QuickBooks
Accounting software for invoices, bills, and contractor payments
Polygrade integrates with QuickBooks to execute validated contractor and supplier payments. QuickBooks is Intuit's accounting software for invoices, bills, and payments, common among smaller operators and the contractors they pay. Polygrade writes payment instructions in only after an invoice passes authorization.
QuickBooks is Intuit’s accounting software for invoices, bills, and payments, common among smaller operators and the contractors they pay. For Polygrade, QuickBooks is downstream of a decision already made, the system Polygrade writes approved contractor payment records into. Nothing reaches QuickBooks until Polygrade has validated the invoice against the authorization record that approved the work.
What Polygrade sends to QuickBooks
Polygrade validates contractor and supplier invoices against the authorization decision that approved the repair or parts order, the same decision that carried a confidence level and a documented reason at the time it was made. Only invoices that pass that check reach QuickBooks.
Every payment instruction Polygrade sends to QuickBooks traces back to a specific claim: a validated invoice, an authorization decision made at a known confidence level, and, where a homeowner was involved, the SMS conversation that confirmed the work was done.
That’s what QuickBooks receives: a payment instruction with the underlying claim, invoice, and authorization already reconciled, not a raw invoice needing separate review.
How the QuickBooks connection works
Polygrade writes payment and invoice records into QuickBooks through its API, matching how your bookkeeping is already set up.
A Forward Deployed Engineer maps Polygrade’s payment records to QuickBooks’s chart of accounts and approval structure during deployment, so what lands in QuickBooks fits how your finance team already reconciles spend.
What stays in QuickBooks
QuickBooks continues to own the actual disbursement, reconciliation, and financial reporting exactly as it does today. Polygrade supplies validated payment instructions; QuickBooks remains the system of record for the money itself.
Data handling and security
Payment data written into QuickBooks comes from a company-specific Polygrade instance, one client’s financial data is never accessible to another. Polygrade is SOC 2 compliant, with both Type I and Type II audits complete.
Every payment Polygrade sends to QuickBooks is logged alongside the authorization decision and confidence level behind it, so any payment landing in QuickBooks is traceable back to the claim that generated it.
Deploying the integration
A dedicated Forward Deployed Engineer sets up the QuickBooks connection to match your chart of accounts and payment approval structure before any live payments flow through it.
Frequently asked questions about Polygrade and QuickBooks
Does Polygrade execute payments directly, or does QuickBooks still control disbursement?
QuickBooks remains the system of record for actual disbursement and reconciliation; Polygrade supplies validated payment instructions once its own authorization check has passed.
How does Polygrade connect to QuickBooks?
Polygrade writes payment and invoice records into QuickBooks through its API, matching how your bookkeeping is already set up.
Can a payment reach QuickBooks without authorization?
No. Every invoice is validated against the authorization record before it’s written to QuickBooks, recommendations outside configured thresholds route to a person first.
