Why it matters for builders
- Variations arrive as separate claims. A claim that includes variation work with no approved variation order is the most common way a job goes over budget.
- Retention is held back on each claim. If the retention line is wrong, you pay out money you were meant to hold until practical completion.
For builders in Sage Intacct
- Orders for suppliers and subcontracts live in Purchasing as commitments. Convert the order to an invoice for the amount claimed and withhold retainage there if it applies. The invoice creates the AP bill. Later, release retainage with retainage release bills.
- With match tolerances on, converting part of a subcontract can breach the quantity tolerance, most often on the first conversion. Override the exception on that document and keep converting. Watch for new exceptions on the remaining quantity.
- When a vendor bills several projects on one bill, convert lines from several transactions into one Purchasing transaction. This works for transactions that do not post to Accounts Payable. Construction features need a Construction subscription.
Rules that matter for builders in Sage Intacct
- Match tolerances check quantity and unit price only. A variation with no signed variation order still needs a human check.
- In NSW a payment schedule is due within 10 business days of a claim. A flagged exception is not a payment schedule.
- A validated definition cannot be created standalone and does not go through approval, so decide which definitions to validate.
What Sage Intacct does on its own
Match tolerances compare quantity and unit price across PO, receipt and PO purchase invoice and flag exceptions.
- Needs Purchasing.
- Quantity and unit price only.
At least one definition you validate must post to Accounts Payable.
What you need and the setup steps: PO matching for Sage Intacct.
Example
Example Waterproofing Pty Ltd holds a subcontract order of $64,000 ex GST. Claim 2 is for $19,200. The office converts part of the order to an invoice with retainage at 5%.
| Line | Amount | What the check finds |
|---|---|---|
| Convert subcontract order for claim 2 | $19,200.00 | Partial conversion breaches the Quantity tolerance, which is common on the first conversion |
| Override the exception on that document | Done by a person on the document. It cannot be done through the API or a CSV update | |
| Retainage withheld at 5% | -$960.00 | Released later with a retainage release bill |
The conversion creates the AP bill and keeps the original order. Watch for new exceptions on the remaining quantity at the next claim.
Common mistakes for builders in Sage Intacct
- Validating only the receipt definition and not the PO purchase invoice.
- Overriding every exception without a note, so the next reviewer cannot see why.
- Using Purchasing to convert lines from several projects when a Construction subscription is not in place.
Step-by-step guides for Sage Intacct
- How to match a bill to a purchase order in Sage Intacct
- How to handle a partial delivery against a purchase order in Sage Intacct
- How to set a price tolerance on purchase order matching in Sage Intacct
What Pulsify adds
Pulsify matches each bill line to a purchase order line and flags extra quantity, a different price or lines not on the purchase order. Pulsify connects to Sage Intacct. We set up the connection for you. More about PO matching in Pulsify or Pulsify for builders.
More help
- PO matching in Dynamics 365 Finance for builders
- PO matching in IFS Cloud for builders
- PO matching in MYOB Acumatica for builders
- Invoice approvals in Sage Intacct for builders
- Line item coding in Sage Intacct for builders
- Invoice fraud checks in Sage Intacct for builders
- Duplicate invoice checks in Sage Intacct for builders
- All Sage Intacct how-to guides
Sources
Last checked 2026-10-19.
- www.intacct.com/ia/docs/en_US/help_action/Construction/commitments/commitments-basics.htm
- www.intacct.com/ia/docs/en_AU/help_action/Construction/Construction-vs-Intacct-terminology.htm
- www.intacct.com/ia/docs/en_US/help_action/Purchasing/Using_Purchasing/Match_tolerances/match-tolerances-overview.htm
- www.intacct.com/ia/docs/en_US/help_action/Construction/construction-project-basics.htm
- www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim
- www.qld.gov.au/securityofpayment
Common questions
How does Sage Intacct match a subcontractor's claim to the subcontract?
Convert the subcontract order to an invoice for the amount claimed. Intacct copies the order data forward, keeps the original order, withholds retainage if set and creates the AP bill. With match tolerances on, partial conversions may need an exception override.
Can I match a progress claim to a subcontract order?
Yes. Match it against the order's remaining balance, not its total. Each claim should be checked against the value claimed to date, any approved variations and the retention rate agreed in the subcontract.
Does Sage Intacct need the Purchasing application for 3-way match?
Yes. Match tolerances sit in Purchasing, so you need that subscription with Accounts Payable and General Ledger. Quantity and unit price are compared across the PO, receipt and PO purchase invoice.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles PO matching in Sage Intacct for builders.