RunSmart allows bookkeepers and advisors to manage multiple client projects from a single account—while maintaining each client’s privacy and QuickBooks connection. Here’s how to get your clients set up quickly so you can start analyzing their financials.
🔧 Step-by-Step Guide
1. Create a New Project
Start by creating a separate project for each client you work with, up to the number allowed by your plan. This helps keep their financial data organized and ensures proper access control.
2. Invite Your Client to the Project
Go to the project page for the client you just created.
Click the “+Team Member” link.
When prompted, assign your client the role of Team Lead.
Note: Only Team Leads are authorized to connect a QuickBooks Online account to RunSmart. For security and compliance, clients should connect their own QuickBooks accounts by accepting the invite and logging in directly.
While some bookkeepers may choose to connect on behalf of their client using the client’s credentials, this practice is discouraged for security reasons and may violate QuickBooks’ terms of service. We recommend inviting your client as a Team Lead to maintain secure, direct access.
3. Enter Their Email and Send the Invite
Type in your client’s email address and send the invitation directly through RunSmart.
4. Client Accepts the Invite
Your client will receive an email with a link to accept the invite.
To proceed, they’ll be asked to create a RunSmart account if they haven’t already.
5. Client Connects QuickBooks
Once logged in, your client will see the project you created.
They can now click the “Connect to QuickBooks” button and securely log in using their QuickBooks Online credentials.
⚠️ Important Note on QuickBooks Auto-Connection
If you're setting up multiple client projects in a row and connecting QuickBooks on their behalf, QuickBooks Online may automatically connect to the wrong (and most recently connected account) without prompting for login credentials. This is a known limitation with QuickBooks Online—not an issue with RunSmart or Projection Genie.
To ensure the correct client account is connected, log out of QuickBooks completely before connecting a new client account by visiting:
https://accounts.intuit.com/
Doing this will clear the active session and allow the proper account to be authenticated.
6. What Happens After QuickBooks is Connected
As soon as the QuickBooks connection is authorized, RunSmart begins pulling and analyzing the client’s financial data in real time.
This process typically takes 5 minutes or longer, depending on the volume of data.
When complete, both you and your client will have access to detailed insights, forecasts, and KPIs—all visible within the shared project.
💡 Pro Tips
Repeat this process for each client you support.
Make sure clients use the same email address for the invite and account creation to avoid access issues.