What to know before you connect QuickBooks, IT Glue or Pax8

Import passwords for one client

Open the client, then its Imports panel, and use Import Passwords CSV.

You only need one client's passwords, not the whole account.

How do I connect QuickBooks?

Click Connect on the QuickBooks card and complete the OAuth flow in the popup. The portal stores the connection's tokens encrypted and refreshes them automatically as they are used. If the connection goes dead (revoked, or the refresh token expired), the card stops showing Connected and prompts you to re-authorize; reconnect from the same card to restore it.

What happens when I click Connect on this page?

It starts an OAuth sign-in with Intuit (QuickBooks' own login, not a portal password). Sign in with an admin account on the QuickBooks Online company you want to connect. If that login has access to more than one company, Intuit shows a company picker, choose carefully: the company you pick becomes the ONE company this connection pushes invoices to and pulls payments from, and switching to a different company later means disconnecting and reconnecting from scratch, there is no in-portal company switcher.

What do I need before connecting QuickBooks?

You need an active QuickBooks ONLINE subscription. QuickBooks Desktop is not supported. You also need an admin-level login on that company. After you connect, do two things before your first invoice pushes. First, curate the Product Catalog card on this page. That maps your billed line items to real QuickBooks items. Second, use Client Matching, also linked from this page, to link each portal client to its QuickBooks customer. An unmatched client's invoice fails to push. It never goes to the wrong customer by mistake.

How does importing from a docs provider work?

Configure the provider with an API key, then go to Clients > [client] > Documentation > Imports to pull articles, passwords, procedures, and assets into the portal. Re-running the import is idempotent, existing entries are matched and updated by their external ID, so a re-pull updates the same entries instead of creating duplicates.

What does "Import password export" do?

It imports the vendor's account-wide password export - one file covering every client - in a single pass. Each row is routed to the matching client through your organization links, and passwords land in that client's encrypted vault. TOTP (2FA) seeds import too, which the API sync can never deliver. Upload the vendor's export zip directly and enter its password, or upload an already-extracted passwords.csv. The file uploads with a progress bar, then a background job parses it and shows you a routing preview - nothing imports until you confirm it.

Why do I need to link clients before importing?

Rows are routed through organization links, and only linked organizations import - anything belonging to an unlinked or ambiguously-linked organization is skipped, never ingested. The preview lists exactly which organizations are unlinked and how many rows would be skipped, before you confirm the import. Link them on the Matching page, then start the import over with the same file; already-imported rows update in place rather than duplicating.

What happens if I import the same export twice?

Each row is stamped with its source record id, so a re-import updates the same vault entries instead of creating duplicates - and the periodic API sync recognizes the same stamp, keeping everything converged. Entries a technician deleted stay deleted (the import never resurrects them), archived rows in the export are always skipped, and the uploaded file itself is purged from storage as soon as the import commits.

Why does the import show an "analyzing" step, and what if it fails partway?

Large exports are parsed and matched in the background rather than tying up your browser - you'll see an "analyzing" progress state, then a routing preview to confirm before anything writes to the vault. Once you confirm, it commits client by client and you can watch each one land. If the export was password-protected and the password was missing or wrong, the import stops and asks you to re-enter it without re-uploading the file. You can cancel an import any time before it starts committing.

How does the portal choose which AI model each feature uses?

The portal maps each AI task to a tier, standard for quality work, fast for cheap classification, reasoning for the hardest calls, plus an embedding tier for search, and each tier resolves to the best available model automatically, so a model retirement is handled for you. You don't pick models on this tab; this is where you connect and configure your AI providers. If you want to override the model for a specific feature, that control lives under Settings → AI Assistant. Defaults are sensible, only override when you have a reason.

Pax8: what does the Invoice grouping setting do?

It decides how a client's Pax8 subscriptions land on invoices when billing runs. Roll up to Core merges the Pax8 lines onto the client's Core rollup invoice (the Core invoice's billing window captures them), so they get one invoice for everything; a client with no Core plan simply gets one invoice per Pax8 plan instead. Combine all invoices into one keeps Pax8 on its own invoice but puts every Pax8 plan for that client that is due in the same billing period on a single invoice, named after the Pax8 plan type (Software Licensing by default); plans due in different months get their own combined invoice for their month. Bill all plans separately issues one invoice per Pax8 plan. Changing the setting applies from the next billing run onward and never touches invoices that already exist.