QuickBooks Integration Privacy

QuickBooks is connected by someone with owner or admin access to the BuildScope company account, who also has the rights to authorise apps on the QuickBooks company. Nobody else can connect it on your behalf.

The connection uses OAuth 2.0. You sign in to QuickBooks on Intuit's own site and approve the access there. BuildScope never asks for, sees or stores your QuickBooks username, password or two-factor codes.

One authorisation covers one QuickBooks company. If you run more than one, connect the one you want BuildScope to estimate into.

Access can be withdrawn at any time, from either side: Disconnect on the BuildScope Integrations page, or remove BuildScope under Apps in QuickBooks.

BuildScope does not browse your QuickBooks file. It reads only what it needs to raise one estimate correctly, and only when you send a scope across:

• Customers, searched by the name you type, so you can pick the right one instead of creating a near-duplicate
• The customer you choose: their name, email, billing address and phone, shown so you can confirm it is the right client
• Your sales tax codes, to apply GST the way your file is set up
• Your income accounts, to post the estimate lines to the right one
• Your products and services, to find one general service item for the scope lines to sit against
• Your company name, shown on the Integrations page so you can see which file you are wired to

BuildScope does not read your invoices, bills, payments, payroll, bank feeds, reports or any other part of your accounting file.

Nothing is written until you press Send to QuickBooks on a finished scope, and confirm who the estimate is for. When you do, BuildScope writes:

• A draft estimate, with your scope lines, their quantities and prices, and your section headings as description rows
• Your exclusions and clarifications, in the customer message on the estimate
• The Scope of Works PDF, attached to the estimate
• A new customer, only if you explicitly chose to create one rather than pick an existing one
• A general service item, only if your file has no service item for the lines to sit against

The estimate is left as a draft. BuildScope does not send it, does not email your client, does not accept it and does not turn it into an invoice. Sending it is your decision, made in QuickBooks.

Sending the same scope again updates that same draft. An estimate you have already accepted or closed is never overwritten: a new draft is raised beside it and BuildScope tells you so.

QuickBooks shows you a permission screen when you connect. BuildScope asks for the Accounting scope, which is the single scope Intuit offers for this API. It does not have a narrower one.

That scope is broader than what BuildScope actually uses. What BuildScope does with it is limited to the read and write lists above, and nothing else in this page is a description of intent: it is a description of the only calls the connector makes.

The connection is stored as a single record holding your QuickBooks company identifier and name, the connection status, the dates it was connected or disconnected, and when it last spoke to QuickBooks. Alongside it we keep the tax code, income account and service item you estimate against, so the next estimate does not have to look them up again.

The access keys that let BuildScope talk to QuickBooks on your behalf are encrypted at rest with AES-256-GCM before they are written down. They are never sent to your browser, never shown in the app and never written into logs.

The Scope of Works PDF is built in your browser and passed straight through to QuickBooks. BuildScope does not keep a copy of it.

A record of which BuildScope job matched which QuickBooks estimate is kept so a re-send updates the same draft. It holds identifiers and a total, not personal details.

Nothing read from QuickBooks is sent to our AI provider. The estimator works on the scope you built in BuildScope; the QuickBooks connection runs afterwards, purely to write that finished scope out as an estimate.

How the estimator handles your scope is covered in our AI Use Policy.

Information exchanged with QuickBooks is handled by the same providers that run the rest of BuildScope: cloud hosting and our database. Nobody else receives it.

BuildScope does not sell it, and never passes QuickBooks data to advertising networks, data brokers or any other third party for their own purposes. Client details, estimate totals and accounting settings are not sent to our email or analytics tools.

Nothing read from QuickBooks is ever sent to another integration. Each connection is a separate agreement between you and that company, so a client imported from one tool is never used to fill in another.

Disconnect from the BuildScope Integrations page, or remove BuildScope under Apps in QuickBooks. Either way:

• The stored access keys are deleted immediately, and BuildScope can no longer reach your QuickBooks company
• Estimates, customers and attachments already in QuickBooks stay in QuickBooks, exactly as they are, under your control
• Scopes you already built stay in your BuildScope account, because they are your work
• A record of which BuildScope job matched which QuickBooks estimate is kept, identifiers only and no personal details, so reconnecting updates the same drafts instead of duplicating them

To have everything removed, including the connection record, email admin@buildscope.app or delete your BuildScope account, which removes your company data with it.

BuildScope is responsible for handling QuickBooks data as described on this page, keeping the access keys secure, and making no calls beyond the ones listed.

You decide whether to connect QuickBooks, which company to connect, who in your business may use it, and which scopes get sent across. Every draft estimate is yours to check before you send it, as set out in our Disclaimer.

Intuit is responsible for the data held in your QuickBooks company, under Intuit's own terms and privacy policy. Once BuildScope has written an estimate, customer or attachment into your company, that information sits in QuickBooks and is governed by their policy.

BuildScope is a separate product with its own account and its own subscription. It is not built, owned or operated by Intuit, and it is not accounting software or accounting advice.

For any question about this integration, or to request access to or deletion of data exchanged with QuickBooks, contact admin@buildscope.app.