How to connect a client to accounting software

Quick answer

Open a client’s Integration column in the client list (or use bulk actions for multiple clients), choose your accounting software, enter API credentials, test the connection, and save. Uku then syncs accounting data — invoices, balances, transactions — into client summary tasks automatically.

Who can do this

• Company Owners and Company Admins can manage accounting integrations.
• The Integration app must be enabled under Settings & Apps for your company.
• The accounting integration must also be activated in Settings & Apps before it appears as an option.

Supported integrations

Uku supports connecting clients to the following accounting systems (available options depend on which your company has activated):

• Merit Aktiva — Estonia, Finland, and Poland
• Smart Accounts
• e-conomic
• Xero
• QuickBooks
• Tripletex
• Fortnox
• FreeAgent
• Trigon
• Directo
• Scoro

Connecting a single client

Path: Clients > [Client name] > Integration column

1. Go to the Clients list view.
2. Find the client you want to connect. The Integration column shows any existing connections.
3. Click the integration cell for that client. The Integration configuration dialog opens.
4. Select an integration from the Integration dropdown. Only accounting apps your company has enabled are shown.
5. For Merit Aktiva, an additional Country dropdown appears — choose Estonia, Finland, or Poland.
6. Enter the API credentials (API ID + API key for Merit Aktiva; API key + API secret for Smart Accounts; similar patterns for others).
7. Click Test connection to verify the credentials. A “Connection successful!” message confirms the credentials work.
8. Click Save to store the connection.

A Read the manual link in the dialog provides detailed instructions for finding API credentials in each accounting software.

Syncing data for a client

Once credentials are saved, pull accounting data into Uku:

1. Open the Integration configuration dialog for the client.
2. Click Reload data. A confirmation dialog notes this will reload the last 12 months of data and may overwrite existing summary task values.
3. Click Overwrite to confirm.

Uku processes the sync in the background and notifies you when it is ready. The reload imports accounting data (invoices, income, expenses) and writes it into client summary tasks.

Bulk-syncing multiple clients

Path: Clients list > select clients > bulk actions > Integration

1. Go to the Clients list view.
2. Select the clients you want to sync using the checkboxes.
3. Open the bulk actions menu and click Integration.
4. In the Run integration dialog, select the accounting integration.
5. Choose a Period (month and year) for the data sync.
6. Click Run.

Uku processes all selected clients in the background and notifies you when the sync is complete. Clients must already have saved API credentials for the selected integration before the bulk sync can run.

Removing an integration

1. Open the Integration configuration dialog for the client.
2. Select the integration you want to remove.
3. Click Delete (bottom-left of the dialog).
4. Confirm the deletion.

Removing an integration deletes the stored API credentials for that client. Previously synced data in summary tasks is not removed.

Troubleshooting

The Integration column is not visible in the client list

The Integration app is not enabled for your company. A Company Admin or Company Owner can activate it under Settings & Apps.

The integration dropdown is empty

No accounting apps have been activated for your company. Go to Settings & Apps and activate the accounting integration you need (for example, Merit Aktiva or Xero).

Test connection fails with an authentication error

Double-check that you copied the API credentials correctly from the accounting software with no extra spaces. For Merit Aktiva, confirm you selected the correct country.

Reload data seems stuck or takes a long time

Data sync runs in the background — Uku notifies you when it finishes. For clients with large volumes of transactions, this can take a few minutes. If no notification arrives after several minutes, try triggering the reload again.

Bulk integration does not import data for some clients

The selected clients may not have API credentials saved for the chosen integration. Open each client’s integration dialog individually to verify the connection and test it before running the bulk action again.