Save a client procedure

A client procedure stores instructions for recurring work in your Connect workspace. Your team can ask a connected AI app to follow them using that month’s information.

Owners and admins with access to the client can create, edit, and delete procedures. Members with client access can read the instructions and use them from an AI app.

Procedures stay with the client’s QuickBooks connection through disconnect and reconnect. Deleting the workspace deletes its procedures.

Save instructions

1. In the Connect dashboard, open QuickBooks Online.
2. Under the client company’s name, click Procedures.
3. Click Add procedure.
4. Enter a Name, such as Monthly owner-statement entry.
5. Enter the Instructions. Include the source of the amounts, accounts, classes, entry date, checks, and stop conditions.
6. Click Save. Connect displays the saved instructions.

Saving instructions does not run them. To change a procedure, open it and click Edit. To remove it, click Delete and confirm the deletion.

Run a procedure

Connect Claude or ChatGPT to the workspace containing the client. Use an app and plan that support accounting changes.

1. Open the client’s Procedures and select the procedure.
2. Click Copy AI request.
3. Paste the request into your connected AI app.
4. Replace [month and year] with the period, such as September 2026.
5. Supply the monthly statement or schedule named in the instructions, then send the request.
6. Check the proposed company, date, accounts, classes, and amounts before approving any changes.

The copied request asks the app to show proposed changes before posting. Ask the app to open the saved instructions and prepare the work.

Connect holds proposed changes until your AI app sends an approval. Whether it asks you first depends on your app’s permissions and the action’s context. Review Claude’s connector permissions or ChatGPT’s action controls before running a procedure.

After posting, ask the app to read the entry back and compare it with the approved proposal.

Owners and admins can open Audit log in the dashboard. Procedure instructions opened records when an AI app opens instructions, including the revision. Posted changes have their own write events.

Write instructions your team can reuse

Name the monthly source, account and class mappings, posting date, calculation, rounding rule, and duplicate check. Specify what the proposal and readback must show. Include missing inputs and exceptions that require a question.

Keep the monthly source information with the run request. Save the recurring method in the procedure.

Keep passwords and other credentials out of saved instructions.

Monthly owner-statement entry

Name the procedure Monthly owner-statement entry. Adapt these instructions to the client’s approved posting rules:

Use the owner's posting table supplied for the requested month.
Each row must name a property, account, debit or credit, and amount.
Confirm the company and month. Read the accounts and classes from
QuickBooks. Match each property to its class. Check that line-level
class tracking is enabled. Stop and ask if anything is missing,
ambiguous, or unbalanced.

Require a statement reference of at most 21 characters. Use it
unchanged as the journal entry number (DocNumber). Before proposing
changes, search for a journal entry with that number. Stop if one exists.

Prepare one journal entry dated the 10th of the requested month.
Keep one line per property row, with that property's class on its
line. Use the supplied accounts and amounts. Show the journal entry
number, date, accounts, classes, and balanced debit and credit totals
for review. Post only after approval, then read the entry back.
Confirm its journal entry number and compare every line with the
approved proposal.

Use a company with a class for each property and line-level class tracking enabled. For statement OWNER-2026-09, supply two September Rent or Lease rows, a $120 debit for Property A and a $120 credit for Property B. The proposal dates both lines September 10 and applies the property’s class to each line.

Monthly prepaid amortization

Name the procedure Monthly prepaid amortization. Use these instructions when the client’s policy allocates costs equally across full months:

Use the prepaid schedule supplied for the requested month. Require
each item's reference for that month, original cost, coverage months,
prior amortization, and remaining amount. Confirm the company and month.
Read Prepaid Expenses and Insurance from QuickBooks. Stop and ask
if an account or schedule detail is missing, or the remaining
amount does not support this month's expense.

Require each monthly reference to be at most 21 characters. Use it
unchanged as the journal entry number (DocNumber). Before proposing
changes, search for a journal entry with that number. Stop if one exists.

For each covered full month, divide original cost by coverage
months and round to cents. Use the remaining amount in the final
month. For each item, prepare a month-end journal entry debiting
Insurance and crediting Prepaid Expenses. Show the journal entry
number, calculation, date, accounts, and remaining schedule balance
for review. Post only after approval, then read the entry back.
Confirm its journal entry number and compare it with the approved proposal.

For September 2026, supply schedule reference INS-2026-09, $1,200 original cost, and 12 full months of coverage through August 2027. Use $0 prior amortization and $1,200 remaining. The proposal debits Insurance by $100 and credits Prepaid Expenses by $100, dated September 30.

Intuit explains the same debit and credit pattern in Prepaid expenses and amortization.