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The QuickBooks integration makes the books available in client work. Ask what a customer owes, how a project’s income compares with its costs, or which estimates are still open, and Hebno answers from QuickBooks Online with each record cited. When a request implies a change, such as logging time or preparing an invoice, Hebno shows a confirmation card and writes to QuickBooks only after you confirm.

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At a glance

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Before you start

You need:
  • An owner or admin role in Hebno.
  • A QuickBooks Online user who can authorise apps for the company, typically a Company admin.

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Permissions

Each connection applies to one QuickBooks company. To connect a second company, add another connection from the QuickBooks card.
QuickBooks applies the signed-in user’s permissions to every call. Connect with a user whose access matches what you want Hebno to access, and a request outside it returns a permission error rather than partial data.

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Connect QuickBooks

1

Allow the integration

Open Admin → Connectors → Catalogue, find QuickBooks under Finance, and set it to Allow.
2

Connect the company

Select Connect and sign in to QuickBooks. Choose the company and approve the request. Hebno shows the company name when the connection succeeds.
3

Choose teams and data areas

Under Who can use it, choose All teams or pick teams. Under Data areas, choose what members can see. See Data areas.
4

Set access

Access is Read only by default. Choose Read and write to let members propose time, draft invoices and estimates.
The card shows Connected with the company name. The connection is renewed between requests. If QuickBooks ends it, for example after a long period without use, the card shows Reconnect. Members can link their own QuickBooks sign-in so writes are made in their name under their own QuickBooks permissions.
  1. In Hebno, open Settings → Connections, find QuickBooks and select Link your account.
  2. Sign in to QuickBooks and approve the request for the company.
When your account is linked, Hebno reads and writes as you, and you see only what your QuickBooks permissions allow.

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Data areas

Data areas control what members of the allowed teams can see through the organisation connection. They apply on top of what the connecting user can read in QuickBooks.
Admin connector panel showing who can use it, access and data areas

An organisation connection with team access and data areas. Financial figures default to owners and admins.

To share financials with delivery leads, open the QuickBooks card in Admin → Connectors, select Financials and add the teams that should see them.
When a member has linked their own account, Hebno uses that member’s QuickBooks permissions instead of the organisation connection. Data areas still apply, so a member never sees more through Hebno than both QuickBooks and your Hebno settings allow.

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What Hebno reads

Reports come from QuickBooks as they are at the time of the request, so figures match what the finance team sees. Reads are live. Hebno queries QuickBooks when a request needs it. Only what a reply used is stored with the conversation as its sources.
Excerpts a reply uses, including balances and profit figures, become part of the conversation. Anyone you share the conversation with can read them.

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What Hebno writes

Every write appears first as a confirmation card. You can change any field before you select Confirm.
Confirmation card for QuickBooks with editable fields

A QuickBooks change pending confirmation. Nothing is written until you confirm.

A draft invoice or estimate is saved in QuickBooks without being emailed, so it is pending until a person reviews and sends it there. Hebno never sends an invoice or estimate, records a payment, voids or deletes a transaction, posts a journal entry, or changes customers, items, accounts or other settings. If you have linked your own account, the record is created as you. Otherwise it is created through the organisation connection, with the write recorded against you in Admin → Logs → Integrations. Linking marks which QuickBooks records belong to a project, so you can ask “what is unbilled?” without naming the customer.
  1. Open the project and select Brain.
  2. Under Linked records, select Link record, then QuickBooks.
  3. Search and select a customer, a project under that customer, or a class. Link each record the engagement uses.
In chats tagged to the project, Hebno starts with the linked records for any billing, receivables or profitability question, and cards default to them. See Linked records.

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Use QuickBooks in chat

  • Attach: open the + menu, choose Sources → QuickBooks, and pick a customer, a project, an invoice or a report. Or type / and choose QuickBooks.
  • Ask: name the client, period or report in your request. For example:
    Which Contoso invoices are more than 30 days overdue, and what do they total?
    Show income and costs by customer for the quarter and flag any engagement under 30 percent margin.
    Prepare an estimate for Contoso for a six-week operating model review.
  • Research runs show a Checking QuickBooks step, with a chip for each record or report it read.
  • Agents can read QuickBooks on a schedule, for example a Monday summary of overdue invoices. Writes an agent proposes appear in agent approvals for review.

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Troubleshooting