What QBO data we access and why
Through the Intuit accounting API permissions you authorize, BillGuardRail reads QuickBooks Online company metadata and bill-related data needed for monitoring: bill identifiers, vendors, amounts, dates, document numbers, line-item fields used for change detection, and related timestamps. We use that data to maintain before-and-after snapshots, detect exceptions, send alerts you configure, and show a review queue.
We do not access bank or ACH payment credentials. Payment-status monitoring is out of scope. See the Privacy Policy for the full collection description.
Do we write to QuickBooks Online?
No. BillGuardRail does not create, edit, delete, approve, pay, or otherwise modify bills (or other transactions) in QBO. Your QBO ledger remains the system of record. Review actions (for example marking an exception reviewed) are stored in BillGuardRail only.
How connection works (Intuit OAuth)
You connect by signing in to Intuit and authorizing BillGuardRail for a company you already can access. You never give BillGuardRail your QuickBooks password. The connected QBO user must have sufficient company permissions for the API scopes Intuit grants; BillGuardRail cannot invent elevated QBO rights.
Disconnect anytime from Settings in BillGuardRail. You can also revoke the app from your Intuit account connections. After disconnect, we stop monitoring that company; retention of historical BillGuardRail records follows the Privacy Policy and Terms.
Where data is stored and how long
Application data (including encrypted OAuth tokens, bill snapshots, change events, and exceptions) is stored in our hosted Postgres database (Neon) and related application infrastructure. Active subscriptions keep monitoring history available in-product while your account remains entitled.
After cancellation, access becomes read-only for 30 days, then records may be archived for up to 180 additional days before deletion processing, subject to law, security, fraud-prevention, and dispute needs—as described in the Privacy Policy and Terms of Service.
AI model training
We do not use your QuickBooks bill data to train AI models. BillGuardRail's duplicate and change detection uses deterministic rules and string similarity (for example normalized document numbers and Levenshtein distance)—not a model trained on customer ledgers.
Encryption, access control, and tenant isolation
- OAuth access/refresh tokens and sensitive realm identifiers are encrypted at rest (AES-GCM with an application encryption key).
- In-app data access is scoped to your organization. Multi-company Bookkeeper seats keep each connected QBO company logically separated; we do not merge client ledgers.
- Transport uses HTTPS. Application secrets and processor credentials are kept in environment configuration, not in client-facing responses.
- We run automated tests covering cross-tenant access and mutation isolation as part of our security baseline work. That is engineering hygiene—not a third-party audit certification.
Backups and incident contact
Database backups follow our host's backup processes. Residual copies in backups are overwritten on the normal backup schedule after deletion processing.
Security or privacy concerns: privacy@billguardrail.com. Product support: support@billguardrail.com.
What we do not claim
- We are not SOC 2 certified (unless and until that is separately announced with documentation).
- We are not an Intuit partnership badge program or a formal audit firm.
- We do not guarantee fraud detection, loss prevention, or payment blocking.
- We do not replace QBO closing-date controls, approval workflows, or your professional judgment.
- Detection is webhook-driven with a daily polling backstop—not a real-time SLA guarantee.
Related: How detection works · About · See the product (demo examples)