> ## Documentation Index
> Fetch the complete documentation index at: https://dialnexa.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks Voice AI Integration Guide

> Connect DialNexa voice AI with QuickBooks to answer invoice questions, record collection outcomes, and route accounting follow-up safely.

The **QuickBooks voice AI integration** gives billing and collections calls current customer and invoice context. Use it for read-only answers and follow-up records first, while accountants retain control of credits, refunds, account changes, and reconciliation.

<Warning>
  A catalog page describes a possible workflow. It does not confirm that a native QuickBooks connector is enabled in your workspace. Check **Integrations** in the DialNexa dashboard first. If QuickBooks is not listed, use a custom function, agent webhook, or external automation service.
</Warning>

## When to use the QuickBooks voice AI integration

Use QuickBooks when:

* Customers call about invoice balances, due dates, receipts, or payment allocation.
* Collections teams need promised-payment dates and dispute reasons recorded consistently.
* Finance staff want a call summary tied to the correct customer and document.
* Accounting entries and credit decisions must remain controlled.

<Tip>
  **Best first workflow:** Match the customer and invoice, read the outstanding balance and due date, record the caller's promised payment date or dispute reason, and assign the follow-up to finance.
</Tip>

## Before you begin

Prepare the following:

* A published DialNexa agent that has already passed a basic test call.
* Access to the DialNexa workspace **Integrations** page.
* A QuickBooks account with permission to read or update the required records.
* One test record that does not affect a live customer.
* A list of actions that can run automatically and actions that require human review.

## Choose how to connect QuickBooks

| Connection method                                   | Use it when                                                  | Important limit                                                             |
| --------------------------------------------------- | ------------------------------------------------------------ | --------------------------------------------------------------------------- |
| Workspace connector                                 | QuickBooks appears in your DialNexa **Integrations** page    | Available actions and authentication depend on your workspace               |
| [Custom function](/docs/agent-settings/custom-functions) | The agent needs QuickBooks data during the live conversation | Keep the request fast and return only the fields the agent needs            |
| [Agent webhook](/docs/api-access/agent-webhooks)         | QuickBooks should receive a result after the call            | Your endpoint must authenticate, retry safely, and prevent duplicate writes |
| External automation                                 | The workflow spans QuickBooks and several other systems      | Monitor the external workflow separately from the DialNexa call             |

## Build the QuickBooks voice AI workflow

1. Define the exact event that starts the action, such as a confirmed booking, qualified lead, support escalation, or completed call.
2. Choose the connection method from the table above.
3. Map caller identity, the DialNexa call ID, the verified outcome, and the destination record ID.
4. Add a condition so uncertain, sensitive, destructive, or high-value changes go to a human-owned queue.
5. Store the destination record URL or ID with the call result so your team can trace the handoff.
6. Test success, no-match, duplicate, permission-error, and timeout cases before using live traffic.

## Data to map between DialNexa and QuickBooks

* DialNexa call ID, call direction, status, and final outcome
* Caller name, phone number, email, and matched customer or account ID
* Structured fields collected during the call, including consent where required
* Short operational summary, requested next step, owner, and due date
* Transcript or recording link only when your privacy policy allows it
* QuickBooks record ID, record URL, update timestamp, and integration result

## High-value QuickBooks voice AI workflows

| Call outcome                  | QuickBooks result                                       | Human control                                    |
| ----------------------------- | ------------------------------------------------------- | ------------------------------------------------ |
| Customer asks what is due     | Read the matched invoice balance and due date           | Verify identity before sharing financial details |
| Customer promises payment     | Record the date in an approved note or follow-up system | Do not mark the invoice paid                     |
| Customer disputes a line item | Route the invoice and reason to finance                 | Keep credits and adjustments human-approved      |
| Customer requests a document  | Send an approved invoice or receipt link                | Confirm recipient and document before sending    |

## Verify the QuickBooks integration

Run a test call and confirm that:

1. The customer and invoice match a verified internal reference.
2. The voice agent reads only approved balance, due-date, and document fields.
3. A promise to pay is stored as a follow-up, not as a completed payment.
4. The DialNexa call ID prevents duplicate notes and tasks.
5. Credits, refunds, accounting changes, disputes, and failed writes reach finance staff.

## Troubleshoot QuickBooks integration issues

| Problem                                  | What to check                                                                                                                                     |
| ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------- |
| QuickBooks is not shown in the dashboard | Use a custom function, webhook, or external automation service, or [request the integration](/docs/dashboard-integrations/requesting-new-integrations) |
| Authentication fails                     | Reconnect the account and verify scopes, workspace ownership, and token expiry                                                                    |
| Customer or invoice is not found         | Use a verified internal customer and invoice reference instead of a loose name match                                                              |
| Duplicate notes or finance tasks appear  | Use the DialNexa call ID as an idempotency key and make retries safe                                                                              |
| The live call becomes slow               | Move nonessential writes to a post-call webhook and keep live lookups small                                                                       |

## Related pages

* [DialNexa integrations overview](/docs/integrations/overview)
* [Connect dashboard integrations](/docs/dashboard-integrations/connecting-integrations)
* [Use integrations in agents](/docs/dashboard-integrations/using-integrations-in-agents)
* [Use integrations in workflows](/docs/dashboard-integrations/using-integrations-in-workflows)
* [Integration workflow tutorials](/docs/tutorials/integration-workflows)