QuickBooks Online: what the assistant can do

In QuickBooks Online, the assistant can find a customer, add a customer, create an invoice, email an invoice, see who owes you, record a payment, create an estimate, email an estimate, enter a bill, update a customer, look up a price, add a product or service, turn an estimate into an invoice, void an invoice, record an expense, record a paid-on-the-spot sale, attach a photo or file, profit and loss, see who’s overdue and top customers. You ask by text, in your own words.

Status: Available. How to connect, permissions and limits: QuickBooks Online.

What it does	Asks first?	Undo
Find a customer	No	–
Add a customer	If unsure	10 minutes
Create an invoice	If unsure	10 minutes
Email an invoice	Always	No
See who owes you	No	–
Record a payment	Always	10 minutes
Create an estimate	If unsure	10 minutes
Email an estimate	Always	No
Enter a bill	Always	10 minutes
Update a customer	If unsure	10 minutes
Look up a price	No	–
Add a product or service	If unsure	10 minutes
Turn an estimate into an invoice	If unsure	10 minutes
Void an invoice	Always	No
Record an expense	Always	10 minutes
Record a paid-on-the-spot sale	Always	10 minutes
Attach a photo or file	If unsure	10 minutes
Profit and loss	No	–
See who’s overdue	No	–
Top customers	No	–

Asking first and undo follow the same rules for every tool: see Confirmations and undo.

Find a customer

Looks up a customer’s email, phone and billing address.

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/customer/{id}
• Action name: quickbooks.find_customer

Example texts:

• “what’s the Hendersons’ email in QuickBooks”
• “look up Acme Plumbing in quickbooks”
• “what’s Jane Ruiz’s billing address in QuickBooks”

Add a customer

Adds a new customer with their email, phone and address.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/customer
• Action name: quickbooks.create_customer

Example texts:

• “add a customer in quickbooks: Henderson HVAC, john@hendersonhvac.com”
• “new QB customer Jane Ruiz 512-555-0182”
• “create customer Maple Street Dental, 410 Maple St Austin TX 78704”

Create an invoice

Creates a new draft invoice for a customer, including deposits and progress billing. It isn’t emailed until you ask.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/invoice
• Action name: quickbooks.create_invoice

Example texts:

• “Finished the Henderson job — invoice them $325 for the capacitor swap”
• “bill the Garcias $450 for the water heater flush”
• “progress bill the Patel addition, 3rd draw $18,000”

Email an invoice

Emails an existing invoice to the customer through QuickBooks, including payment reminders.

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? No. Sent items can’t be unsent, which is why it always asks first.
• QuickBooks Online API call: POST /v3/company/{realmId}/invoice/{id}/send
• Action name: quickbooks.send_invoice

Example texts:

• “send invoice 1042 to the customer”
• “send the Henderson invoice”
• “email Jane Ruiz her invoice”

See who owes you

Lists unpaid invoices with amounts and days overdue, for everyone or one customer.

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/query (select * from Invoice where Balance > '0')
• Action name: quickbooks.list_open_invoices

Example texts:

• “who owes me money?”
• “what does Henderson still owe”
• “any overdue invoices?”

Record a payment

Records a customer payment and applies it to their open invoice(s).

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/payment
• Action name: quickbooks.record_payment

Example texts:

• “Henderson paid $450 by check #1203”
• “got a $1,200 payment from Jane Ruiz on invoice 1042”
• “mark invoice 1038 paid, Acme sent $325 ACH”

Create an estimate

Creates a draft estimate (quote) for a customer. It isn’t emailed until you ask.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/estimate
• Action name: quickbooks.create_estimate

Example texts:

• “quote the Hendersons $6,800 for a new 3-ton condenser”
• “make an estimate for Jane Ruiz: 40 sq ft tile at $12 and $400 labor”
• “estimate for Acme Plumbing, repipe the upstairs bath, $3,200”

Email an estimate

Emails an existing estimate to the customer through QuickBooks.

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? No. Sent items can’t be unsent, which is why it always asks first.
• QuickBooks Online API call: POST /v3/company/{realmId}/estimate/{id}/send
• Action name: quickbooks.send_estimate

Example texts:

• “send the estimate to Jane”
• “email estimate 1007 to the Hendersons”
• “send Bob Kim the quote”

Enter a bill

Enters a bill from a vendor or supplier (something you owe).

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/bill
• Action name: quickbooks.create_bill

Example texts:

• “add a bill from Ferguson for $820 in parts”
• “enter the Home Depot bill, $146.38 for job materials”
• “log a bill from Johnstone Supply invoice 55821, $1,240, due Nov 30”

Update a customer

Changes a customer’s phone, email or billing address. Text “undo” to put the old details back.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/customer (sparse update)
• Action name: quickbooks.update_customer

Example texts:

• “update Garcia’s email in quickbooks to maria.garcia@gmail.com”
• “new phone for Henderson HVAC: 512-555-0199”
• “Jane Ruiz moved, her billing address is now 1200 Lamar Blvd, Austin TX 78703”

Look up a price

Looks up a product or service and replies with its default price and description.

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/item/{id}
• Action name: quickbooks.find_item

Example texts:

• “how much do we charge for an AC tune-up?”
• “what’s the price on the capacitor in quickbooks”
• “look up the drain clearing service”

Add a product or service

Adds a new product or service with a default price, so you can put it on invoices.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/item
• Action name: quickbooks.create_item

Example texts:

• “add a service in quickbooks: duct cleaning, $350”
• “new product ‘Honeywell T6 thermostat’ at $189”
• “create a QuickBooks item for after-hours call fee, $125”

Turn an estimate into an invoice

Turns an approved estimate into a draft invoice with the same lines. It isn’t emailed until you ask.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/invoice (LinkedTxn → the estimate)
• Action name: quickbooks.convert_estimate

Example texts:

• “Henderson approved the quote, turn it into an invoice”
• “convert estimate 1007 to an invoice”
• “Jane said yes to the estimate — invoice her for it”

Void an invoice

Voids an unpaid invoice that was a mistake. It stays on record at $0. Always asks first, and can’t be undone.

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? No. Change or remove it in the tool itself.
• QuickBooks Online API call: POST /v3/company/{realmId}/invoice?operation=void
• Action name: quickbooks.void_invoice

Example texts:

• “void invoice 1042”
• “cancel the Henderson invoice, they’re not doing the job”
• “void the duplicate invoice for Jane Ruiz”

Record an expense

Records something you already paid for (card, cash or check) with its category and the account it came from. Always asks first.

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/purchase
• Action name: quickbooks.record_expense

Example texts:

• “paid $146.38 at Home Depot for job materials on the company card”
• “spent 62 on gas at Shell, paid cash”
• “log an expense: $310 Ferguson parts, paid with the Amex”

Record a paid-on-the-spot sale

Records a job the customer paid for right away (cash, check or card) as a sales receipt, with no invoice. Always asks first.

• Asks before doing it? Yes, always. You see exactly what will happen and say yes before it does it.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/salesreceipt
• Action name: quickbooks.create_sales_receipt

Example texts:

• “garcia paid $300 cash for the drain cleaning”
• “did a service call for Bob Kim, he paid $180 by card on the spot”
• “cash sale to Jane Ruiz: 2 furnace filters at $25”

Attach a photo or file

Attaches the photo or file you text (a receipt, a signed quote) to an invoice, estimate, expense or bill.

• Asks before doing it? Usually not. It asks first if it isn’t sure what you meant, a name only roughly matches, or the request covers more than 5 records.
• Can be undone? Yes. Text “undo” within 10 minutes.
• QuickBooks Online API call: POST /v3/company/{realmId}/upload (Attachable linked to the transaction)
• Action name: quickbooks.attach_file

Example texts:

• “attach this to the home depot expense”
• “put this receipt on the Ferguson bill”
• “add these photos to invoice 1042”

Profit and loss

Tells you income, expenses and net profit for a month, quarter or year, with your biggest expenses.

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/reports/ProfitAndLoss
• Action name: quickbooks.profit_and_loss

Example texts:

• “how did we do last month?”
• “what’s my profit this year”
• “P&L for last quarter”

See who’s overdue

Lists customers with past-due balances, how much each owes and how late it is (1–30, 31–60, 61–90, 90+ days).

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/reports/AgedReceivables
• Action name: quickbooks.ar_aging

Example texts:

• “who’s overdue and by how much”
• “AR aging”
• “how much is more than 60 days past due?”

Top customers

Lists your customers by sales for a period, biggest first.

• Asks before doing it? No. It only looks things up.
• Can be undone? Nothing to undo: it doesn’t change anything.
• QuickBooks Online API call: GET /v3/company/{realmId}/reports/CustomerSales
• Action name: quickbooks.sales_by_customer

Example texts:

• “top customers this year”
• “who were our biggest customers last year?”
• “sales by customer for last quarter”

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This list is generated from the code that runs each action, so it’s always current.