Guide
How to review AI-entered transactions in QuickBooks Online
Letting AI enter bills, deposits and journal entries saves hours, but only if the review is as solid as it would be for a new staff member. Here's a simple review process for a bookkeeping firm: what to check before anything posts, what to set as firm rules, and how to look back later at who entered what and why.
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Review before it posts
- 01
Ask for a preview, not a posting
With LedgerLink, the AI's first answer to "enter this bill" is a preview table: vendor, date, account, amount, memo. Nothing is in QuickBooks yet.
- 02
Check the four things that go wrong
The right client company, the right vendor or customer, the right account, and the right date. Amount errors are rare; the wrong account or wrong company is what costs time later.
- 03
Watch for doubles
Before approving, ask "is this invoice number already entered?" A transfer between two of the client's own accounts should be recorded once, not as income on one side.
- 04
Approve or correct in plain words
Say yes and it posts. Say "use Office Supplies instead" and you get a new preview. Say no and nothing is recorded.
- 05
Batch the routine ones
For a stack of bills or deposits, ask for all the previews together, scan the table, then approve them in one go.
Set firm rules once
- Ask before every posting. The safest starting point, and the one we recommend for a new client.
- Only ask above an amount. Small, routine entries post straight away; anything larger waits for a yes.
- Let low-risk items post on their own, such as customer payments that pay off open invoices exactly, or bills from vendors the client already uses under a limit you set.
- Make one person stricter than the firm rule (a new hire who should always ask). A person can be stricter, never looser.
- Changes to transactions that are already in QuickBooks always need a yes.
Review after it posts
- Every entry made through LedgerLink carries a private note in QuickBooks, for example "Posted by Maria Lopez via LedgerLink on Oct 30, 2026: September rent per lease". Anyone opening the transaction sees who asked and why.
- Your firm's activity log in LedgerLink lists every lookup, preview, posting and cancellation by person, client and date, with a link to the transaction in QuickBooks.
- Entries that posted automatically under a rule say which rule allowed them, so a reviewer can spot-check those first.
- QuickBooks' own audit log still records the change too, under the connected app.
A weekly 10-minute spot check
List the week's new entries
For [client], list the bills, expenses, deposits and journal entries created since Monday: date, type, payee, account, amount and private note.
Look for outliers
Of those, which used an account this vendor has never been coded to before?
Check the balance sheet side
Show the Undeposited Funds and Uncategorized Expense balances for [client] as of today.
Questions
- Can I see which QuickBooks entries were made by AI?
- With LedgerLink, yes. Each entry has a private note naming the person who asked and the reason, and the firm's activity log lists every posting with a link to it.
- Does AI post to QuickBooks without asking?
- Only if your firm's rules allow it. The default is to ask before every posting, and changes to existing transactions always ask.
- Who should approve AI entries at a bookkeeping firm?
- The person responsible for that client, the same as for a junior's work. Owners can also list approvers whose yes by email or task comment counts, if that setting is turned on.
- What if an entry was approved by mistake?
- Fix it the way you would any entry: edit or void it in QuickBooks, or ask the AI to do it with a preview. The note and activity log show what happened.
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