate AP/AR aging
- Review dimension usage
- Check unmapped data
- Clean up draft transactions
Quarterly Maintenance
- Audit permissions
- Review entity and dimension structure
- Clean up unused lists
Annual Maintenance
- Reevaluate COA grouping
- Disable inactive users
- Consolidate unused list values
Regular maintenance keeps Intacct performing efficiently year after year.
9. When to Contact ADSS Global
Contact us if:
- Your reporting is inconsistent
- Your entity structure seems incorrect
- Users frequently tag dimensions incorrectly
- You inherited a poorly configured system
- Your workflows do not match your processes
- You are preparing for audit or expansion
ADSS Global specializes in rebuilding and optimizing Sage Intacct environments for clarity, accuracy, and long-term scalability.