Smart Accounting Hub (SAH) for QuickBooks Online (QBO)

This section contains frequently asked questions about the Smart Accounting Hub.

What is the Smart Accounting Hub for QuickBooks Online?

  • A modern integration engine designed to sync data between Autotask and QBO with improved accuracy, flexibility and workflow alignment.

What permissions or user role do I need in QBO and Autotask to set this up?

  • You’ll need administrative-level access in QBO and an API impersonation rights in Autotask to connect and configure the integration. Refer to Prerequisites.

How do purchase orders sync under SAH compared to the legacy method?

  • Under SAH, purchase orders (POs) sync as POs in QBO (not as Bills). This aligns with accounting best practices and avoids artificial liabilities. The legacy integration synced POs as Bills due to QBO limitations.

What happens when a vendor invoice arrives for a synced PO?

  • The recommended workflow is: PO syncs as PO → when invoice arrives, convert that PO into a Bill in QBO → then match payments for proper reconciliation.

What fields or mappings must be configured before going live?

  • You’ll need to map customers/organizations, items or services (billing codes), payment terms, classes (if used), tax codes and GL accounts. Ensuring correct mapping prevents duplicate entries or errors. Refer to Settings and mappings.

Does the integration support multi-currency transactions?

  • If you use multi-currency, both systems must be configured for it and carefully matched. (Depending on your zone, this may have limitations.)

What about tax handling and rounding differences between Autotask and QBO?

  • With the new connector, tax codes and calculation logic are better aligned to QBO’s mechanisms, reducing rounding issues and mismatches between systems.

How frequently does data sync, and can I trigger a manual sync?

  • The integration supports scheduled automatic syncs and, in many cases, manual triggering of syncs (or selecting specific batches) to keep data current.

What happens if there’s a sync error?

  • SAH provides error logs and inspection tools within Autotask to identify failed transactions, mismatches, or mapping issues so you can correct and retry. Refer to View Logs.

Why is the legacy integration no longer supported?

  • Legacy methods (e.g., syncing POs as Bills) were workarounds due to past limitations in QBO’s APIs. They introduced phantom liabilities and reporting distortions. SAH corrects those problems and is the future-proof path.

Can I disconnect or roll back the connector if needed?

  • Yes, but doing so may require re-authentication, re-mapping, and potentially migrating historical transactions to ensure consistency.

When should I plan to implement this in my organization?

  • Preferably after your Autotask baseline (billing codes, organizations, items) is stable, and when you’ve cleaned up mapping in both systems to avoid post-go-live issues.