Heesab Client Setup Manual

This manual walks a new Heesab client through the first setup path. Heesab is intentionally review-first

at the beginning: connect QuickBooks, confirm the company file, send sample source documents, map the first

vendors or workflows, and only then trust routine work.

Setup Overview

• Create or activate your Heesab workspace.
• Verify your email address.
• Connect the correct QuickBooks Online company file.
• Confirm the inbound email address for invoice forwarding.
• Start with review-first workflows.
• Review the first few transactions in Heesab and verify them in QuickBooks.
• Mark only routine, understood work as trusted for auto-post.

Step 1 - Activate Your Workspace

• Open the Heesab dashboard.
• Choose Activate a client workspace if you do not already have a login.
• Enter the business name, your name, email, password, and optional inbox name.
• Use a business email address that can receive the verification link.

Your inbox name becomes part of your Heesab forwarding address. Keep it short and recognizable.

Step 2 - Verify Email

• Check your email for the Heesab verification link.
• Open the link before connecting QuickBooks.
• If the message does not arrive, use Resend link in the dashboard.

Heesab blocks client QuickBooks connection until the account email is verified.

Step 3 - Connect QuickBooks

• In Setup, choose the client/company you are configuring.
• Click Connect QBO or Reconnect QBO.
• Sign in to Intuit and choose the exact company file Heesab should automate.
• Return to the dashboard and confirm Setup shows QuickBooks connected.

Do not connect a sandbox/test company to a production Heesab tenant. If you are unsure which company file

you selected, stop and ask Heesab support before sending real documents.

Step 4 - Confirm the Inbound Address

• In Setup, find the inbound email address for the tenant.
• Copy it exactly.
• Forward one safe invoice or sample document to that address.

For the current pilot lane, use the public tenant address shown in the dashboard. Do not invent an

`in.getheesab.com` address unless Heesab support confirms that route is configured.

Step 5 - Review the First Invoice

• Open Queue.
• Find the new invoice in Needs vendor or Pending review.
• Confirm vendor name, invoice number, dates, total, and line items.
• Map the vendor to the correct QuickBooks vendor and posting account.
• Approve and post only after the fields and mappings are correct.
• Verify the posted transaction in QuickBooks.

The first invoice for a vendor should be treated as training data. Review it carefully.

Step 6 - Trust Routine Work

Only trust a vendor or workflow after a successful verified posting.

• Turn on trust only for repetitive, predictable work.
• Set a conservative amount cap.
• Keep Always review on for uncertain vendors, irregular invoices, or unusual amounts.
• Use review-first mode until the client and Heesab support agree that automation is safe.

Trusted work can auto-post when the workflow, mapping, confidence, amount, and safety checks all pass.

Step 7 - Recon Extension Setup

• Install the Heesab Recon Check-Off Assist extension from the Chrome Web Store link in the Recon tab.
• In the Heesab dashboard, open Recon for the selected client.
• Create an activation token after the tenant has an active Recon entitlement and connected QBO company.
• Paste the token into the extension.
• Open the matching QuickBooks company file before scanning or checking rows.

The extension validates the active tenant, subscription gate, QuickBooks environment, and company file

before scan, upload, or check-off.

Step 8 - Company Forms Setup

If the company needs employees or managers to submit structured inputs:

• Open Forms.
• Select the client.
• Create one template per employee, store, department, or workflow.
• Choose only the income, expense, or COGS accounts that belong on that form.
• Copy the no-login form link and give it only to the person or team responsible for that input.
• Submitted forms become reviewed queue items before anything posts to QuickBooks.

Safety Rules

• Unknown vendors stay in review.
• Missing mappings stay in review.
• Low-confidence or unusual items stay in review.
• Amounts over the configured cap stay in review.
• QBO-side Recon check-off requires explicit operator approval.
• Heesab does not move money, run payroll, file taxes, or provide accounting advice.

When to Contact Support

Contact [email protected] if:

• The wrong QuickBooks company was connected.
• An invoice posted to the wrong vendor, account, class, or amount.
• A trusted workflow should be paused.
• The Recon extension says the company file does not match.
• Email forwarding is not reaching the queue.
• You need to add another QBO company file.