Smart Accounting Hub for QuickBooks Online (QBO)

NAVIGATION  Left Navigation Menu > Admin > Extensions & Integrations > Smart Accounting Hub

Overview

The Smart Accounting Hub for QuickBooks Online is a new API connector that is built, maintained, and supported directly by Kaseya. This new hub offers improved syncing performance, a modernized UI, better support response, and ongoing feature development based on your feedback.

Feature Set

Improved Features New features Upcoming features

  • Invoice Sync: 15 minute sync interval for automated Invoice batching.

  • Purchase Order Sync: 15 minute sync interval for automated purchase orders batching.

  • Expense Sync: 15 minute sync interval for automated expense batching.

  • Invoice Search & Sync: Real-time search and sync of single invoices.

  • Account Mapping: Auto-mapping of existing accounts and improved UI option to map accounts.

  • Item Naming Settings: Enhanced item naming conventions to reduce reconciliation friction.

  • Centralized UI: A new UI grouping all features and settings that are accessed directly from Autotask PSA.

  • Improved Item naming: Added flexibility to map invoiced items into QuickBooks Online.

  • Non-Reimbursable Expenses Sync: Added mapping options for non-reimbursable expenses to sync into QuickBooks Online.

  • Vendor mappings: Mapping options for vendors from Autotask to QuickBooks Online.

  • Error Logging: Real-time log tracking provides clear error visibility, making it easier to identify issues and make adjustments.

  • Multi-user access: Multiple Autotask administrators can be added to access and use the Smart Accounting Hub.

  • One-click Setup Wizard: A simplified connection method to connect your Autotask instance to QuickBooks companies.

  • Multi-QBO Company Sync: A method to connect multiple QuickBooks Online Company files to one Autotask instance.

  • Improved Tax Sync: An enhanced method of syncing taxes between Autotask and QuickBooks Online.

  • Inventory Reconciliation: The Smart Accounting Hub allows you to reconcile inventory items between Autotask and QuickBooks Online.

Save a backup of your company so you always have a copy of your chart of accounts. You can also undo unwanted changes to vendors, customers, settings, and other data if you need to. For more information about what data is included or not included during a backup, refer to Back up and restore your QuickBooks Online Advanced Company. The backup feature is only available for QuickBooks Online Advanced plans.

To manually backup your QuickBooks Online data:

  1. Go to Settings ⚙.

  2. Select Back up company.

    NOTE   You might need to sign in with Intuit account, then select Authorize to proceed.

  3. Select Add Company.

  4. Select the Search for a company ▼ dropdown menu, then select the company you want to back up.

  5. Select Next, then Connect.

    NOTE  If you have multiple companies to back up, repeat steps 2 to 4.

  6. Find the company you want to back up.

  7. Select the Action ▼ dropdown menu, then select Run full backup.

  8. Save your backup in a safe and accessible location or folder.

A dedicated API user is required to complete the setup of the Smart Accounting Hub. To create a new API user in Autotask, complete the following steps:

  1. Navigate to Left Navigation Menu > Admin > Extensions & Integrations > Other Extensions & Tools > Integration Center.

  2. In the Vendors tab, locate the integration vendor Autotask Smart Accounting Hub.

  3. From the context menu, select Add API User.

  4. Complete all the required fields:

    • First Name: Smart

    • Last Name: Accounting Hub

    • Email Address: Choose an email address where you want to receive notifications. A unique email address is not required.

    • Security Level: API User (system).

    • Primary Internal Location: Your main location.

    • Username (Key): Click Generate Key. Copy and store the value in a safe location.

    • Password (Secret): Click Generate Secret. Copy and store the value in a safe location.

  5. Click Save & Close.

Pausing the automatic sync between Autotask and QuickBooks Online helps preserve your existing integration settings while you set up the new Smart Accounting Hub. This makes it easy to switch back to your current setup at any time, if needed.

Disconnecting the current integration will erase all of your existing integration settings and will require you to reconfigure all settings.

IMPORTANT  To avoid data conflicts, duplicates, and potential irreparable errors, it's critical that automatic sync is enabled in only one integration at a time. Before turning on automatic sync in the Smart Accounting Hub or your current integration, please ensure it is fully turned off in the other. This step is essential to maintain data accuracy and system stability.

To pause the automatic invoice sync:

  1. In the navigation bar of the integration application, click Apps.

  2. From the Autotask Invoices app, click the Action drop-down menu and select Settings.

  3. On the Connection settings and logs page, click Change.

  4. In the Invoice sync status field, select "Do not sync invoices."

  5. Click Save at the bottom of the page.

To pause the automatic purchase order sync:

  1. In the navigation bar of the integration application, click Apps.

  2. From the Autotask Purchase Order app, click the Action drop-down menu and select Settings.

  3. On the Connection settings and logs page, click Settings.

  4. In the Number of days in the past to look for unsynced POs field, enter 0.

  5. Click Save at the bottom of the page.

To pause the automatic expense report sync:

  1. In the navigation bar of the integration application, click Apps.

  2. From the Autotask Expense Sync app, click the Action drop-down menu and select Settings.

  3. On the Connection settings and logs page, click Change.

  4. Select the checkbox for Pause automatic sync of Expense Reports.

  5. Click Save at the bottom of the page.

IMPORTANT  When disconnecting the current QuickBooks Online integration, ALL settings are erased. Be sure to take a screenshot of your current settings so that you can easily reconfigure them in the Smart Accounting Hub.

To disconnect the Autotask app in QuickBooks Online:

  1. Navigate to the left side menu and click Apps.

  2. Using the ellipse menu for the Autotask Invoices or Autotask Expense Sync app, click Disconnect.

IMPORTANT  Before connecting to the Smart Accounting Hub, make sure the prerequisites have been completed. Refer to Prerequisites.

Step 1: Smart Accounting Hub account registration

To register an account with the Smart Accounting Hub:

  1. Navigate to https://smartaccountinghub-qbo.autotask.net/register.

  2. In the Connect API section, enter the Autotask API Key (Username) and the Autotask API Secret (Password) from step 4 of Creating a new API user.

  3. Click Connect.

  4. Verify your user.

  5. Enter Name, Last Name & Email as found in Autotask. If the user is not found, the registration will fail.

    IMPORTANT  The user must be an administrator in Autotask.

  6. Click Verify User.

  7. Enter and confirm a new password.

    NOTE  The new password does not have to be the same as the Autotask user's password.

  8. Click Create Account.

  9. You're account has successfully been registered!

Step 2: Login to the Smart Accounting Hub

  1. Access the Smart Accounting Hub by visiting https://smartaccountinghub-qbo.autotask.net/login.

  2. Enter your Username.

  3. Enter your Password.

  4. Click Login.

Step 3: Connect your Autotask instance

  1. From the left side menu, click Overview.

  2. In the Setup section, click Connect to Autotask.

  3. In the Autotask PSA section, click Connect.

  4. Enter the API Username (Key) and the Password (Secret) from step 4 of Creating a new Autotask API user.

  5. Click Save.

  6. Refresh the page to confirm the connection has been successfully completed.

Step 4: Connect your QuickBooks Online instance

  1. From the left side menu, click Overview.

  2. In the Setup section, click Connect to QuickBooks Online.

  3. In the QuickBooks Online section, click Connect.

  4. Enter your QuickBooks Online account email address or user ID.

  5. Click Sign In to verify the account information.

  6. After verification is complete, click Save.

  7. Refresh the page to confirm the connection has been successfully completed.

Settings and Mappings