QuickBooks Online: what this connector can do

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What this page is for

docs/connectors/quickbooks.md is the setup guide for whoever runs your organisation's Botseon deployment — creating the vendor application and entering its credentials. This page is the other half: what QuickBooks Online actually lets a bot do once it is connected to your company, what it asks you for along the way, its limits, and how to take the connection away again, in Botseon and at Intuit.

Query your books, read invoices, bills and customers, run financial reports, and raise an invoice.

Connecting

Open Plugins, add QuickBooks Online, and press Authenticate. Intuit asks you to sign in and, if you can reach more than one company, which company to connect. That company is the one this connection reads and writes — to connect a second company, add a second account. Nothing is stored until Intuit sends you back with the company named.

If your deployment's QuickBooks app is still on Intuit's development keys, it can reach only a sandbox company: set the plugin's QuickBooks environment to sandbox. Leave it empty for your real company.

What a bot can do with it

Read — QuickBooks tells a bot things, nothing changes

Tool	What it does
`quickbooks.query`	Run a QuickBooks query (SELECT … FROM one entity) that states its MAXRESULTS.
`quickbooks.get_entity`	Read one invoice, bill, customer, vendor, payment, account or item by its id.
`quickbooks.company_info`	Read the connected company’s name, country, address and fiscal year start.
`quickbooks.report`	Run a financial report — profit and loss, balance sheet, cash flow, aged receivables or payables — for a date range.

Write — QuickBooks lets a bot change things

Tool	What it does
`quickbooks.create_invoice`	Create one invoice for a customer, with its lines.

The permissions it asks for, in plain words

Every call a bot makes through this connector is tagged with what kind of thing it is. Only the tags below ever apply here — a tag this connector's tools never carry is not listed, because it can never ask you for it.

read — Looks something up. Nothing changes, and nothing is sent anywhere. A bot never has to ask first for this.
write — Changes something inside the connected account — creates, edits or files something. Asks you first, unless you have told Botseon to always allow that exact action.

Limits

Intuit grants QuickBooks Online's accounting access all or nothing: the connection can read and change everything your QuickBooks user can. Botseon narrows it instead: a bot can only use the five tools above, and the one that writes asks you first. Your QuickBooks user's own role still applies — a page your role cannot open in QuickBooks, a bot cannot read either.

A query returns at most 200 rows at a time and a report at most 500 lines. Intuit throttles each company to a few hundred requests a minute; when that happens a bot's QuickBooks calls pause, usually for a minute, and retry.

A bot does not email invoices: it creates one, and you send it from QuickBooks. Payments, payroll and bank feeds are not part of this connector.

Disconnecting

In Botseon

Open Plugins from the sidebar, press this connector's card to open its detail page, and under Accounts press the ✕ next to the account (its label is "Remove account" and the name of the account), then Revoke and remove to confirm — or Uninstall to remove the plugin and every account connected to it at once. Either one revokes the stored connection immediately: nothing more is read or changed through it from that moment on, and Botseon asks Intuit to revoke the grant as well. Install a plugin walks through the same screen step by step.

At Intuit

Confirm the grant is gone, or remove it without Botseon, in QuickBooks Online: Settings (gear) → Manage apps (or Apps → My apps), find the deployment's app and Disconnect. Your Intuit account's Connected apps page shows the same grants across all your companies.

What Botseon keeps, and how your data is used

Botseon keeps your connection's tokens encrypted and the company id Intuit named, and nothing else from QuickBooks until a bot reads it. Whatever a bot reads or writes through this connector becomes part of your conversations and the record of that run — the same records, and the same retention schedule, as everything else a bot works on. Botseon is the processor for that content; your organisation decides what it may read and remember, and can delete it sooner than the schedule would on its own.

Your data is sent to a model provider only to produce the bot's answer, and for nothing else — it is not used to train any model. The Privacy Policy's Models and How long we keep it sections have the full detail, including exactly how long each kind of record is kept for.