Sage Intacct Exit Checklist
Export These Seven Things Before the Instance Goes Dark
When the contract ends, Sage Intacct goes read only and then dark, and API access is usually the first thing to go. These are the seven objects a standard CSV export does not contain.
Run it 30 days early · Reconcile every file · Keep the originals
A CSV Is a Ledger, Not a System
Sage Intacct earns its price because it is multi dimensional. A transaction export flattens that. You keep the values that were posted and lose the hierarchy that gave them meaning, the rules that generated some of them, and the paperwork behind them.
Nobody notices on cancellation day. It surfaces the first time an auditor asks for a prior year allocation schedule and there is no system left to ask.
The Seven, In the Order They Hurt To Lose
Run all seven while the contract is live and API access still works.
- 01
Dimension Structures and Hierarchies
Parent and child relationships and required-dimension rules, not the flat value list.
- 02
Statistical Accounts and History
Headcount, square footage, units. Not financial accounts, so a general ledger export misses them, and they are what your allocations run on.
- 03
Allocation Definitions, Smart Rules, Smart Events
Configuration, not data. The least documented part of most implementations.
- 04
Recurring Templates and Schedules
The template and the cadence. One without the other is not a record.
- 05
Custom Report and Statement Definitions
How the statements were built, which is what an auditor asks about. A PDF only proves what the numbers were.
- 06
Attached Supporting Documents
Usually the largest export by volume and the one most often left until last, which is the wrong order.
- 07
Roles, Permissions and Approval Workflows
Your control environment. Documentation you will be asked for and can no longer produce.
Thirty Days Early, and Reconcile Everything
Leave Room For a Second Attempt
When you find a missing object, and you will, a live instance is the difference between a fix and a loss. On the last day there is nothing to go back to.
Tie Each Export To a Live Report
A silently truncated export looks exactly like a complete one, right up until there is nothing left to compare it against.
Ask For a Read Only Grace Period
Cheap to grant while the relationship is commercial. Close to impossible once the account is closed.
Split Move From Retain
Open balances and current year detail move. Ten years of closed history usually needs to be readable, not live. Sorting this early keeps a migration from becoming a rebuild.
The Retention Clock Does Not Follow Your Subscription
| Situation | IRS Retention Period |
|---|---|
| Standard case | 3 years |
| Worthless securities or bad debt claim | 7 years |
| Income understated by more than 25% | 6 years |
| Employment tax records | At least 4 years after the tax is due or paid |
| No return filed, or a fraudulent return | Indefinitely |
Multi-state organizations carry a second exposure a general ledger export does not cover: sales tax registrations, filing history and the nexus determinations behind them frequently live as configuration and attached filings rather than as transactions.
What carries across in a move, and what is retained rather than migrated, is on our Sage Intacct data migration page.
Exiting Intacct, Answered
How long do we keep access after cancelling?
It is in your termination clause, not in general policy. Plan for access to degrade to read only and then end, and for the API to go first, which matters because the API is how bulk extraction is done.
Can we keep one seat for archival access?
Worth asking, rarely cheap, and it leaves your records dependent on a vendor relationship you have already ended. Treat it as a bridge while you extract, not as a retention strategy.
Which one gets missed most?
Attached documents, because the volume feels like a separate project, and statistical accounts, because they do not look like accounting data. Allocation logic is the most expensive to lose.
Do we have to migrate all seven?
You have to retain all seven. You do not have to migrate all seven, and trying to is a common way to make a straightforward move expensive.
We Will List What Your Export Leaves Behind
A working session against your actual configuration rather than a generic checklist.
Short on bandwidth? Our offshore accounting teams run this kind of extraction and reconciliation work as a standing service.