AI Receptionist for
QuickBooks
Connect QuickBooks to your AI chat agent to look up customers, invoice status, balances, and payment history on web chat, Facebook, Instagram, and WhatsApp.
How It Works
Get your QuickBooks AI Receptionist up and running in minutes.
Key Features
Everything your AI needs to handle QuickBooks inquiries like a pro.
Customer Lookup
Your AI searches QuickBooks customers by name, phone, or email and reads their profile — open invoices, account balance, payment terms, and billing address.
Invoice Status
A customer asking about an invoice gets a read — invoice number, amount, due date, payment status, and any applied credits or partial payments.
Balance Inquiry
A client asking about their balance gets real-time totals from QuickBooks — outstanding invoices, overdue amounts, credits, and last payment received.
Read-Only by Design
The QuickBooks integration reads your books; it cannot create invoices, take payments, or modify financial records. Discrepancies from a conversation are handed to your team.
AI Receptionist for QuickBooks Example Prompts
Copy and paste these prompts into your QuickBooks AI Receptionist prompt box to get started quickly.
"When a customer calls asking about an invoice, look it up in QuickBooks by their name or invoice number. Let them know the amount, due date, and current status — whether it is paid, overdue, or pending. If overdue, offer to help them make a payment."
Example 2 — Payment Confirmation:
"If a customer says they sent a payment, check QuickBooks to see if it has been recorded. If the payment shows up, confirm the amount and date received. If not, let them know it may take 1-2 business days to process and suggest they send a payment receipt for faster resolution."
Example 3 — Account Balance:
"When a customer asks about their account balance, look up their customer record in QuickBooks. Provide their current outstanding balance and list any open invoices with amounts and due dates."
See It in Action
Here's how your AI Receptionist for QuickBooks handles a real conversation.
Hi, I'm asking about an invoice I received — I think there's an error on it.
I can pull that up. What's your company name or the invoice number?
It's invoice 1087 for Greenfield Partners.
I found invoice #1087 for Greenfield Partners — $4,200 dated March 1st for consulting services, currently unpaid with a due date of March 31st. What looks incorrect?
The amount should be $3,800 — we agreed on the lower rate.
Thanks — I'll flag the discrepancy for your account manager, Ryan, to review and issue a corrected invoice, and pass along your number for the follow-up. Anything else?
Frequently Asked Questions
Related Integrations
Built for Practice Management & Accountants
Your AI receptionist works your client list — surfacing status, chasing documents, and logging every call — so your team stays on the work.
For your firm
- Stay on deadline work. Routine "where's my return?" and "what do you need from me?" calls are answered automatically, so staff aren't pulled off prep during the busy season.
- Nothing falls through. Every inbound call is logged to the client record — caller, topic, and follow-up — so the whole team has a complete history.
- Coverage that scales. After-hours and overflow calls are handled 24/7 without adding front-desk headcount as your book grows.
For your clients
- Real answers. Clients hear their actual return, project, or document status instead of waiting on hold or for a callback.
- Always reachable. Questions get answered evenings and weekends, not just during office hours.
- Clear next steps. Clients are told exactly which documents or approvals are still outstanding and how to provide them.