QuickBooks Integration

AI Agents That Keep the Books Current in QuickBooks

AI agents that create and send invoices and estimates, follow up on what is overdue, record the payments that come in, enter supplier bills, and answer what any customer owes, in your QuickBooks Online company.

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24 things your agent can do in QuickBooks

Find customers and suppliers, read invoices, payments, bills and products, run the profit and loss, balance sheet and aging reports, create and send invoices and estimates, record payments, enter bills and void an invoice issued by mistake. Every change is checked first, and your rules decide which ones need a person.

QuickBooks holds the numbers. Someone still has to keep them current.

Invoices go out late, payments wait to be applied, supplier bills sit in an inbox, and the question about what a customer owes lands in Slack while the person who knows is out.

Next week

When the reminders go out

The aging report shows who is late. Resending the invoices is the job that keeps slipping, and every week it slips the money stays out longer.

Month end

When payments get applied

Payments arrive all month and get matched to invoices in a batch before the close. Until then the open invoices are wrong and someone chases a customer who already paid.

1 question

Three screens to answer it

"Has Acme paid the March invoice?" means the customer, the invoice and the payments in QuickBooks, one screen at a time, while the person asking waits.

How it works with QuickBooks

Three steps to an AI team member that works alongside you in QuickBooks.

Connect QuickBooks

From the agent's Tools tab, sign in with Intuit, pick your QuickBooks Online company and approve AgentTeams. There is nothing to copy or paste. Connecting an app takes an admin of the company.

Set the rules

Tell it your payment terms, how a reminder should sound, which accounts bills go to and which changes it may make on its own. It follows your process, not a generic one.

Let it work

Hand it the invoices to send, give it a weekly report and switch on the reactions you want. Changes are checked first while you build trust.

Everything you need for QuickBooks between month ends

From the invoice that should have gone out yesterday to the Monday cash report, your AI agent handles the QuickBooks work that piles up around running the business.

Invoices and estimates, out the same day

Creates invoices and estimates from your products and services with the customer's terms and due date, emails them from QuickBooks or keeps them for you to look over first, and sends an overdue invoice again as a reminder. It voids an invoice only when you ask.

Payments applied, invoices closed

Records a payment that came in by bank transfer or check and applies it to the invoices it pays, or to the customer's oldest open ones, so the balance in QuickBooks is right the day the money arrives.

Bills and suppliers entered

Enters supplier bills with the expense account and due date you use, adds new suppliers and customers, and keeps their contact details and notes current. It looks a name up first, so it updates the record you have instead of adding another.

Reacts when something happens in QuickBooks

QuickBooks tells the agent when something changes, and you choose what it acts on: a payment received, an invoice paid in full, a new invoice, an accepted estimate, a new bill, a new customer. A paid invoice can be reported to its account owner; an accepted estimate can become an invoice for your approval.

Answers about any customer or supplier

Ask in chat, Slack or Teams what a customer owes, whether an invoice was paid or when a bill is due, and it reads the invoices, payments and bills in QuickBooks and tells you, with the numbers.

Reports where your team talks

On a schedule it runs the profit and loss, the balance sheet, the cash flow or the aging of what customers owe, and posts the numbers and what changed to your channel, so the Monday finance check starts with the facts.

What teams use it for

Concrete examples of QuickBooks agents in production today.

Overdue invoices, followed up

Every Monday the agent runs the aging report, finds the invoices more than two weeks late, sends each one again from QuickBooks once you approve, and posts the list and the total still open to your finance channel.

A payment comes in

A customer's payment lands in QuickBooks. The agent sees which invoices it paid in full and tells the account owner in Slack, so nobody chases a customer who already paid.

From estimate to invoice

A customer accepts an estimate. The agent drafts the matching invoice with the same lines and terms and asks you to approve it before it goes out.

Frequently asked questions

Things people commonly ask before deploying an AgentTeams agent in QuickBooks.

How does the agent connect to QuickBooks?

Through Intuit's own sign-in. An admin of your QuickBooks Online company signs in, picks the company and approves AgentTeams, with nothing to copy or paste. From then on the agent works in that company, and you can disconnect it from the agent's Tools tab or from QuickBooks at any time.

Will it send invoices or record payments on its own?

Every change it wants to make in QuickBooks is checked first, and your company's rules decide which changes need a person to approve them. Emailing an invoice or an estimate always counts as writing to a customer. Start strict and loosen it per action once the work looks right.

What can it react to?

A payment received, an invoice paid in full, a new invoice, an accepted estimate, a new bill and a new customer, each with filters and your own instructions. All six start switched off, so it reacts only to what you choose. It never reacts to its own changes, so one update can't set off another.

Which QuickBooks does it work with?

QuickBooks Online. QuickBooks Desktop isn't supported. It works in your company's currency and with your own products and services, payment terms, accounts and tax codes.

Can it move money or change our settings?

No. It works with your bookkeeping, not your bank: recording a payment writes down money you already received, and it never pays a bill or charges a card. It can't change your company's settings, your users or your bank connections.

What happens to our financial data?

QuickBooks tells us when a record changes in your company, without its contents. We act only on the changes your agent has a reaction for. What the agent reads and writes while working stays with that agent in your own AgentTeams workspace, and nothing from your books is used to train any model.