Connecting QuickBooks, Square, HubSpot or Jobber

Your intern's agent can work in the system you already run the business on: QuickBooks Online, Square, HubSpot or Jobber. It never gets your password. You connect the system once, tick what the agent may do there, and approve every change it asks for. Open "Agents" in the dashboard menu; the four tiles are under "Your business systems".

Connect a system

1. On the system's tile, look at the two lists. "It may look up" is ticked for you. "It may ask to change" is unticked: tick only the changes your intern's project needs.
2. Press "Connect QuickBooks Online" (or Square, HubSpot, Jobber).
3. The system asks you to sign in and agree. QuickBooks asks which company; Square, HubSpot and Jobber connect the account you sign in with.
4. You come back to the Agents page: "QuickBooks Online is connected." The account is listed under "Connected accounts" with what it allows.

If the tile says "Not available yet", that system is not switched on for this site yet. Use an export or a copy-and-paste inbox meanwhile.

Then issue a token for your intern's agent and tick the same things (see Tokens for your intern's agent). The token can only do what both the token and the account allow.

What the agent can do

• QuickBooks Online. Look up invoices, bills, customers, vendors, items, accounts and payments; read the profit and loss, balance sheet and aging reports. Ask to create an invoice, which is never emailed: you send it from QuickBooks. Ask to enter a bill, which is never paid.
• QuickBooks Online, the invoice chaser. See which invoices are unpaid past their due date, and ask to send polite reminders for them, which you approve as one batch. See The invoice chaser.
• Square. See locations, payments (amounts and times, never card numbers), orders, items and prices, stock counts, customers and invoices. Ask to change one item's price, to record a stock count or waste, or to create a draft invoice that you publish yourself.
• HubSpot. Search and read contacts, companies, deals and tickets. Ask to add a note or a task, or to change a stage, lead status, close date, amount or priority.
• Jobber. See clients, jobs, quotes, invoices, visits and requests. Ask to add a note, or to create a quote that you review and send from Jobber.

Looking things up happens at once and is recorded. Every change waits for your approval, one by one, whether the agent is rehearsing or live, and a standing permission never covers it. The approval email links to the change as it would be made: amounts, dates and the record it touches. The agent can also ask for many changes in one batch request, which you approve all at once or item by item: see Approvals and standing permissions.

What it can never do

Whatever you tick: no payments, refunds or voids; no deletes; no sending new invoices, quotes or messages to your customers (the one exception is a reminder for an overdue invoice, through the invoice chaser, in a batch you approve); no payroll or bank transfers; no changes to who has access. If the agent asks for one, we refuse it and record that it asked. You do these yourself, in the system.

Change what it may do

Under the connected account, open "What the agent may do here", tick or untick, and press "Save". Unticking works from the agent's next request. If you tick a change the system was not asked for when you connected, the page says so: connect the system again with it ticked. Your connection is replaced, not added twice.

Disconnect

Press "Disconnect" on the account and agree. The agent loses access at once, we delete what we kept, and we ask the system to forget us. If the page says the system did not confirm, also remove our app in that system's settings (connected apps or integrations).