Cloudbeds – Accounting Integration Onboarding Guide

Welcome to the Cloudbeds – Omniboost Accounting Integration onboarding process! This guide will walk you through the essential steps to successfully connect your Cloudbeds environment with your accounting software. 

Omniboost offers a variety of accounting integrations for Cloudbeds users. To explore your options, log in to your Cloudbeds account, navigate to the Apps & marketplace option on the main menu.

Here in the Search Apps bar, you can look up your accounting integration using the name of the system (i.e. NetSuite, Exact Online, Sage Intacct etc). Alternatively, you can look for all options that Omniboost offers by entering "by Omniboost" in the search bar.

Once you’ve identified your desired connection, click Learn More to access more detailed information.

Important Note: This guide pertains exclusively to accounting connections supported by the Omniboost team. To confirm that your chosen connection is provided by us, look for the word Omniboost beneath the connection name and in the description, as illustrated in the screenshot above.

Once you've clicked Learn More, you will be taken to a detailed overview of the selected integration where you can learn more and officially start the onboarding process.

In addition to the above, before you initiate the onboarding process from the marketplace, please make sure that you have completed your Cloudbeds Accounting setup. You can access your setup by going from the main menu to Accounting - > Custom codes.

Here you will be able to define and map your Cloudbeds Transaction codes. Each of your Cloudbeds transaction codes must have a corresponding ledger account code from your chose accounting system. If there are values missing in the Code column of the example overview shown above, you will not be able to complete your onboarding.

If you are not able to see the Accounting option on your Cloudbeds menu or need additional help populating these fields, please reach out to your Cloudbeds support team via support@cloudbeds.com.

Once you've made sure your Cloudbeds Transaction Items are fully mapped, you are ready to start onboarding your new integration. To do that, please follow the steps above to find the accounting system you wish to connect to. Click Learn More and then on the following screen, click the Connect App button.

The first step of the onboarding process will require that you provide Omniboost with the right permissions to fetch all of the Cloudbeds data needed for your integration.

All of the permissions required are read-only meaning that Omniboost can only pull information from Cloudbeds and will not make any changes or push any information to your Cloudbeds environment.

To provide the necessary rights, please click the Allow Access button found at the bottom of the permissions overview.

Please note that you may be asked to log into your Cloudbeds profile once again during this authentication process. That is expected behavior so please proceed as that allows Omniboost to get the API credentials needed for setting up your connection.

General Information 

In the initial step, you will provide details regarding the accounting flow you wish to utilize. Additionally, you’ll need to enter information about your company and the contact details of the individual responsible for the onboarding process. 

Note: Not all Cloudbeds-accounting connections support every accounting flow.

Company Details and Contact Information 

If you are a new Omniboost client or this is your first integration onboarding, please provide your Cloudbeds Chain Name, as this information is not accessible via API.

Property information retrievable by us will be displayed in the Property Section. Please review, update, and complete any incorrect or empty fields.

The contact section should include the main contact person responsible for onboarding and future inquiries.

Once all fields are populated, click the Confirm and Continue button in the bottom right corner of the screen.

After confirming your property and profile data, please review and accept the Omniboost Terms & Conditions and Privacy Policy. Please click Confirm and continue in the bottom corner to proceed to the next step.

As you have already authenticated the connection in the steps above, Omniboost will automatically fill in this information on your behalf, and this step will be skipped if successful.

The example image below shows a successful connection, demonstrated by both the "Connection successful!" message and the green color of the status box.

If there is an issue with your Cloudbeds token (e.g., disabled, deleted, or incorrect), the green success box shown above will be red and an error message will be displayed.  

If that happens, please try to re-establish a connection by clicking the gray Reconnect button. You will then be asked to log into your Cloudbeds environment and provide permissions once again.

If the issue persists, please reach out to our support team via support@omniboost.io.

Note: A successful connection to your Cloudbeds environment is necessary to complete the onboarding process. 

 In this step, you will connect to your chosen accounting system. Please note that not all accounting systems require or support an API connection.  Fields shown on this page will be different for each accounting system. The example below shows an example of different values that could be required. Please follow the instructions on the page shown in your profile and enter the requested values as they apply to your chosen accounting system.

Just as with the previous step, if successful, a green success message will appear. If there’s an issue, a red message will explain the problem. Double-check your credentials, and if issues persist, consult your accounting system administrator before contacting support@omniboost.io. 

Some systems may require you to select a specific tenant or environment as shown above; others may not.

During this step, you will answer integration-specific questions, such as where to post guest ledger and fallback information.

As with the information in Step 6, the requested values and their format will be specific to the accounting system you've selected to connect to. Please follow the instructions shown on your onboarding profile.

API integrations 

If you are setting up an integration with a system that supports an API connections (NetSuite, Xero, Exact Online, Sage Intacct etc), some dropdown menus for certain fields will be available to help you with the onboarding. These dropdowns will be populated with information from your accounting software (e.g., chart of accounts, tax rates). Please select the appropriate values from the options provided.

Note: The Omniboost team is here to assist with any technical issues, such as forms not opening or fields not saving. However, questions regarding which values to select should be directed to your colleagues or accounting team, who are best equipped to make these decisions. 

In this step, you will review and complete your Cloudbeds transaction code and tax mapping.

Note: The Omniboost team can assist with technical issues, but for questions on which values to select, please consult your accounting team.

Cloudbeds Internal Transaction codes

The  mapping of your Cloudbeds Transaction Codes is done in Cloudbeds and will be displayed here for your review. Ensure that all information in the blue box is the Code column is configured in Cloudbeds. If any required fields are empty, return to your Cloudbeds environment to update them; you will not be able to proceed without completing this step. 
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Depending on which accounting system you are connecting to, there may be additional values you can specify (i.e. department, location, cost center). If those are available, they will be shown as optional and editable fields like in the example below. If those should be used in your integration, please specify those values before submitting your onboarding form.

Taxes 

 Depending on your selected integration, at the bottom of the page, you may also find the Taxes section, listing all taxes retrieved from your Cloudbeds environment.

If applicable, for each tax listed, please select the corresponding value from your accounting system.  Once all fields are completed, click Confirm and Continue. 

After completing your onboarding form, you’ll be redirected to a page outlining the next steps. At this stage, the Omniboost onboarding team has received a notification that you've submitted all the required information. The information you provided will be used to configure your new integration pipeline. 

Testing and reconciliation 

 Once the setup is complete, a test export file or journal will be generated for your review. The Omniboost team will reach out and you will be asked to review and confirm that the selected mapping is correct and that the information reconciles with your Cloudbeds Daily Revenue Report. 

Go-live

 Once you give final approval for the integration’s configuration and operation, the Omniboost onboarding team will set the connection live. Data will automatically flow into your accounting software at the agreed intervals (daily, monthly, etc.). 

Integration management and support 

After your connection is live, you can manage integration mapping or settings via your Omniboost integration platform profile. The Omniboost support team will be notified of any changes and will review them before release.  For any inquiries regarding the integration or issues you encounter, please contact our support team directly from your Omniboost integration profile using the support popup in the bottom right corner, as shown below or via email at support@omniboost.io.