Help and how-to

There are two separate approvals, and they're set in two different places:

Looking things up never needs LedgerLink's approval. Only postings, edits, deletes and emails do.

1. 1In Claude, open Customize → Connectors.
2. 2Click LedgerLink (or whatever name you gave it when you added the link).
3. 3Under Tool permissions, set the read tools to Always allow. If you also want postings to skip Claude's prompt, set the write tools to Always allow too. LedgerLink's own approval rules still apply.

On Claude Team and Enterprise plans, the organization owner may set these for everyone. If you can't change them, ask whoever manages your Claude account.

ChatGPT asks before every write action from a connector. You can't turn that off for good, but you can stop it repeating:

1. 1When ChatGPT shows the confirmation for a LedgerLink tool, choose to remember your answer for this conversation.
2. 2It won't ask again for that tool until you start a new conversation.
3. 3Looking things up (queries, reports, PDFs) doesn't ask at all; LedgerLink marks those tools read-only.

For runs with nobody watching, use Claude or the automated runs setting below.

When we add a tool (for example payment receipts or listing waiting previews), your AI app keeps its old list until it refreshes. Your AI may tell you “LedgerLink can't do that” until then.

By default LedgerLink asks before every posting. An owner or admin can relax that under Posting approvals:

• Amount rule: postings at or under an amount you pick go straight through.
• Exact invoice payments: a customer payment that pays open invoices exactly posts on its own.
• Known vendors: bills and expenses for vendors already in the books, under a limit you set.
• Time limit: how long a preview can wait for an OK (up to 7 days), and whether an expired one can still post if nothing changed.
• Approvals by email or task: the AI can post when a listed approver OK'd it outside the chat.

Journal entries, transfers, deposits, edits, deletes and customer emails always ask, unless the person is set up for automated runs.

For scheduled tasks with nobody there to say yes (a nightly import, a weekly cleanup):

1. 1Optional but best: add a separate login just for automation under Team and access, and give it only the companies it needs.
2. 2As the firm owner, open Posting approvals → section 5 People.
3. 3Tick Automated runs: post without asking for that login, and press Save approval rules.
4. 4In Claude, set LedgerLink's write tools to Always allow (see above), then disconnect and reconnect LedgerLink once.

Everything that login posts goes straight to QuickBooks, including journal entries, edits and deposits. Deletes and QuickBooks settings changes still ask. Every posting is in the Activity log, and the QuickBooks note says “automated run”.

• Check which email you signed in with when you connected LedgerLink in your AI app. Each person only sees the companies assigned to them under Team and access.
• To switch logins: disconnect LedgerLink in your AI app, connect again, and sign in with the right email.
• Your AI link is on the Your AI link page.

A preview can only be approved for a set time (24 hours unless your firm changed it). Ask the AI to prepare it again. If approvals in your firm usually come later, an owner or admin can give previews up to 7 days under Posting approvals.