Daily Entry Automation — data and privacy

WorkWright LLC
Effective 22 September 2026

Governed by the WorkWright Terms of Service and Privacy Policy, which this page adds to. Where this page and the Privacy Policy differ about this Application, this page controls.

What it does

Daily Entry Automation reads the end-of-day reports a hospitality property already produces — night audit, trial balance, daily activity, point-of-sale summaries — and creates one balanced journal entry per property, per business date, in that property's QuickBooks Online company.

It arrives by email. Each property emails its nightly reports to a mailbox the client controls. The service reads those reports, works out what each line means using an account mapping the client's own accountant has approved, and either posts the resulting entry or reports why it would not.

It refuses rather than guesses. A report it cannot identify, a night whose figures do not balance, a code nobody has mapped, an accounting period already closed — each of these stops the entry and is reported by email. Nothing is posted on a guess.

What it reads from QuickBooks

The app requests the accounting scope only (com.intuit.quickbooks.accounting). It does not request payments, payroll, or profile and identity scopes.

Within that scope it reads exactly four things:

1. The company's name, once at connection, so the person authorising can confirm they attached the right company file.
2. The chart of accounts — account identifier, name and active status — to resolve the accountant's mapping to real accounts in that company.
3. The closing date preference, so it can withhold an entry that would fall in a closed period instead of being refused by QuickBooks.
4. The journal entries it has itself created, to avoid creating one twice.

It does not read invoices, bills, payments, customers, vendors, employees, payroll, bank feeds or transaction history.

What it writes to QuickBooks

Journal entries. Nothing else. It creates no customers, vendors, items, invoices, bills or payments, and it does not modify or delete anything — including its own entries. A correction is made by a person in QuickBooks, not by this software.

Every entry it creates carries a document number that identifies it as automated, and a note naming the business date and property it came from, so any entry can be traced back to the night that produced it.

What the reports contain

The reports this Application reads are end-of-day financial summaries: revenue by category, taxes, payment types, statistics. We examined each report type in use and they contain no guest names, no room or folio numbers, no reservation detail, and no payment card numbers. Payment lines are totals by card brand, not card data.

What we store, and where

Our database is hosted by Supabase in the United States, with row-level security enabled and no public access policies.

Per connected company: the QuickBooks company identifier, the access and refresh tokens, the company name, the closing date, whether the connection is active, and the text of the last error if one occurred.

Per entry: the property, the business unit within it, the business date, the status, the debit and credit totals, the QuickBooks document number and transaction identifier, and the time it was posted.

That is the whole record. It is the minimum needed to answer the only question that must never be answered wrongly — has this night already been posted? — because getting it wrong means a second journal entry in a client's books.

The source reports are not retained by the service. Each file is written to a temporary location for the seconds it takes to read it and deleted immediately afterwards, whether the read succeeded or not. The originals remain in the client's own mailbox, which is the archive of record.

Two places detail lives longer than the database

We would rather say this plainly than have it discovered.

Email. The service emails a summary each morning, and a confirmation after posting, to named recipients the client nominates. These messages contain the composed entry — accounts, amounts and totals. They are delivered by Resend (United States) and they persist in the recipients' mailboxes for as long as those mailboxes keep them.

Workflow execution records. Scheduling and mail retrieval run on n8n Cloud, which records what each step of each nightly run received and produced. Because the report files pass through those steps, a run's record contains a copy of that night's reports. These records are pruned automatically; roughly a week is retained at any time. They are used for diagnosing faults and for nothing else.

AI and machine learning

No part of this Application sends data to any AI or machine-learning service. Every report is read by deterministic code written specifically for that report's format. There is no model in the path, in either direction.

Who else is involved

How long we keep it

Posting records are kept for the life of the engagement and then seven years, because they support accounting records the client is themselves required to retain.

Connection tokens are kept while the connection is active and are erased when it is disconnected.

Workflow execution records are pruned automatically, roughly weekly.

Source reports are not retained.

Disconnecting

Disconnect at any time from Apps → Connected apps inside QuickBooks Online, or by writing to [email protected].

Disconnecting stops all further access immediately. Entries already posted remain in the company file exactly as they are — disconnecting removes access, not history. Nightly reporting continues, and each affected night is reported as a connection error rather than being skipped quietly, so nothing disappears without being named.

To have the stored data erased as well, write to [email protected] and we will delete it, except where we are required to retain it by law.

Contact

WorkWright LLC
561 S 50 W Circle
Saint George, UT 84770
[email protected]

Governing law: Utah. See the Terms of Service.