If the band keeps its books in QuickBooks Online, connecting it lets BandBrain answer questions straight from them: what the tour made and spent, what's been spent on a category or vendor, who owes the band money, and what the band owes.
Connecting
- Go to /dashboard/connectors and find QuickBooks under Money & merch.
- Click Connect to QuickBooks.
- Sign in to Intuit, pick the company, and click Connect.
- You land back on BandBrain with QuickBooks showing as Connected, labeled with the company name.
BandBrain asks for read-only access to accounting data. It can't create or change transactions, invoices, bills, or accounts, and it can't move money. Only an admin can connect it.
The connection stays alive on its own. If it ever lapses (for example, someone removed BandBrain from the company in QuickBooks), the connectors page shows connection expired - reconnect. Click Connect to QuickBooks again.
What you can ask
Text, or use the dashboard chat:
- Profit and loss: "What was our profit and loss for the fall tour?" / "Break last quarter down by month." Income, expenses, and net income, with a line per account. It can also split by customer, vendor, or class.
- Expenses: "What did we spend on hotels in September?" / "Show the U-Haul charges." Card, cash, and check purchases, searchable by vendor or memo, with a category rollup.
- Invoices: "Who still owes us money?" / "Any overdue invoices?" Balance due and due dates.
- Bills: "What bills are open?" What the band owes vendors.
- Balances: "What's in each account in QuickBooks?" / "What did the balance sheet look like on June 30?"
Answers come live from QuickBooks each time, and say whether they use accrual or cash basis.
Who can ask
Books are finance data, so these questions are admin / Full Access only. Band and crew members get a polite refusal. Grant Full Access from /dashboard/roster.
What it doesn't cover
- Anything not yet in QuickBooks. Numbers reflect what has been entered and categorized there. Unreconciled bank activity won't show. For what actually cleared the bank, link the account under Bank accounts.
- Writing to QuickBooks. BandBrain is read-only: it can't create invoices, enter expenses, or categorize transactions.
- Payroll and payments data, which are separate products from QuickBooks Online accounting.
- Very large ranges: a single question reads up to about 10,000 transactions; if there are more, the result says the totals are a lower bound. Ask for a shorter range.
BandBrain doesn't copy the books into its own storage; each question reads QuickBooks directly.
Disconnecting
Click Disconnect from QuickBooks on the connectors page. BandBrain tells Intuit to revoke its access and deletes its stored connection. Signing out of BandBrain does not disconnect QuickBooks. You can also remove BandBrain from inside QuickBooks under the company's connected apps.