Privacy Policy

Apis Accounting Control Plane · Effective 2026-08-18

Who we are

The app is operated by Apis Technology, LLC as a private, internal accounting tool for its own QuickBooks Online company. It is not offered to the public.

What data we access

• QuickBooks Online data retrieved through Intuit's APIs: accounts, transactions, invoices, bills, purchase orders, vendors, customers, and financial reports.
• Documents you upload (e.g. vendor invoices, bank/card statements) and the fields extracted from them.
• Operational metadata: audit and sync logs, including Intuit request identifiers, used for troubleshooting.
• Email (only if email intake is enabled): messages from a Gmail mailbox you connect, and/or messages you auto-forward to a dedicated intake address, together with their attachments. See Email intake below.

How we use it

Solely to operate the bookkeeping workflow: reading and reconciling QuickBooks data, extracting document fields, drafting accounting records for human approval, and writing approved records back to QuickBooks. We do not sell data, and we do not use it for advertising.

Email intake (optional)

Email intake is off unless you enable it. There are two ways mail can reach it, and both feed the same processing described below:

• Connected Gmail mailbox (primary). If you connect a Gmail account through Google's standard OAuth consent screen, the app reads new messages from that mailbox directly through the Gmail API using a read-only scope (gmail.readonly) — it cannot send, delete, or modify your mail. The access credential Google issues (a refresh token) is stored encrypted and is used only to pull mail for this purpose. You can revoke it at any time from your Google Account's connections, or by disconnecting the mailbox.
• Auto-forwarding (alternative). You may instead auto-forward mail to a dedicated intake address, which is received on our behalf by SendGrid.

Received mail is processed to surface accounting-related items — invoices, receipts, statements, and payment notices. Because a connected mailbox or a forwarding rule may include all of your mail, the service is built to keep as little as possible:

• A deterministic keyword and sender filter runs first. Messages with no financial signal are treated as not relevant: their raw content is deleted from storage immediately, and the remaining record is removed within about an hour.
• For messages that pass the filter, only the subject, sender, a short body excerpt, and attachment file names are sent to OpenAI to classify and summarize them for routing only — never to make accounting decisions and never to post anything.
• Accounting-relevant messages become items in the review queue (for example a vendor-invoice document or a to-do), which a person then handles through the normal human-approval workflow. Non-accounting messages are not acted on.

Email intake never writes to QuickBooks on its own. It is off unless a mailbox is connected or forwarding is configured, and it can be turned off at any time by disconnecting the mailbox (or removing the forwarding rule).

Automated processing and third parties (subprocessors)

To perform these tasks the app shares data with a small set of service providers acting on our behalf:

• Anthropic (Claude) — the AI assistant that operates the workflow. QuickBooks reports, transactions, and document contents are sent to Claude to extract fields, suggest categorizations, and draft records for review. Automated output is always reviewed by a human before anything is written to QuickBooks.
• Supabase — database, file storage, and authentication.
• Vercel — application hosting and scheduled jobs.
• Google (Gmail API) — the source of mail for the optional email-intake feature when you connect a Gmail mailbox; the app reads that mailbox read-only (see Email intake).
• SendGrid — receives forwarded email for the optional email-intake feature (the alternative to a connected mailbox).
• OpenAI — used only by the optional email-intake feature to classify and summarize incoming emails for routing (see Email intake). No QuickBooks data is sent to OpenAI.

Data is never shared with other Intuit customers, and no customer's data is combined with another's.

Security

Access tokens are encrypted at rest; secrets are stored in managed secret stores, never in client code or logs. Database access is row-level-security protected and restricted to the service. Sensitive values are redacted from logs.

Retention and deletion

Data is retained for as long as the QuickBooks connection is active. You can disconnect at any time from the app's disconnect page, which revokes the app's access at Intuit. Incoming emails that are not accounting-related are purged automatically (their content within minutes, the remaining record within about an hour); accounting documents created from email are retained with the rest of the bookkeeping records. To request deletion of stored data, contact us.

Your rights

Apis Technology, LLC is based in California, United States. Under the California Consumer Privacy Act (CCPA/CPRA) — and under GDPR or similar laws where they apply — you may request access to, correction of, or deletion of your data, and we do not sell personal information. Because this is a single-company internal tool, requests are handled directly by us at the contact below.

Contact

support@apistech.com

Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.