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Team & access

Connect Gemini to Qetaab

Gemini answers questions from the companies you choose and proposes changes. Nothing reaches your books until a person approves it in Qetaab.

Who this is for
Owner, admin or bookkeeper with a Qetaab sign-in. To let the assistant propose changes, your role must allow changing the books.
Before you start
  • A Gemini account that can add a custom connection. For personal Google accounts, age 18 or over, in the US, in English. Google ties this to its Pro and Ultra plans.
  • A Qetaab sign-in for the business. The connection is on every Qetaab plan, Free included, because Gemini runs on your own subscription.
Availability
Not switched on yet: this guide is ready for when Qetaab switches it on, and until then the AI assistants screen says Coming soon. Hosted app only, on every plan, Free included. The Qetaab steps and pictures were walked with fictional books; Gemini’s side has not yet been tried with a real Gemini account, and its menus may change.

Steps

  1. In Qetaab, open Settings & Close (under Books), choose Integrations, then choose Open AI assistants on the AI assistants card.
    The Settings screen on the Integrations section, in the fictional company Cedar Lane Bakery (Synthetic) WP14. The left list offers Appearance, Sales & invoices, Accounting, Team & access, Integrations (selected), Plan & usage, Keyboard shortcuts and Data & account. On the right, below the end of the Secure my account card and the What the AI costs card, the AI assistants card reads “Claude, ChatGPT or Gemini on the companies you choose. You approve every change.” and “Connect Claude, ChatGPT or Gemini to the companies you choose, and see what each one did. An assistant only proposes: you approve every change in Qetaab.”, with an Open AI assistants button.
    Settings & Close, Integrations section, in fictional sample books.
  2. Under Connect an assistant, choose Gemini, then choose Copy beside Connection address. Your assistant may call this the MCP server URL. The address alone gives nobody access.
    The Connect an assistant card on the AI assistants screen, with the Gemini tab chosen beside the other two assistants. It lists four steps: 1. On gemini.google.com, open Settings, then Connected Apps. 2. Choose Add a custom app. 3. Paste the connection address below, then choose Next. 4. When Gemini asks, sign in to Qetaab and tick the companies and permissions it may use. Then the note: For personal Google accounts, age 18 or over, in the US, in English. Google ties this to its Pro and Ultra plans. The Connection address box reads https://qetaab.com/mcp, with a Copy button and small print saying the address alone gives nobody access. The last line reads: Nothing is shared until you sign in to Qetaab from the assistant and tick the companies and permissions it may use.
    The Gemini tab under Connect an assistant, with the connection address.
  3. Then follow the steps the AI assistants screen lists for Gemini: “On gemini.google.com, open Settings, then Connected Apps.” “Choose Add a custom app.” “Paste the connection address below, then choose Next.” These are Gemini’s own screens, so they are not pictured here.
  4. When Gemini asks, sign in to Qetaab and tick the companies and permissions it may use. Qetaab asks “Connect Gemini to your books?” and nothing is ticked for you. Tick only the companies it may use, what it may read (Financial reports, Book records) and what it may propose (for example Propose invoices), then choose Connect, or Cancel to stop.
    Qetaab’s page “Connect Gemini to your books?”, signed in as owner. It says: Select companies and capabilities. Nothing is selected by default. Under Companies, Cedar Lane Bakery (Synthetic) WP14 is ticked and Harbor Point Plumbing (Synthetic) WP14 is not. Under Read, Financial reports and Book records are ticked. Under May request, never execute, Propose invoices is ticked; Propose bills, contact changes, estimates, journal entries, reversals, account reclassifications and batches of permitted actions are not. Below are Connect and Cancel buttons, and a note that Connect grants only what you select, that proposals always need a separate approval in Qetaab, and that it never receives your password.
    The page Gemini opens in Qetaab, with one company and three permissions ticked.
  5. Ask Gemini in your own words. It reads only the companies and things you ticked: “What is Cedar Lane Bakery's profit and loss for September 2026?”, “Who owes us money, and how overdue are they?”, “Show me the trial balance as of today.” or “Find last month's entries that mention flour.” It can only propose changes — invoices, bills, contacts, estimates, journal entries, reversals and reclassifications: “Propose an invoice to Maple Street Cafe for 120.00 of catering, dated today.” Ask “Can you email that invoice?” and it says it is not allowed and that you send it from Qetaab. An assistant can never send email or messages, take or make payments, run your payroll, file anything, close a period, or change who has access.
  6. Back on the AI assistants screen in Qetaab, the proposal is under Waiting for you. Choose Show the exact change and check the company, customer, date, total and what posts to your books. Choose Create and post invoice to approve it, or Refuse. Each proposal is approved or refused by a person signed in to Qetaab, and it lapses after 15 minutes if nobody decides.
    The Waiting for you (1) card on the AI assistants screen: “An assistant proposed these changes. Nothing happens until a person approves. Each one lapses 15 minutes after the assistant made it.” Select all, Approve selected and Refuse selected sit above one proposal: Create and post invoice, Cedar Lane Bakery (Synthetic) WP14, from Gemini, with the time it lapses. Show the exact change is open: customer Maple Street Cafe (Synthetic), date 2026-10-04, due 2026-11-03, memo Catering, one line Catering to Service Revenue for USD 120.00, total USD 120.00, and what posts to your books: Accounts Receivable debit USD 120.00 and Service Revenue credit USD 120.00. Below are the buttons Create and post invoice, Refuse and Open on its own page.
    An invoice Gemini proposed, waiting for a person, with the exact change open.
  7. Under Connected assistants, Gemini’s card shows what it may do and, under What it did, each question it asked, for which company and when.
    Gemini’s card under Connected assistants, marked Yours and Connected, for Cedar Lane Bakery (Synthetic) WP14. It may: Read reports, Read book records, Check on its proposals, Propose invoices. It shows when it was connected and last used, that the connection ends 60 days after it was made, 1 waiting for you, and the sign-in it was connected from. What it did (7) is open, newest first: Asked what an assistant may not do; Proposed an invoice; Searched the transactions; Read the trial balance; Read who owes what; Read the profit and loss; Listed the companies, each with the company and the time. A Disconnect button is below.
    Gemini’s card with What it did open.
  8. To stop it, choose Disconnect on its card, then Disconnect again (or Keep connected). It stops at its next request, and anything it left waiting is cancelled. Entries you approved stay in your books. Remove Qetaab in Gemini too.
    The same Gemini card after choosing Disconnect. A box asks: “Disconnect Gemini? It stops at once, and anything it left waiting can no longer be approved. Everything already in your books stays.” with the buttons Keep connected and Disconnect.
    Disconnect asks before it acts.

What you should see

Gemini’s card under Connected assistants reads Connected, with only the companies and permissions you ticked. An invoice you approved is in your books like any other; a refused or lapsed proposal changes nothing.

If it goes wrong

If Gemini is held back for asking too much, wait a minute: an assistant may ask 60 questions a minute. If it cannot propose more, 20 of its proposals are already waiting: approve or refuse some, or let them lapse. A proposal for another company is approved with that company open; you can refuse it from anywhere. If the AI assistants screen says your sign-in has expired, sign in again before deciding. After you disconnect, Gemini must be connected again from Gemini, and what was waiting does not come back.

Related guides

Steps checked in the app on 2026-10-04. This guide describes how the software works; it is not accounting, tax or legal advice. Need a hand? Email support@qetaab.com.

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