quickbooks-guide
The QuickBooks Online integration lets your Velaro bot look up customer records, invoices, and payment status in real time so customers can get billing answers directly in chat.
What the QuickBooks Online Integration Does
Once connected, Velaro can search QuickBooks Online for customers, invoices, estimates, and payments during a live conversation. Your bot can tell a customer whether their invoice is paid, how much they owe, or when a payment was received — without a human agent opening QuickBooks Online. This is particularly useful for support teams that handle billing questions alongside service requests.
How to Connect
1. Go to Settings → Integrations → QuickBooks Online.
2. Click Connect with Intuit.
3. Sign in to your Intuit account and click Connect to authorize Velaro.
4. Velaro will confirm the connection and display your QuickBooks Online company name.
The connecting user must be a QuickBooks Online admin or have at minimum read access to Customers, Invoices, and Payments.
What the AI Bot Can Do
| Action | What It Does |
|---|---|
| Search customers | Finds QuickBooks Online customers by name, email address, or phone number |
| Get customer details | Returns balance, contact info, billing address, and payment terms |
| Look up invoice by number | Retrieves a specific invoice by its QuickBooks Online invoice number |
| Look up invoices by customer | Lists all open or recent invoices for a customer |
| Check invoice status | Returns whether an invoice is paid, unpaid, or overdue with the due date |
| Look up payments | Shows recent payments applied to a customer's account |
| Create estimate | Generates a new estimate in QuickBooks Online from chat-collected information |
| Get account balance summary | Returns the customer's total outstanding balance across all open invoices |
Common Use Cases
Customer asks about an invoice
A customer messages asking if invoice #1042 has been paid. The bot looks up the invoice in QuickBooks Online and responds: "Invoice #1042 for $850 was paid on April 28, 2026. A payment confirmation was sent to your email on file."
Balance inquiry
A customer asks how much they currently owe. The bot searches QuickBooks Online by the customer's email address, finds the matching record, and returns the total outstanding balance across all open invoices.
Estimate request in chat
A prospect asks for a quote. The bot collects service details and quantities through the conversation, then creates an estimate in QuickBooks Online and sends the estimate number back to the customer.
Overdue invoice follow-up
A workflow triggers when a conversation starts with a customer who has an overdue invoice. The bot surfaces the overdue amount and due date and offers to connect the customer with the billing team.
What the Bot Cannot Do
The Velaro bot cannot process payments, modify invoice amounts, delete records, or access payroll or employee data. All writes through Velaro are limited to creating estimates. Read operations cover customers, invoices, and payments.
Troubleshooting
Invoice lookup returns no results
The customer must exist as a record in QuickBooks Online — not just in your chat conversation history. If a customer was added to Velaro CRM but not QuickBooks Online, the lookup will find nothing. Search by email or phone if name search fails.
Connection shows "Authorization failed"
The Intuit OAuth token may have expired. QuickBooks Online tokens expire after 101 days of inactivity. Go to Settings → Integrations → QuickBooks Online → Reconnect to reauthorize.
Bot returns wrong customer
If multiple QuickBooks Online customers share the same name, the bot will prompt for a more specific identifier (email or phone) to disambiguate. Keeping email addresses current in QuickBooks Online improves match accuracy.
Estimate creation fails
Estimates require at least one line item. If your bot workflow does not collect product/service details before calling Create Estimate, the action will fail. Update your workflow to collect item and quantity before the estimate step.
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