Import my new QuickBooks expenses into the right FlipperForce projects. Review mode: [SHOW ME FIRST, or IMPORT CONFIDENT ROWS].
1. Pull my FlipperForce workspace, project list, companies, and expense accounts. For each project an expense could go to, pull its expense categories.
2. Pull my QuickBooks expenses (purchases, checks, bills, and credit card charges) dated in the last 7 days. If this is the first run, ask me what start date to use. The window overlaps earlier runs on purpose, and step 4 catches anything already imported.
3. Match each QuickBooks expense to a FlipperForce project using the class, then the customer or job, then the location, then a property address in the memo. If none of those points clearly to one project, do not guess. Put it on the review list.
4. Check every expense for a duplicate before importing it. Pull the expense transactions and line items on the matched project for the same window plus 7 days on either side. First look for a line item carrying the same QuickBooks reference tag from step 8. Then look for a transaction from the same vendor with the same grand total and a date within 3 days, because it may have been entered by hand or through the bulk importer. Either match means skip it and list it as a duplicate.
5. Match the vendor to an existing FlipperForce company, allowing for store numbers and spelling differences. If there is no match, list it as a new vendor and do not create it until I approve. Match each QuickBooks line to an existing expense category on that project. Categories cannot be created through the API, so if no category fits, put it on the review list. If my QuickBooks payment account matches the name of a FlipperForce expense account, use it.
6. Show me a table: QuickBooks date, vendor, description, amount, project, company, category, and a status of Ready, Duplicate, or Needs review with the reason.
7. In show-me-first mode, wait for my confirmation and import only the rows I approve. In import-confident-rows mode, import only rows marked Ready, where the project, vendor, and category all matched and no duplicate was found. Leave everything else for me.
8. Create one expense transaction per QuickBooks expense, with one line item per QuickBooks line. Enter amounts before tax with tax as its own total, use the QuickBooks reference number as the invoice number, and end each line item description with a tag like [QB Purchase 1234] so later runs can recognize it.
9. Finish with a summary: how many expenses were imported and the total per project, the duplicates skipped, and the review list. Confirm the total imported matches the QuickBooks total for those same rows, and tell me if it does not.
Do not edit or delete anything in QuickBooks, and do not edit or delete any existing FlipperForce expense.
Your assistant needs to reach QuickBooks and FlipperForce in the same session, so this runs in a client that can do both, such as Claude with a QuickBooks connection turned on and code execution with your FlipperForce API key. To run it daily, save it as a scheduled task in that client.
This is not a sync. QuickBooks stays the source and nothing is written back to it. FlipperForce expenses are read one project at a time, so a workspace with many active projects means more requests per run. Limit it to active projects if runs get slow.
Your bookkeeper enters expenses in QuickBooks because that is where the tax return comes from. Then the same expenses need to land in FlipperForce, project by project, because that is where your job costing and profit per flip live.
So someone exports from QuickBooks, uploads a file into each project, and then checks line by line that nothing already in FlipperForce got imported twice. With five or ten properties going at once, that is hours a week, and one missed duplicate throws off the profit on a flip.
Your assistant reads the last week of expenses from QuickBooks, works out which property each one belongs to, and checks the matching project for anything already entered. It looks for its own QuickBooks tag first, then for a transaction from the same vendor with the same total around the same date, so expenses entered by hand or through the bulk importer are caught too.
Each expense comes in as one transaction with the same lines it has in QuickBooks, matched to an existing company and category and shown to you as a table first. Anything it is not sure about goes on a review list instead of into a project. Every imported line carries its QuickBooks reference, so the next run knows it is already there, and the overlapping 7 day window means a missed day never leaves a gap.
What it will not do: it does not write to, edit, or delete anything in QuickBooks. It does not edit or delete existing FlipperForce expenses, does not guess a project it cannot match, does not create a new vendor without your approval, and does not create expense categories. Anything it cannot match cleanly is left for you.
This prompt requires a connection to the FlipperForce Public API. Once your AI agent is connected to your account, you can run any prompt in the library.
Learn how to connect your AI agent to the FlipperForce Public API
Before you run this, check:
Run it in show-me-first mode for the first week. Once the matching is right, schedule it daily and switch to importing confident rows. If you want each receipt broken out into budget categories item by item, use the Itemize QuickBooks receipts prompt instead.