Prior to starting the onboarding, please note that all Omniboost accounting integrations post financial data as daily journals entries, not invoices.
Requesting your integration
Connect via the Cloudbeds Marketplace
Log into your property, click the Manage icon in the top right corner. This will open a menu on the left-hand side. Click Apps and Integrations then Marketplace.
B. In the search bar, start typing Quickbooks. Select the option provided by Omniboost. Click Learn More.
C. You will see the option to submit a request to the Cloudbeds team. Click Submit request and the Cloudbeds team will reach out with more information about the pricing.
D. Once the pricing has been agreed upon, the Submit request button will change into Connect App. Click on Connect App to start the onboarding process.
Once you click Connect App, you will start the 30-days setup period and both the Cloudbeds and Omniboost teams will be notified. You are to complete all required fields of your Omnibase mapping profile (explained below) during this time otherwise your integration cannot be set up.
D. You will be redirected to the Application Authorization step. You will see the list of permissions required for Omniboost to pull financial and related data.
Please scroll to the bottom of the page to select the property that you want to add the integration to. If you own/manage multiple properties, please only select the one you are setting up at that time.
Each individual property needs to be connected separately via its own marketplace to ensure that only data belonging to that property is pulled. Please do not use group Association level user, but property level user.
Click continue and Allow Access:
Note: If you have already set up a Cloudbeds – Omniboost integration for another property, please make sure you are logged out of that Omnibase profile.
E. You will be redirected to the Omnibase mapping middleware to complete your accounting setup.
Here you will select the property you are connecting again and click Submit.
F. After confirming your property, select the accounting system you will be connecting to and click Continue.
Make sure you select the correct one as that will determine the type of profile you will be assigned.
G. You will be directed to the Base login screen. Use the credentials sent to your email (example shown below).
Logging into Omnibase
Enter your username and password and click the Login button.
B. Setting up your 2FA
The first time you log in, you will be presented with a QR code you will use to set up your 2FA account and keep your information secured.
If you already have a 2FA application installed on your telephone, open the app, select the option to add a new account (typically displayed as a + symbol or Add account). Your screen will then show that your camera is open. Point your phone towards the QR code to capture it and add this new account. You will then receive the code required to complete the login process.
If you do not have a 2FA application, please go to either the Android or Apple App stores depending on your phone. Search for either the Google Authenticator or Authy applications and download the one you prefer. Now that you have the app, please follow step a described above.
You will only be asked to set this up once but you will be asked to provide the one-time code generated by your app for this account, every time you are logging in. If you need the QR code reset (switching phones or sharing the credentials with a colleague) please request a Omnibase 2FA reset by emailing firstname.lastname@example.org. Please make sure you provide your login email and name of your property.
C. Connecting the PMS & accounting systems
Once you've logged in, you will see a menu on the left-hand side of the screen. Please click on the Integration setup option seen below.
Note: If you experience any issues with loading the next page or get an "Oh no...our spaceship got hit by undefined meteors..." please try refreshing the page a few times to reconnect.
On the following screen you will see the first Integration setup step with the name of your property. Please click Connect to Cloudbeds to proceed to the oAuth step.
Doing this will allow us to pull your revenue and payment categories directly from your Cloudbeds property setup.
Note: If you are not logged into your Cloudbeds account already, you may be asked to authorise the Cloudbeds connection once again.
The following screen will ask you to connect to your accounting software.
Authenticate connection to Quickbooks
You will be asked to authenticate the connection in order to pull your chart of accounts into the mapping profile. You will be presented with the Quickbooks login screen like in the example below.
If you have more than one company set up in your Quickbooks environment, make sure to select the correct one for that specific Cloudbeds property. If not, you will not be able to see the correct set of ledger accounts when mapping and you will have to start again with a new profile.
Once you've connected to your Quickbooks account, it's time for accounting mapping.
On the left-hand side, you will see a full list of your revenue and payment categories exactly as they are configured in your Cloudbeds environment. Fill in the middle column with the correct ledger account/nominal code for each category by selecting them from the dropdown menu that will be available for each field.
If you use cost centers/departments please specify them in the right-hand column. You can do so by clicking on the +Add cost centers to open a new field. If your accounting system supports it, the cost centres configured in your accounting system will be available here in a drop-down menu.
When you've completed your mapping, please scroll down to the bottom of the page and make sure you click Save ledger mapping.
Note: You can also do this anytime throughout the process to make sure your progress is not lost while you step away from the mapping to consult with your accountant/team.
Once you complete and save your accounting mapping, you will be directed to the second half of the mapping profile. This part contains the following three sections:
A. Integration settings
Please provide the correct ledger account code for your Guest ledger by selecting it from a drop-down menu.
In the description field, enter the word or phrase you wish to see as the name of the entry in your accounting software. The name you select will then automatically have the date the posting is for added.
Example: typing Cloudbeds here would result in Cloudbeds 20220311 for the journal entry containing data for the 11th of March.
B. VAT settings
Here you will see a list of the taxes and fees set up in your Cloudbeds property. Please provide the correct code for each VAT level by selecting it from the drop-down menu.
C. Fallback settings
The fallback feature provides a backup set of account codes for the integration to minimize the possibility of an error due to a mapping issue. Sometimes a new product or payment type can be added unintentionally to the PMS environment without being mapped correctly, stopping the integration from working.
When fallback codes are implemented, the unmapped product/payment will be posted to these fallback ledger account codes. Omniboost suggests using ledger account codes that are not used for anything else. This way, if an item/payment is posted to this account, it will be clear that you should update the configurations in your PMS or let Omniboost know which product needs to be added to the integration mapping.
When you've completed the mapping, please scroll down to the bottom of the page and make sure you click Save.
Testing and Automation
Provide all additional data
Once you've completed your mapping and Cloudbeds configuration, please make sure that the following information has been shared with the Omniboost team via email@example.com:
Historic import range: Please provide a past date range (if applicable) for which you want Omniboost to generate files/journals to help you fill any gaps in financial data transfer that may have occurred while switching accounting solutions.
Daily run time: time of day your integration should be run.
NOTE: YOUR DAILY INTEGRATION RUN TIME SHOULD BE SET FOR CLOSING TIME + TIME IT TAKES TO MAKE MODIFICATIONS IN YOUR CLOUDBEDS ACCOUNT.
IF YOU MAKE CHANGES TO YOUR CLOUDBEDS ENVIRONMENT AFTER THE INTEGRATION HAS RUN, YOUR CLOUDBEDS AND ACCOUNTING SYSTEMS WILL NOT BE EASY TO RECONCILE AND THE NEW CHANGES WILL NOT BE PUSHED.
Testing & reconciliation
Once we've received all necessary information, Omniboost will schedule the building of your integration pipeline.
When complete, we will generate a test journal posting and ask you to review. Please use your Cloudbeds Daily Revenue Report to reconcile the data and confirm so that Omniboost can proceed with setting the integration live.
You can access your Daily Revenue Report from your Cloudbeds property by going to Reports -> Daily Activity Reports -> Daily Revenue Report.
In the Amount column of this report, you will be able to see the daily totals for each of the different accounting categories.
To reconcile your Guest Ledger movement for that day, please see the Ledger section of the report. The exact amount will be listed in the Change line seen below.
After you confirm that you are satisfied with the mapping you've chosen, if you've provided a historic import range, the Omniboost team will generate the daily files/post the daily journals for the given dates.
Automating the integration
When all past data has been pushed through, the Omniboost team will set an automated daily schedule based on the End of day you specified in your mapping profile/via email. A daily journal will automatically be posted directly into your accounting system.
If you wish to make any changes to your mapping or experience any issues throughout the lifetime of your Omniboost integration, please reach out to firstname.lastname@example.org for assistance. The team will review your request and help you as soon as possible.
Cancelling the connection
If you decide that you no longer want to use this integration, you can cancel it through the Cloudbeds Marketplace. You will first be prompted to contact the Cloudbeds billing team and clear any outstanding charges. Once that has been resolved, then you will be able to disconnect. The Omniboost team will be notified.