What an integration asks for before you connect it

What you will have

• What the Connect to QuickBooks button actually does, and what to set up before your first invoice pushes cleanly
• What the Documentation tab's import model is, in general, before picking a provider
• How IT Glue's account-wide password export door works, including 2FA seeds, re-imports and a failed upload
• What the AI tab does (and does not) let you configure
• What Pax8's Invoice grouping setting decides once subscriptions start syncing

Why it works this way

Steps

1. 1

   Open Integrations, then Billing.

   The Billing tab filters the marketplace to accounting and billing platforms: Pax8, QuickBooks Online, and Stripe. All three read Not Configured on an instance with nothing connected yet.

   

2. 2

   Click the QuickBooks Online card to open its detail page, then find Connect to QuickBooks.

   Connect to QuickBooks starts an OAuth sign-in with Intuit, QuickBooks' own login, never a password typed into the portal. Signing in with an account that has access to more than one company brings up Intuit's own company picker; whichever company gets picked becomes the one this connection pushes invoices to and pulls payments from for good, since there's no in-portal company switcher afterward - reconnecting from scratch is the only way to point it at a different company later.

   

3. 3

   Note the Product catalog card on the same page.

   Two things are worth doing before that first invoice push: curate this Product Catalog so billed line items map to real QuickBooks items, and match each portal client to its QuickBooks customer record from Integrations, then Matching. An unmatched client's invoice fails to push instead of silently landing on the wrong customer. An active QuickBooks Online subscription is required - QuickBooks Desktop isn't supported - along with an admin-level login on that company.

   

4. 4

   Back on Integrations, open the Documentation tab and find IT Glue.

   Documentation platforms all follow the same shape: enter an API key on the provider's own card, then pull articles, passwords, procedures and assets into the portal from Clients, then a client, then Documentation, then Imports. Re-running an import is idempotent - existing entries are matched and updated by their external id, so a re-pull updates the same records instead of duplicating them.

   

5. 5

   Click into IT Glue and find Import password export.

   This is a separate door from the API credentials above it, and it works whether or not IT Glue is ever connected as an API integration: it imports the vendor's account-wide password export, one file covering every client, in a single pass. Upload the vendor's export zip directly (with its password) or an already-extracted passwords.csv. TOTP (2FA) seeds import too, which the API sync can never deliver on its own - the card above this one explains why, and points here as the canonical way to bring them in.

   

6. 6

   Read the Link your clients before importing notice before choosing a file.

   Every row in the export is routed to a client through your organization links; anything belonging to an unlinked or ambiguously-linked organization is skipped, never imported. Once a file uploads, a routing preview lists exactly which organizations are unlinked and how many rows each one would lose, before anything is confirmed - Review client links jumps to the Matching page to fix that first.

   Warning: This walkthrough never chooses a file or clicks Upload and process - that would write real password entries into a client's vault.

   

7. 7

   Know what happens on a second import of the same export.

   Each row is stamped with its source record id, so importing the same export twice updates the same vault entries instead of creating duplicates - the periodic API sync recognizes the same stamp too, so both stay converged. A technician's deletion stays deleted; the import never resurrects a row a person removed. Archived rows in the export are always skipped, and the uploaded file itself is purged from storage as soon as the import commits.

8. 8

   Know what the analyzing step and a failed password mean.

   Large exports parse and match in the background rather than tying up the browser: an analyzing progress state runs first, then a routing preview to confirm before anything writes to the vault. Once confirmed, it commits client by client and each one is visible landing. If the export zip was password-protected and the password was missing or wrong, the import stops and asks for it again without re-uploading the file - and it can be cancelled any time before it starts committing.

9. 9

   Open Integrations, then AI.

   This tab only connects AI providers - it has no control for choosing which model powers which feature. 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 without any action here. Overriding the model for one specific feature lives under Settings, then AI Assistant, not on this tab; the sensible defaults only need overriding for a specific reason.

   

10. 10

    Open the Pax8 detail page and find Invoice grouping under Pricing & Plan Type.

    This setting decides how a client's Pax8 subscriptions land on invoices once billing runs. Bill all plans separately, shown here, issues one invoice per Pax8 plan. Combine all invoices into one keeps Pax8 off the Core rollup but puts every Pax8 plan due in the same period onto one invoice per month, named after the plan type. Roll up to Core merges the Pax8 lines onto the client's Core rollup invoice instead, so a client with no Core plan simply gets one invoice per Pax8 plan. Changing this applies from the next billing run onward and never touches an invoice that already exists.

    

If it did not work

• If a card under a provider's detail page still reads "Configure <provider> credentials first to use this section", that section (Sync health, Synced Client Plans, Needs Attention & Coverage) only fills in once real API credentials are saved - the Product catalog, password-export and pricing cards above it are read-only or file-based and render either way.

Questions this page answers