I’ve talked about SmartVault on several occasions – it is my favorite document management system for QuickBooks. Not only does the product work well, they have integrations with many software products that I use, so I have the same document management system wherever I go. The latest integration is SmartVault for Xero.
I won’t go into all the technical details of the Xero integration – it works just the same (after it is set up) as it does in the QuickBooks Online integration. That is good news for accounting professionals – you don’t have to work with a different interface if you go back and forth between QuickBooks Online and Xero.
Installing SmartVault for Xero
Note that SmartVault only supports Chrome and Firefox – there are technical issues that prevent them from running with Internet Explorer and the other browsers (Opera, Safari).
I tried it with Chrome (if you use Firefox, make sure you have the up-to-date version). You’ll find a link in your SmartVault resources – installing it with Chrome was very simple and took just seconds.
The next time that you open your Xero company with this browser you will get a SmartVault Quickstart window that will take you through the steps you need.
Authorize is establishing a connection with the SmartVault account.
You’ll continue on to select the “Vault” that this Xero file will connect with. There is a “wizard” that leads you through the steps, I’m not showing them all here.
That is all there is – integration is very simple and fast.
Once you are set up you will see that the SmartVault icon in the browser is green (showing you are connected), and wherever you are allowed to attach a document the SmartVault tray will appear. You can attach from your SmartVault inbox, or you can add a document from your local computer.
Adding documents from a local computer is a simple drag/drop operation. Click on the paperclip to open the window:
Then drag the file there (or use the browse button). The document is uploaded immediately:
Here’s the list of transactions and lists where you can attach a document:
- Accounts/Bank Account
- Accounts/Bank Accounts/Transfer
- Accounts/Checks/Spent Money
- Accounts/Expense Claim
- Accounts/Expense Claims/Receipt
- Accounts/Fixed Asset
- Accounts/Fixed Assets/Inventory Item
- Accounts/Purchases/Payable Credit Note
- Accounts/Purchases/Repeating Bill
- Accounts/Sales/Receivable Credit Note
- Advisor/Journal (Requires the user be configured as a Financial Advisor in General Settings)
- Settings/Chart of Accounts
Why I Like SmartVault for Xero
I’m very happy that SmartVault is working with Xero because it is my favorite document management system, which I have been using with QuickBooks Desktop and QuickBooks Online. Having one system that works with all the products I support is a major benefit to me. I have one central depository for all of my documents, regardless of which accounting system I’m working with.
SmartVault is secure, easy to use, provides great user access controls, and gives me a secure client portal. In addition, SmartVault works with many other products that I use or recommend, such as Microsoft Outlook, Method CRM, SpringAhead, Tallie, Results CRM and more (and my favorite Fujitsu ScanSnap S1500 scanner).