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This reference explains the lifecycle of an integration in your workspace: the states a connection can be in, who can manage it, and what controls whether the Integrations area and individual integrations are visible to you. The user-facing roles referenced below are: Admin, Ops Manager, Sales Admin, Sales Member, Client Coordinator, Crew Leader, and Crew Member.
The Integrations area is a marketplace — a catalog of available integrations and a detail page for each one, where an Admin connects and manages each integration for the workspace.

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Who can manage integrations

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Only Admins can reach the Integrations area

The Integrations area — the marketplace catalog and any integration’s detail page — is reachable only by Admin. The “Integrations” entry in the navigation menu is hidden for everyone else, and opening an integration page directly returns “not found” for roles that don’t have access.

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Connections are managed per workspace, by Admins

Viewing and changing an integration’s connection is limited to Admin, and is always scoped to your own workspace. There is no way to view or change another workspace’s connections. Once a connection is created, the workspace it belongs to and the integration it’s for are fixed and can’t be reassigned.

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What controls whether integrations show up

Whether you see the Integrations area, and which integrations appear inside it, is controlled at two independent levels.

The Integrations area as a whole

The Integrations area can be turned on or off for your workspace. When it’s off, the “Integrations” menu entry disappears and both the marketplace and any integration detail page return “not found” — even for an Admin.

An individual integration

Each integration in the catalog can additionally require its own availability before it appears. If an integration isn’t available for your workspace, it’s filtered out of the marketplace, and opening its detail page directly returns “not found.”
Because these are independent, an Admin can have the Integrations area turned on yet still see an empty marketplace — if every individual integration is unavailable, the page shows a “No integrations available” empty state. For the broader rules on how availability is decided, see Feature availability.

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The states a connection can be in

A workspace has at most one connection per integration. Connecting an integration a second time updates the existing connection rather than creating a duplicate. A connection is always in exactly one of three states: There is no “disconnected” state. An integration your workspace has never connected simply has no connection at all. “Never connected” means there’s no connection record; “was connected, now off” means a connection that’s in the Revoked state.

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Connect, reconnect, and disconnect

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Connect

From an integration’s detail page, an Admin starts the connection flow with the integration’s connect button. What happens next depends on the integration:
  • Menaia Pay — Connect Stripe sends you to Stripe’s onboarding flow to set up the payments account, then returns you to the integration page when you’re done.
  • QuickBooks — Connect QuickBooks opens a sign-in window where you authorize the connection. Once it completes, a confirmation appears naming the QuickBooks company you connected and inviting you to set up how your data syncs between Menaia and QuickBooks. The page then shows a Connected badge along with a Disconnect option. Finalizing the connection can take a moment after the window closes; if the page hasn’t caught up yet, use Refresh status to check again.
  • Acorn Finance — Connect Acorn Finance turns the integration on right away. There’s no separate account to set up and no sign-in window; the connection completes immediately and the page shows a Connected badge. Disconnecting asks you to confirm first, because it removes the financing option from your client-facing proposals.
  • TaxJar — Enable TaxJar works the same way: no account, no API key, and no sign-in window, and the page shows a Connected badge right away. Connecting alone doesn’t change any tax — each branch has to be switched on separately in Tax Settings before TaxJar appears in its tax selector.
  • Thumbtack — Connect Thumbtack takes you to Thumbtack in the same tab, where you sign in with your Thumbtack Pro account and approve the connection. You’re then sent back to the Thumbtack page, which shows Finishing connection… and then a Connected badge. The connect link is only good for 15 minutes.
  • Zapier — works differently from every other integration: there’s no connect button and no workspace connection. Each person connects their own Menaia account from inside Zapier, approving it on Menaia’s authorization screen and, if they belong to more than one organization, choosing which one under Organization. Their Zaps then act with that person’s own role permissions, limited to the permissions they approved. Because there’s no workspace connection, the states below don’t apply to Zapier.
A successful connect creates the workspace’s connection for that integration and sets its state to Connected. Once QuickBooks is connected, what syncs — clients, items, invoices (with their credit notes and voids), payments, and expenses — follows the choices you make in its sync setup. With payment and invoice sync on, offline payments recorded in QuickBooks against linked invoices also come back into Menaia. Every sync is recorded in the QuickBooks page’s Sync Log. See Integrations for the setup steps.

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Reconnect

Because a workspace has only one connection per integration, connecting again after a Revoked or Error state updates that same connection back to Connected — it does not create a second one. For QuickBooks, reconnecting also looks at which QuickBooks company you signed in with.

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Reconnecting QuickBooks to the same company

If you sign in with the same company as before, your sync preferences and mappings are restored, and syncing resumes right where it left off.

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Reconnecting QuickBooks to a different company

If you reconnect QuickBooks to a different company than the one your workspace was synced with before, Menaia detects the mismatch and asks you to confirm before going any further. You have two choices:
  • Continue with new company — Menaia clears the previous company’s mappings and sync history and starts fresh with the new one. This can’t be undone.
  • Cancel and reconnect the original company — disconnects the company you just connected so you can reconnect the one you were using before, with its mappings and history intact.
After you choose Continue with new company, syncing is paused while Menaia clears the previous company’s data — the QuickBooks page shows a Clearing… status during this time, and you can’t change your sync settings until it finishes. Once it’s done, a Finish setup prompt appears so you can choose what syncs between Menaia and the new company.
The Finish setup prompt also appears any time QuickBooks is connected but you haven’t finished choosing your sync preferences yet — for example, if you dismissed the setup step after first connecting. It stays on the QuickBooks page so you can complete setup whenever you’re ready.

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When a QuickBooks connection expires

A QuickBooks connection can stop working on its own — for example, when its authorization expires or is withdrawn on the QuickBooks side. When that happens, the integration page marks the connection Expired: it shows an Expired badge, a banner explaining that the connection has expired, and a Reconnect button to restore it. Your sync preferences and branch-to-class mappings are kept while the connection is expired and are restored as soon as you reconnect, so reconnecting picks up where it left off instead of starting over. If you’d rather not reconnect, you can still Disconnect the integration from here.

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When a Thumbtack connection stops working

If Menaia can no longer reach your Thumbtack account — for example, because access was withdrawn on Thumbtack’s side — the connection moves to Error. The Thumbtack page shows a Reconnect needed badge, a banner saying the connection expired, and a Reconnect Thumbtack button. New leads stop arriving, and replies you send from Menaia aren’t delivered to Thumbtack until you reconnect. Reconnecting signs you in again and restores the same connection.

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Disconnect

Disconnecting moves the connection to Revoked. The connection is kept rather than removed, so your workspace retains a record that the integration was once connected. A connection can also land in Error without anyone disconnecting it — for example, when re-authorizing an existing QuickBooks connection fails. QuickBooks surfaces this as an Expired connection that stays unusable until it’s reconnected (see When a QuickBooks connection expires above).

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What breaks when an integration is disconnected

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Capabilities stop working until it’s reconnected

A connection in Revoked or Error is not usable. Anything that depends on that integration stops working until the connection is restored to Connected. For a Payments integration, that means capabilities like accepting payments, syncing payouts and fees, and reconciling against invoices are unavailable while the connection is down. For QuickBooks, it means nothing syncs — invoices, credit notes, voids, payments, and expenses stop going to QuickBooks, and payments recorded in QuickBooks stop coming into Menaia — until the connection is restored. The QuickBooks Sync Errors badge is hidden while QuickBooks isn’t connected.

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What each integration keeps when you disconnect

  • TaxJar — your choice of which branches use TaxJar is kept, so turning it back on picks up where you left off. Estimates and invoices that already use a TaxJar rate keep their saved tax, and new ones go back to each branch’s default rate.
  • Thumbtack — Menaia stops receiving leads and messages from all of your businesses, and forgets your business list and its on/off switches. When you reconnect, every business is listed again, switched on. Your Thumbtack conversations, and any leads converted from them, stay in Menaia.

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Disconnecting affects only your workspace

A disconnect only ever touches the workspace that owns the connection. One workspace disconnecting an integration never affects another workspace’s connection.

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Quick reference

  • Reach the Integrations area / manage connections: Admin only.
  • One connection per integration, per workspace — reconnecting updates the same connection.
  • Reconnecting QuickBooks to a different company clears the previous company’s mappings and sync history (after you confirm), pauses syncing while it clears, and then prompts you to finish setup again.
  • States: Connected, Revoked, Error. There is no separate “disconnected” state — a never-connected integration simply has no connection. QuickBooks shows the Error state to you as Expired, with a Reconnect prompt and your settings preserved.
  • Disconnect moves a connection to Revoked and keeps the record. TaxJar keeps its branch choices; Thumbtack keeps its conversations but forgets its business list.
  • Thumbtack shows the Error state as Reconnect needed, with a Reconnect Thumbtack button.
  • Zapier has no workspace connection: each person connects their own account from Zapier, picks the organization, and their Zaps act with their own role’s permissions.
  • Two visibility controls: the Integrations area as a whole, and each individual integration — either can hide an integration from you.