Set Your Firm Up for Success with SmartVault + Intuit QuickBooks Online
Organize, store, and secure your client financial documents in one seamless workflow, fully integrated with QuickBooks Online and designed for accountants and bookkeepers. (Coming Q3 2025)
A Better Way to Manage Documents in QuickBooks Online
QuickBooks Online is powerful, but its document handling falls short for firms that value structure, compliance, and control. SmartVault solves that by giving you a scalable, secure, and fully integrated way to manage supporting documents for client transactions, monthly reconciliations, and audit prep. This Integration Fixes:
More Than Storage – SmartVault Adds Structure, Speed, and Control
Explore the key benefits of this powerful partnership:
Unlimited Document Storage
- Create standardized, consistent folders for every client
- Avoid storage limits or extra fees as your document volume grows
- Keep all versions, notes, and activity in one searchable place
Eliminate Rework
- Files are uploaded once and instantly routed to the correct folder
- Maintain file names as-is, with no system overrides
- Spend less time fixing errors or searching across platforms
24/7 Access to Your Documents
- Give staff and clients secure, role-based access anytime, anywhere
- Avoid sending sensitive information via email
- Strengthen trust with a branded, professional portal experience
SmartScan
- Eliminate the need for scanning equipment or email chains
- Improve accuracy and reduce delays in collecting source documents
- Make it easier for clients to send paperwork on time using mobile
Works Across Your Firm
- One platform supports every service line in your practice
- Integrates with leading tax software like Lacerte, ProConnect, and ProSeries
- Reduce the number of tools your firm needs to manage documents
SmartVault vs. Native QBO File Handling: Why QBO Alone Isn’t Enough
QuickBooks handles the numbers, but not the documents. SmartVault fills the gaps with structured, secure, and scalable document workflows built for accounting.
One Document Management System for All Your Services
Whether you’re focused on CAS, internal bookkeeping, or tax prep, SmartVault keeps every document where it belongs. Better still—it’s the only DMS that integrates with QuickBooks Online and leading tax software like ProConnect, Lacerte, and ProSeries.
Use Cases:
- Monthly bookkeeping and reconciliations
- Year-end tax document prep
- Ongoing compliance and audit support
- Secure file sharing with clients
Enterprise-Grade Security Built for Accountants
With SmartVault, your clients’ documents are stored in a centralized, compliant environment that meets the highest security standards in the accounting profession.
Compliance Highlights:
- SOC 2 Type 2 compliant
- AES-256 encryption
- FTC Safeguards Rule & IRS 4557 alignment
- Role-based access controls and audit logging
Support & Onboarding: Expert Help Every Step of the Way
From setup to scaling, SmartVault’s U.S.-based support and onboarding teams help you succeed. Whether you need help migrating from another platform or want training for your staff, we’ve got your back.
What You Get:
- Personalized onboarding and migration support
- On-demand training resources and live coaching
- Smart Hours during tax season for extended support
- Help Center access for step-by-step guides and FAQs
Have Questions? We’ve Got Answers.
What does the SmartVault integration with QuickBooks Online do?
It allows you to attach and store source documents like receipts, invoices, and statements directly from QBO into structured folders in SmartVault. Documents are securely stored, easy to organize, and accessible to your team and clients 24/7.
What are the file size limitations for uploads?
QuickBooks Online limits file uploads to 20 MB. With SmartVault, you can upload documents up to 2 GB each. This is ideal for high-resolution scans, multi-page PDFs, or supporting documentation.
Will the file names and folder structures stay intact when uploading from QuickBooks?
Yes. SmartVault preserves your file names and places them into clean, customizable folders. This eliminates the auto-renaming and confusing folder paths in native QBO.
Can I use SmartVault for more than just QuickBooks workflows?
Yes. SmartVault also integrates with tax software like Lacerte, ProConnect, and ProSeries. Whether you’re doing monthly bookkeeping, tax prep, or audit support, SmartVault keeps your documents organized and secure across the firm.
What types of files can I store in SmartVault?
SmartVault supports most standard file types used by accounting and bookkeeping professionals like PDFs, Word and Excel documents, images (JPG, PNG, TIFF), CSVs, and emails. You can store files up to 2 GB each with unlimited total storage.
However, SmartVault does not support database files (like QuickBooks company files or Microsoft Access files), executable files, or system files. These file types are blocked for security and compatibility reasons.
How does this improve audit prep and compliance?
SmartVault stores all your documents in an SOC 2 Type 2 compliant environment. It aligns with FTC Safeguards Rule and IRS 4557 requirements. With version control, audit logs, and role-based access, it helps your firm stay prepared and protected.
What is SmartScan and how does it help?
SmartScan lets clients and staff take photos of receipts or forms on their phones and auto-upload them to SmartVault as clean, searchable PDFs. This removes the need for scanning equipment or email chains and speeds up document collection.
Is support included?
Yes. SmartVault offers U.S.-based support, personalized onboarding, Smart Hours during tax season, and on-demand training to help your firm succeed from day one.
Is there an additional cost for this integration?
No. The QuickBooks Online integration is included with all ProConnect Docs, Accounting Pro, and Accounting Unlimited plans at no additional cost.
Ready to Start Using SmartVault + QuickBooks Online Today?
Get a guided walkthrough and see how SmartVault helps you stay organized, compliant, and client-ready all year long.
SmartVault adds the structure, security, and control QBO lacks. From folder automation to mobile uploads, it’s the upgrade your workflow needs. Schedule your walkthrough today.
