What data can Mailform see in your QuickBooks account?

When you connect Mailform to QuickBooks Online, you grant us access through Intuit's standard App store flow, the same connection model used by every QuickBooks app you've installed before. This article walks through exactly what we read, what we write, and what we deliberately stay out of.

Mailform reads only what we need to print and mail your invoices:

• Your company profile. Legal name and primary address. We use this for our records and to populate the return-address area on the envelopes we send.

• Your customer list. Names, billing and shipping addresses, company names, and the Notes field on each customer record. (You can add the #mailform tag to any customers notes here to enable auto-mailing for that specific customer (see our recurring invoices article for details).

• Your recurring invoice templates. Every recurring transaction in your account that's set up as an Invoice, including the schedule (monthly, weekly, etc.), the linked customer, the next scheduled date, and whether the template has an end date. We do not read recurring Bills, Estimates, Purchase Orders, Sales Receipts, or other non-invoice recurring transactions at this time but if you're interested in these - please reach out to support@Mailform.io

• Individual invoices, on demand. When you select invoices to mail, or when QuickBooks notifies us that a new invoice has been created on a recurring template you've enabled, we fetch that invoice's PDF, recipient address, due date, and amount.

We write only one type of record back: comments on the invoices we mail.

After every successful mailing, we record a timestamped comment on the invoice in QuickBooks confirming that Mailform printed and mailed it. If a mailing fails — for example, because the recipient address is missing a street, city, state, or ZIP — we record a comment explaining which field was missing so you can fix the address in QuickBooks and try again.

We do not:

• Create, edit, or delete invoices.

• Change customer records.

• Modify your chart of accounts, items, or tax settings.

• Move money or change payment statuses.

• Touch any data outside of invoices and customers.

Even within your accounting data, we deliberately stay narrow:

• Bills, expenses, and vendor payments — we don't read your accounts payable side at all.

• Bank feeds, journal entries, and reconciliations — outside the scope we request.

• Payroll, employees, and time tracking — never accessed.

• Reports, budgets, or forecasts — never accessed.

You can disconnect Mailform from QuickBooks at any time, from either side:

• From Mailform: open the QuickBooks integration page in your Mailform account, go to the personal Settings tab, select Integrations, choose Quickbooks and click Disconnect.

• From QuickBooks: go to Apps → My Apps, find Mailform, and click Disconnect.

When you disconnect, we stop reading any new data immediately. Existing records in your Mailform account (mailed-invoice history, profile settings) are preserved so you keep your audit trail; we simply stop talking to QuickBooks.

If you have questions about how a specific piece of data is used, or want to confirm what was sent to a customer on a particular date, reach out to support@mailform.io and we'll walk through it with you.