Guides · Setup and account

QuickBooks and spreadsheets

Connecting QuickBooks (read-only), and what to export from any other software.

Connecting QuickBooks

On your page, under Settings → Accounting connection, click Connect QuickBooks and sign in to Intuit. Access is read-only: we never change anything in QuickBooks. We sync every few hours and before any email goes out, so we never chase from stale data. You can disconnect any time, here or in QuickBooks.

What we read, depending on your agents: open invoices and customer emails (invoice chaser), pending emailed estimates (quote follow-up), credit card purchases and whether they have an attachment (receipt chaser).

Invoice lists from a file

• QuickBooks: Reports → Open Invoices (or Invoice List) → Customize → add the Email column → Export to Excel.
• Other software: export your unpaid (open) invoices as CSV or Excel.
• Needed columns: invoice number, customer email, amount, due date. Optional: balance, customer name, company, currency.
• Tick "This is my full list of open invoices" and anything missing from the file is treated as paid. A balance of 0 marks an invoice paid.

Quote lists

• QuickBooks: Sales → Estimates (or Reports → Estimates by Customer) → Export to Excel.
• Jobber, Housecall Pro, a spreadsheet…: export your open quotes.
• Needed: customer email and the date the quote was sent. Optional: quote number, customer name, company, total, description, expiration date.

Vendor lists (paperwork chaser)

Company and email (required); contact name, broker email and vendor type (optional).

Card statements (receipt chaser)

Download transactions from your card's website as CSV or Excel. Needed: date, description (merchant) and amount. A card number (last 4) or cardholder email column helps route requests to the right person. Either sign convention works (charges positive or negative).