Connecting accounting software to automatic payment reminders: how the sync works and what it can see

What happens when you click Connect

You are sent to the accounting provider's sign-in page, choose the organisation to connect and approve a list of permissions. The provider then gives the app an access token — not your password — which it uses to read the data you allowed ^[1][2]. Tokens expire and are refreshed automatically.

What a reminder tool needs to read

• Contacts: the customer's name and billing email address.
• Invoices: number, amount, currency, issue date, due date and amount outstanding.
• Payments: so reminders stop as soon as an invoice is paid.

It does not need your bank feed, payroll or reports. Ask any provider to confirm the scopes it requests.

Responsibility for the data

Under UK GDPR, the business deciding why and how data is used is the controller; a supplier handling it only on that business's instructions is a processor, and there must be a written contract between them ^[3]. When a reminder app emails your customers in your name, you are the controller.

Disconnecting

You can remove an app's access from the connected apps settings in your accounting software, at any time ^[1][2]. The app should then stop syncing and delete or return data under its terms.

Why sync beats manual entry

An overdue invoice is only chased if someone notices it. A live connection means every invoice is picked up the day it becomes overdue, and your statutory right to interest and compensation on late business payments can be stated in the very first reminder ^[4].