QuickBooksHelpIntuitUsing the Customer Agent in QuickBooks
by Intuit• Updated about 11 hours ago
To help you build your business faster, we've added a new assistant to your account—the Customer Agent. Its job is to find potential leads already within your business and organise them for you, so you can stop digging and start closing.
The Customer Agent helps you manage potential customers by:
- Automating lead sourcing and prioritisation from your connected Outlook or Gmail email account.
- Finding and following up with leads.
- Creating estimates.
- Managing proposals and contracts.
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Connect your Gmail or Outlook email account
Connecting to your email account lets the Customer Agent find potential leads to grow your business.
Note: This step is essential for making use of the Leads functionality within the Customer Agent.
- Sign in as the Primary admin.
- Follow this link to complete the steps in product
- From Gmail or Outlook, select Connect.
- Select Gmail or Outlook, then select Continue.
- Select Continue again.
- Sign into your Google account and grant access. You can review Intuit’s privacy and policy settings to learn how your data is protected.
- Review and choose your data access settings.
- Select Sync now.
The Customer Agent reviews your past 30 days of email conversations to provide the initial list of leads for your review.
Import and review leads
The Customer Agent finds leads by reviewing your connected email account and importing contact conversations that meet the criteria for a potential lead:
- Follow this link to complete the steps in product
Note: If leads have been identified, the message, "Your Customer Agent has found ‘XX’ new leads for you to review and approve" displays. - Select Review All.
Note: The imported leads display in a list sorted by author. A short summary of the email and content displays. - Manually mark each imported lead as Not a lead or Mark as lead.
Note: Those marked as Not a lead will be archived—those marked as Mark as lead will be available for follow-up in the next step. - Review each verified lead on the Leads page.
Note: Each lead has it’s own individual response drafted for your review and revision, if needed.
Leads are presented as Hot or Warm on the Leads list based on the email content. For example, an email from a customer asking a general question about a product or service is likely Warm, where an email requesting an immediate estimate is likely Hot.
You can now follow up with your identified leads.
Follow-up with leads
The Customer Agent next suggests the ideal steps based on the lead's status. For items marked as Lead, you can review and follow-up. For items marked as Not a lead, you have the option to archive.
Lead follow-up actions include:
- Reviewing the draft email response
- Managing the Customer Agent
- Managing Proposals
- Managing Contracts
- Disconnecting your email account
Review a draft email response
Each lead has it’s own individual response drafted for your review and revision before sending:
- In the Action column, select Review draft response for the lead.
- In the Conversations section, review the response drafted for you by the Customer Agent.
Notes:- The Customer Agent provides 3 different draft responses to choose from, based on the existing conversation.
- You have the option to edit the draft with your Customer Agent to change the tone, length, or details.
- (Optional) Select the Signature icon to attach a signature from your Gmail account.
Note: You must have a signature uploaded for this. If not, the Customer Agent generates one for you that you can edit before sending. - Select Send.
Managing the Customer Agent
Managing the Customer Agent allows you to improve lead specificity and helps craft customised responses and communications for customers for maximum impact.
- Select Manage Agent.
Note: The Customer Agent window displays a list of tasks that, if completed, can improve leads functionality. For example, the task “Continue to categorise leads as lead or not a lead” may be presented as an opportunity to discard any illegitimate leads. - Complete the recommended tasks, where applicable.
In addition, the knowledge base for the Customer Agent can be customised to help you take advantage of the Leads Agent.
- Select Manage knowledge base.
- Select Get started.
Various fields display, allowing you to customise and personalise your business for the Leads Agent.
Managing Proposals
Proposals are attached and sent via email from your account to your customers.
- Follow this link to complete the steps in product
- Select Create Proposals.
- Select Lead, then select a lead from the dropdown
. - Select Continue to create a draft proposal, which you can edit as required for your lead.
- Select Continue to send.
- In the email editor that displays, edit the delivery details of the proposal email draft (for example, subject, email message, etc).
- Attach your electronic signature to the proposal and send the proposal to your lead.
Managing Contracts
Contracts are attached and sent via email from your account to your customers.
- Follow this link to complete the steps in product
- Select Create contract.
- Select Lead, then select the lead from the dropdown .
- Select Continue, then upload your contract(s), to a maximum of 5 items.
- Add recipients, set password protection, if required, then select Next.
- Add Signature, Initials, or other fields, as required.
- Select Preview documents to preview the contract email draft.
- Select Next to continue.
- Edit the delivery details of the contract email draft (for example, subject, email message, etc).
- Select Send to send the contract to the lead via email.
Disconnecting your email account
You can disconnect your account from QuickBooks at any time.
- Follow this link to complete the steps in product.
- Identify your connected account in the My integrations section.
- Select
, then select Disconnect.