PORTFOLIO / FINANCE AND AUTOMATION
QuickBooks in ChatGPT: managing invoicing and collections
I built Nickel Facturation, a private plugin that connects ChatGPT to QuickBooks. I can review my numbers, prepare a transaction and decide exactly what goes into the books.
A customer has just paid, but two invoices are still open. Which one should I close? I ask ChatGPT to read the balances in QuickBooks. The plugin prepares the allocation for the payment already received; I check the invoice and total, then approve the exact details. I can then request that the payment be recorded and check the result in QuickBooks. For a team, that means handling follow-up and data entry in the same conversation, with a clear decision before each transaction.
- 01CheckChatGPT reads the invoices and balances.
- 02PrepareThe plugin shows the proposed transaction.
- 03Human decisionApproveI review and approve the exact details on a private page.
- 04Record and verifyOn request, the plugin records the transaction in QuickBooks and reads it back.
Eight requests I can make in ChatGPT
These are fictional examples. Each shows what the plugin returns and what I can do with it.
Read the books to make a decision
Prioritize follow-ups
“Which invoices are overdue today?”
A list of open balances and due dates. I can decide which customers to follow up with first.
Understand a weaker month
“Compare pre-tax revenue for the last three months on an accrual basis.”
A monthly table on the same accounting basis. I can look into the month that accounts for the difference.
Measure time to payment
“What’s the median time to payment for invoices settled this year?”
The median, the period and the invoices included. I can assess whether our payment terms or follow-ups need attention.
Spot customer concentration
“What share of sales came from my three largest customers this quarter?”
A ranking and each customer’s share for the same period. I can assess how dependent we are on a few accounts.
Prepare and record transactions
Prepare an invoice
“Prepare an invoice for three hours of consulting at $120 an hour for this existing customer.”
A preview with the service, line items, taxes and total. I approve it before requesting creation, without sending the invoice.
Record an expense already paid
“Prepare this supplies receipt, already paid with the company card, for entry.”
The supplier, category, account and a total I can check against the receipt. I confirm the details before recording it.
Apply a payment already received
“Apply the transfer we already received to these two open invoices, following the payment details.”
The proposed allocation and checked balances. I approve the allocation before requesting that it be recorded.
Check the result after recording
“Read back the recorded payment and show the remaining balance on each invoice.”
The transaction reference and the balances in QuickBooks. I know which invoices still need attention.
How I keep control of the books
A private connection
ChatGPT calls my Cloudflare-hosted plugin, which uses the QuickBooks Online API for the authorized company. Tables are built in the conversation from the available records. QuickBooks remains the source of record for invoices, expenses and balances.
Approval tied to the transaction
A preview leaves the books untouched. Approval is separate from the conversation and applies to the exact details. If I change the proposal, I approve it again. At creation, the plugin checks references again, avoids recreating a confirmed transaction and flags an uncertain result for review.
A clear scope
I can create an invoice without sending it, record an expense already paid and record a customer payment already received. The plugin does not move money. Reports describe what is recorded in QuickBooks; the cash balance in the books does not replace the bank balance.
Where could your team start?
If you have a question or want to set up something similar, get in touch. We can start with one useful task: finding invoices that need a follow-up or preparing a recurring invoice. My rapid deployment kit installs a verified version in a separate environment, starts with read access and enables transaction creation according to your needs and permissions.
Discuss a first task