Smart Accounting Hub for QuickBooks Online

NAVIGATION  Left Navigation Menu > Admin > Admin Categories > Smart Accounting Hub

Overview

The Smart Accounting Hub is a new API connector that is built, maintained, and supported directly by Kaseya. Unlike the current QuickBooks Online Integration for Autotask, this hub operates on a new infrastructure, independent of the AppConnect® platform, and is approved by Intuit®. This new hub offers improved syncing performance, a modernized UI, better support response, and ongoing feature development based on your feedback.

Features of the Smart Accounting Hub for QuickBooks Online

New

  • 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.

  • Activity and Error Logs: New method of reviewing invoice syncs and logs for error checks.

  • Multi-user access: Allowed multi-user access.

Improved

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

  • Improved Purchase Order Sync: 15 minute sync interval for automated Purchase Orders batching.

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

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

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

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

  • Improved UI: Following Autotask new UI standards.

Upcoming

  • 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.

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

  • Seamless Autotask UI: Improved UI accessible within Autotask PSA.

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 - QuickBooks Online.

  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.

IMPORTANT  Before disconnecting the integration, take a screenshot of your current QuickBooks Online 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: Login to the Smart Accounting Hub

  1. Access the Smart Accounting Hub by visiting https://smartaccountinghub-qbo.autotask.net/login. (Currently for registered Beta program users only)

  2. Enter your Username.

  3. Enter your Password.

  4. Click Login.

Step 2: 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 3: 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