← QB Expense Tracking

Privacy Policy

Last updated: July 31, 2026

The A Group Inc. (“we”, “us”) operates QB Expense Tracking, a service that captures expense receipts, extracts their details, and matches them against credit-card transactions in QuickBooks Online. This policy explains what we collect, why, and who we share it with.

QB Expense Tracking is a business-to-business service. We provide it to organizations, and individuals use it as employees or contractors of those organizations. The organization — not the individual — controls the account and its data.

Information we collect

Account information

You sign in with Google. We receive your email address, name, and Google Workspace domain from your Google profile. We do not receive or store your Google password. Your Workspace domain determines which organization you belong to; accounts without one cannot sign in.

Your organization’s administrator may add a mobile number to your profile so the service can send you text-message reminders. Providing one is optional.

Receipt images and extracted data

When you photograph a receipt, we store the image and the details read from it: merchant name, date, total, tax, payment method, and the last four digits of the card used. You may also add a note or select a job or expense account.

QuickBooks Online data

If your administrator connects QuickBooks Online, we access your company’s chart of accounts, vendors, customers and projects, and credit-card purchase transactions. We use this to match receipts to transactions and to attach receipt images to the matching record in QuickBooks. We request only the accounting scope needed for this and do not access payroll or banking credentials.

Usage and audit records

We keep an audit log of significant actions — sign-ins, receipt approvals, QuickBooks connections and disconnections, and administrative changes — together with server logs containing IP address, browser type, and timestamps. These support security investigations and troubleshooting.

How we use information

  • To read receipt details automatically and reduce manual entry.
  • To match receipts against QuickBooks transactions and update those records.
  • To notify you by email or text when a receipt needs your attention.
  • To authenticate you and enforce your organization’s access rules.
  • To secure the service, investigate abuse, and meet legal obligations.

We do not sell personal information, share it for advertising, or use your receipts or accounting data to train machine-learning models.

Automated processing

Receipt images are analyzed by Google’s Vertex AI to extract their details, and the service proposes matches between receipts and transactions automatically. These are suggestions: a person in your organization reviews and confirms them. No decision producing a legal or similarly significant effect on you is made solely by automated means.

Service providers

We share data only with providers that help us run the service:

  • Google Cloud Platform — application hosting, database, receipt image storage, and the Vertex AI model used for extraction.
  • Intuit (QuickBooks Online)— reading and updating your accounting records at your organization’s direction.
  • Resend — sending notification emails.
  • Twilio — sending notification text messages.

We may also disclose information where required by law, or to protect our rights, safety, or property.

Security

Data is encrypted in transit with TLS and at rest by our cloud provider. QuickBooks access and refresh tokens are additionally encrypted with AES-256-GCM before being written to the database. Access is scoped to your organization, so users of one organization cannot reach another’s data. Administrative access to production systems is limited to personnel who need it.

No system is perfectly secure. We cannot guarantee absolute security, and you are responsible for keeping your Google account credentials safe.

Retention

We keep receipts, extracted data, and audit records for as long as your organization’s account is active, because they support your accounting records and may be needed for tax or audit purposes. When an organization closes its account we delete or anonymize its data within 90 days, except where we must retain it by law. Disconnecting QuickBooks deletes the stored access tokens immediately; receipts already attached to QuickBooks records remain in QuickBooks under Intuit’s control.

Your rights

Depending on where you live, you may have the right to access, correct, delete, or obtain a copy of your personal information, or to object to or restrict certain processing. Because we process this data on behalf of your organization, please direct requests to your administrator first; we will assist them in responding. You may also contact us at admin@theagroupinc.com. You will not be discriminated against for exercising these rights.

To stop receiving notifications, turn off email or text alerts in your profile settings. Messages essential to the operation of the service, such as security notices, will still be sent.

International transfers

We operate in the United States, and information is processed there. If you access the service from elsewhere, you understand the data is transferred to the United States, where privacy laws may differ from those of your country.

Children

The service is intended for use by businesses and is not directed at anyone under 16. We do not knowingly collect information from children.

Changes

We may update this policy. When we do, we will revise the date above, and for material changes we will notify organization administrators before the change takes effect.

Contact

Questions about this policy: admin@theagroupinc.com.