QuickBooks

What it is

An agent connected to QuickBooks Online helps with the day-to-day of your books. It answers questions about customers, invoices and payments, sends invoices and reminders, records payments that came in outside QuickBooks, enters bills from suppliers and runs reports, the way an assistant to your bookkeeper would.

The agent works in one QuickBooks company: the one you pick when you connect. Only QuickBooks Online can be connected, not QuickBooks Desktop.

Before you start

QuickBooks only lets admins of a company connect apps to it, so you’ll sign in as one. If you look after several companies, you choose one on the QuickBooks screen; to work in another company too, connect it for another agent.

Connecting QuickBooks

1. Open the agent, go to the Tools tab and choose QuickBooks.
2. Click Sign in with QuickBooks, sign in, pick the company and approve AgentTeams. There is nothing to type.
3. The wizard checks the connection. You’re done; reactions are switched on separately (below).

What the agent can do

• Answer questions. Who owes what and since when, which invoices are overdue, what a customer has paid, which bills are due this week, how a month compares to the last.
• Invoices and estimates. Create them from a description and a price or from your products and services, email them to the customer, send an invoice again as a reminder, and void one sent by mistake.
• Payments. Record a payment that arrived by bank transfer or check, applied to the right invoices.
• Bills and suppliers. Enter a bill from a supplier against the right expense account, and add new suppliers and customers.
• Reports. Profit and loss, balance sheet, cash flow, aging of what customers owe and of what you owe, sales by customer or by product, for any period.

The agent doesn’t pay bills, move money, run payroll or file taxes, and it doesn’t change your chart of accounts or your settings.

What the app asks for

• Accounting, to read and change customers, suppliers, invoices, estimates, payments, bills, products and accounts, and to run reports.
• Your name and email, to show who connected QuickBooks.

What it reacts to

No reaction is on from the start. On the Tasks page you can switch on reactions to payments received, invoices paid in full, new invoices, new bills, new customers and accepted estimates. For example, a paid invoice can get a thank-you drafted for your approval, a new bill can be checked against the order before it’s due, and an accepted estimate can become an invoice.

The agent never reacts to its own changes, so one update can’t set off another. See Reactions for filters and custom instructions.

Staying in control

Every change the agent wants to make in QuickBooks goes through a review step first, and your company’s rules decide which changes need a person to approve them. Emailing an invoice or an estimate to a customer is always reviewed. Start strict and loosen it per action once the work looks right. Approval gates explains how.

What we receive, and what we keep

• QuickBooks tells us when something changes in the company: which invoice, payment, bill, estimate or customer, never its content. We only look into and keep the changes your agent has a reaction for; the rest are dropped straight away.
• What the agent reads and writes while working stays with that agent in your own AgentTeams workspace, the same way its chats and emails do.
• Nothing from your books is used to train any model. For the full picture, see our privacy policy.

Disconnecting

There are two places, and either one ends the connection:

1. In AgentTeams. Open the agent, go to the Tools tab, open the QuickBooks card and click Disconnect. The agent stops working in QuickBooks at once, and we disconnect the app from your company, unless another of your agents still works in it.
2. In QuickBooks. Open Apps, find AgentTeams among your apps and disconnect it. If the agent is still connected, its Tools tab then asks you to reconnect.

Disconnecting leaves everything the agent already did in QuickBooks in place, and the agent keeps what it learned. Remove the agent entirely if you want that gone too.

If something is off

• You can’t connect. QuickBooks only lets admins of the company connect apps. Ask the company’s primary admin to connect it, or to make you an admin.
• It connected to the wrong company. Disconnect, then sign in again and pick the right company on the QuickBooks screen.
• An invoice it creates is refused. Companies outside the US often need a tax code on every line. Tell the agent which one to use, or ask it to list your tax codes.
• The Tools tab asks you to reconnect. The app was disconnected in QuickBooks, or nobody used the connection for 100 days. Connect again.

Related

• AI agents for QuickBooks: what teams use it for
• Reactions: filters and custom instructions
• Approval gates: who approves what
• All integrations