When managing access in the system, users fall into two distinct categories: Licensed Users and Portal Users. Each serves a unique purpose, and their roles can be visualized with simple shapes for clarity. Moving a user into a Dashboard
Dashboard Users – The Rectangle
Licensed Users are the rectangles of the system—broad, structured, and designed to fit across many functions. They typically:
- Hold a paid license.
- Have access to the full range of system features.
- Can create, edit, and manage records.
- Are internal staff who require comprehensive access.
Portal Users – The Circle
Portal Users are represented by circles—smaller, more focused, and defined by their boundaries. They generally:
- Do not require a full license.
- Access the system through a portal with limited functionality.
- Interact only with the forms, tasks, or information made available to them.
- Are external stakeholders, such as vendors, clients, or contractors.
One Organization at a Time
It’s important to note:
A user can only belong to one organization at a time.
Calculating Your Licenses
Portal Users are intended for non-employees (e.g., Vendors and Customers). While portal access can technically be enabled for employees, that should only be done to simplify the user experience—not to avoid license costs—per Sage requirements under our agreement.
The proper way to calculate licensing is:
Count all users who need Sage Intacct access (employees + any others who will log into Intacct as named users).
Align that total to the Sage Intacct user subscription count by selecting the correct mix of:
the Business User base subscription, plus
the appropriate number of 10-user packs
so that the purchased total user count covers every required user.
Add the correct Sage Forms subscription based on the required Forms package(s)/tier(s)
Assessing Your Current Sage Intacct Licensing
If you currently have:
15 Business Users
2 Additional 10-User Packs
This results in:
Total Licensed Users: 35 (15 base users + 20 from two 10-user packs)
If the total number of employees needing access to Form and Flows is:
35 or fewer → Your current licensing is sufficient.
More than 35 → Additional 10-user packs will be required.
Sage licenses are sold in increments of 10 users. If your required audience exceeds 35 users, we must round up to the next 10-user increment.