Overview
SuiteOp integrates with Topkey, your accounting software, to automatically sync financial data from your operational tasks. This guide walks you through how task costs flow from SuiteOp into Topkey, so your team can keep operations and accounting in sync without manual data entry.
Tracking Task Costs in SuiteOp
SuiteOp's Task Management System includes a Task Costs feature that lets you attach financial data directly to any operational task.
Cost Types
When adding a cost to a task, you can choose from three types:
Flat rate — A one-time set price for the task
Unit cost — Price per item or unit
Hourly rate — Time-based pricing for work performed
Reviewing and Approving Costs
Once a cost is added to a task, it appears in the Financials section under Needs Review. From there, a manager can:
Approve the cost
Decline the cost
Sync approved costs to Topkey
Only approved costs are eligible to sync, giving your team a clear checkpoint before any financial data leaves SuiteOp.
How the Topkey Sync Works
Create a Workflow in SuiteOp
The integration runs through an automated Workflow:
Category: Tasks
Trigger: Task is synced
Action: App action > Topkey > Sync Task Costs with Topkey
This action in Workflows will pre-fill the JSON to send to Topkey
You will need to replace the auth_token with your token from Topkey
Authentication
Your connection to Topkey is secured with a unique authentication token tied to your account. You can disconnect and reconnect the integration at any time from the /integrations/SuiteOp section inside Topkey.
What Gets Sent
Each sync sends a structured payload to Topkey containing everything needed to record the cost on the accounting side:
Task identification details (ID, name, and a link back to the task in SuiteOp)
Cost type (flat rate, unit cost, or hourly rate) and amount
Associated property and reservation information
Assignment details (who the task was assigned to)
Department, priority, and scheduling information
Approval status and timestamps
Getting Started
To set up the integration:
Create your Workflow in SuiteOp
Log in to your Topkey account
Navigate to /integrations/suiteop
Generate your authentication token and copy the webhook URL
In SuiteOp, enter the webhook URL in your Workflow action
Approve and sync a test task to confirm data flows correctly
If you need help setting up the integration or have questions about how specific fields map between the two systems, reach out to SuiteOp support.