QuickBooks
For finance teams and client-facing staff who need instant invoice and balance lookups without logging into QuickBooks.
7 min read
Updated February 2026
Overview
Customers ask “Where's my invoice?” and account managers ask “Has Acme paid yet?”—but only one or two people have QuickBooks access. That bottleneck means delayed responses and frustrated customers waiting on someone to look it up.
The QuickBooks integration lets your AI agent pull invoice details, customer balances, transaction history, and expense records on demand. Support reps and account managers get answers in seconds without needing a QuickBooks login.
When to Enable This
- Support or sales reps frequently field billing questions but lack QuickBooks access
- Customers ask about invoice status and your team has to relay the question to accounting
- Account managers need quick balance checks before renewal conversations
- Your finance team is tired of being the bottleneck for simple lookup requests
Available Actions
| Action | Description |
|---|---|
| Get Invoice | Look up an invoice by number or customer name and return status, amount, and due date |
| Customer Balance | Get the outstanding balance for a specific customer |
| Transaction History | List recent payments, credits, and charges for a customer |
| Expense Lookup | Find expenses by vendor, date range, or category |
Prerequisites
- A QuickBooks Online account (Plus or Advanced plan recommended)
- Admin access to authorize OAuth connections
- An Intuit Developer account for creating an app (if not using ChatSpark's managed OAuth)
Setup Instructions
Step 1: Authorize the Connection
- In ChatSpark, go to AI Actions
- Find QuickBooks in the Library and click Enable
- Click Connect QuickBooks to start the OAuth flow
- Sign in to your QuickBooks account and authorize ChatSpark
- You'll be redirected back to ChatSpark once connected
Step 2: Configure and Save
- Select the agent(s) that should have access
- Verify the connected company name matches your intended QuickBooks company
- Click Save
Configuration Fields
| Field | Description | Example |
|---|---|---|
| Access Token | OAuth 2.0 access token (managed automatically via OAuth flow) | eyJlbm... |
| Realm ID | Your QuickBooks company identifier (populated automatically) | 123456789 |
Testing Your Integration
After setup, open your AI agent and try these realistic queries:
- “What's the status of invoice #1042?”
- “How much does Acme Corp owe us?”
- “Show me the last 5 payments from Globex Industries”
- “Find office supply expenses from last month”
Troubleshooting
Token expired
ChatSpark auto-refreshes OAuth tokens. If you see token errors, try disconnecting and reconnecting via the OAuth flow in AI Actions settings.
Wrong company data
If you manage multiple QuickBooks companies, make sure you authorized the correct one during the OAuth flow. Disconnect and reconnect selecting the right company.
Invoice not found
Verify the invoice number format. QuickBooks assigns sequential numbers by default, but custom numbering schemes may require exact matches.