How to Connect QuickBooks to Gemini Enterprise: Setup Guide

To connect QuickBooks to Gemini, authorize QuickBooks in Windsor.ai, then add Windsor.ai as a data store in Gemini Enterprise. Gemini can then answer questions about your invoices, bills, aged receivables, cash flow and balance sheet in plain language.

Google also offers its own QuickBooks integration for Gemini in Google Workspace. It reads QuickBooks records from the Gemini side panel in Docs, Sheets and Slides. The Windsor.ai route is for teams that work in Gemini Enterprise and want QuickBooks in the same answer as their ad spend, sales or e-commerce data.

Connect QuickBooks to Gemini with Windsor.ai. Free forever plan, no credit card: onboard.windsor.ai/app/quickbooks

Which QuickBooks route fits your team

	Windsor.ai in Gemini Enterprise	Google’s QuickBooks integration in Gemini in Workspace
Where you ask	Gemini Enterprise web app	Gemini side panel in Docs, Sheets and Slides, and Google Chat
Data	QuickBooks plus any of 350+ other sources connected in Windsor.ai	QuickBooks only
Changes in QuickBooks	No, analysis only (see Windsor.ai write actions)	No, Google says integrations support read actions only
Setup	Google Cloud console, done once by an admin	On by default for users with Gemini in Workspace; admins can turn it off

If you only need to look up an invoice while writing a document, Google’s integration is the shorter path. If you want to ask how marketing spend relates to revenue, or compare months across QuickBooks reports, use the Windsor.ai data store.

Before you start

• Gemini Enterprise Standard, Plus, Frontline or Pay-as-you-go. These editions are set up in the Google Cloud console. The Business edition has its own setup and a smaller list of connectors.
• A Google Cloud project that belongs to your organization, with billing turned on and Gemini Enterprise activated. A project created with a personal Gmail account will not work.
• The Discovery Engine Editor role on that project for the person doing the setup.
• A Windsor.ai account. The free forever plan covers one data source, enough for QuickBooks on its own. To ask about QuickBooks together with other sources, paid plans start at $19/month for 3 sources or $99/month for 7 (annual billing, see Windsor.ai pricing).

Google bills Gemini Enterprise licences and the data store to your Google Cloud billing account, separately from your Windsor.ai plan.

Step 1: Connect QuickBooks to Windsor.ai

1. Open onboard.windsor.ai/app/quickbooks and log in or create an account.
2. Sign in with your Intuit account and allow Windsor.ai to read your QuickBooks company.
3. Select the company you want Gemini to use.

If you also want ad or sales data in your answers, connect those sources in Windsor.ai now. Gemini can only query sources that are connected there.

Step 2: Add Windsor.ai to Gemini Enterprise

This is a summary of the setup. Our Gemini Enterprise setup guide has every screen and the error messages you may see.

1. In the Google Cloud console, open Gemini Enterprise, then Data stores, and click Create data store.
2. Under Third-party data sources, find Windsor.ai and click Add data source. Under Entities to search, select Connectors.
3. On the Actions step you can skip both actions for QuickBooks. Reading data works without them, and Windsor.ai has no write actions for QuickBooks.
4. Under Multi-region, choose global unless your company must keep data in the US or EU. The location cannot be changed later. If the console asks you to configure access control, choose Google Identity if your company uses Google accounts.
5. Keep General pricing and click Create. Wait until the data store shows Active.
6. Open your Gemini Enterprise app (or create one in the same location), go to Connected data stores, click Add existing data stores and select the Windsor.ai data store.

Then authorize the connection. Open the app’s web app URL, click the puzzle piece icon below the Ask Gemini Enterprise box, click Authorize next to Windsor.ai and then Allow Access. Sign in to Windsor.ai if asked, click Finish, and check that the Windsor.ai toggle is on.

The Windsor.ai data store is in public preview under Google’s Pre-GA terms.

Step 3: Check that Gemini reads your QuickBooks data

Ask a question you can check against QuickBooks in a minute:

List my 10 largest open QuickBooks invoices with the customer, due date and remaining balance.

Compare the result with the Open Invoices report in QuickBooks. If Gemini says it cannot find the data, check that the Windsor.ai toggle in the web app is on and that QuickBooks shows as connected in Windsor.ai.

QuickBooks data Gemini can use

The Windsor.ai QuickBooks connector returns 145 metrics and 540 dimensions. The main groups are below, and the full field list has every field.

Area	Examples of fields
Invoices	Invoice number, transaction date, due date, total amount, remaining balance, customer
Bills and bill payments	Vendor, due date, total amount, open balance
Aged receivables and payables	Current, 1 to 30, 31 to 60, 61 to 90 and 91 days and over, total
Cash flow	Beginning cash, operating, investing and financing activities, ending cash
Balance sheet	Total assets, bank accounts, accounts receivable, liabilities, equity, net income
Customers	Display name, balance, balance with jobs
Budgets, classes and departments	Budget name, period and amounts, class and department names for segmenting
General ledger and journal entries	Account, amount, date, transaction type

Questions to ask Gemini about QuickBooks

Cash and collections

• Which customers have balances more than 60 days overdue, and how much is each one?
• How did ending cash change month by month this year, and which activity type moved it most?
• Which bills are due in the next 14 days, grouped by vendor?

Questions that look back further than 30 days, such as ending cash month by month this year or net income against the same quarter last year, need a paid plan: the free forever plan returns the last 30 days of QuickBooks data, and paid plans go back up to 10 years.

Profitability and costs

• Compare net income this quarter with the same quarter last year.
• Which expense accounts in the general ledger grew fastest over the last six months?
• Show actuals against budget by class for last month.

For accountants and bookkeepers

• List invoices with a due date before the transaction date or a zero total, so I can review them.
• Summarize this client’s receivables aging in a table I can paste into the month-end note.

Gemini Enterprise answers from the data Windsor.ai returns at the moment you ask. Check totals against the QuickBooks report before you use them in a board pack or a tax filing.

Combine QuickBooks with marketing and sales data

QuickBooks shows what was invoiced and spent. Your ad platforms show what each campaign cost. Connected in the same Windsor.ai account, Gemini can put them in one table:

• QuickBooks with Google Ads and Facebook Ads: Compare monthly ad spend from Google Ads and Facebook Ads with invoiced revenue in QuickBooks for the last 12 months.
• QuickBooks with Shopify or Stripe: Match Stripe payouts to QuickBooks deposits for September and list the differences.
• QuickBooks with HubSpot: Which customers closed in HubSpot this quarter still have unpaid invoices in QuickBooks?

Using more than one source needs a paid Windsor.ai plan. Our guide to Windsor.ai for finance teams has more examples.

Troubleshooting

QuickBooks will not let me authorize Windsor.ai

Intuit lets only admin users, meaning the primary admin or a Company Admin, connect apps to a QuickBooks Online company (Intuit’s help article on connecting apps). Sign in to Intuit with one of those users. If your client holds the admin login, send them a Windsor.ai external authentication link: they connect their QuickBooks company to your Windsor.ai account without sharing credentials or registering (see the FAQ on the pricing page).

Windsor.ai won’t add a second QuickBooks company

Windsor.ai counts each QuickBooks company you select as one account. After the first 30 days, the free forever plan covers 1 account, and the Basic plan covers 75 accounts across 3 data sources. Unselect a company you no longer need or upgrade; how Windsor.ai counts data sources and accounts has worked examples.

Gemini can’t find QuickBooks data right after setup

Data can take about 10 minutes to reach the Gemini Enterprise app after you add the Windsor.ai data store to it. Wait, then refresh the web app. If it still finds nothing, check that the data store shows Active in the Google Cloud console (setup guide FAQ).

Conclusion

Gemini Enterprise reads QuickBooks through Windsor.ai once three things are in place: QuickBooks connected in Windsor.ai, the Windsor.ai data store connected to your Gemini Enterprise app, and the authorization in the web app. After that, ask in plain language and check the first answers against QuickBooks reports.

Next steps:

• Follow the full Gemini Enterprise setup guide for the console screens.
• See every source you can add on the Gemini Enterprise integrations page.
• Using another assistant? Read how to connect QuickBooks to Claude or how to connect QuickBooks to ChatGPT.
• Read how to connect QuickBooks to Copilot if your team works in Microsoft Copilot.
• Find ready-made finance questions in the Windsor.ai prompt library.

Start with QuickBooks on the free forever plan, no credit card: onboard.windsor.ai/app/quickbooks