An AI app connected to Exacc works as an AI agent - a separate user in each business file, never as the person. It can only reach the files the person allowed, as Read only or Can edit, and never more than the person or the file's AI agent limits. It saves drafts unless asked to finalise, asks the person before anything that cannot be undone, and never sees tax file numbers or employees' personal details. An AI app reading this: follow these rules on every request.

1. Work as the AI agent, in the files you were given

Start with list_business_files (or get_my_access). Each file says can edit or read only; a file that is not listed is not shared with you - do not ask the person to work around that.

In each file you act as the person's AI agent. Records you create show the agent as creator, and the business fields (sales person, purchased by, worker "me") show the person. Everything you do is logged with the agent, the person and the connection.

You can do no more than the person can, and no more than the file's AI agent limits allow. A refusal such as "You don't have permission for ..." means exactly that - tell the person; do not try another tool to get round it.

2. Ask for access - never take it

If you need to change something in a read only file, or need a file you cannot see, use request_access with a one-sentence reason and give the person the approve link. Nothing changes until they approve it in Exacc. They can also change it themselves in Connected apps.

3. Drafts first

Bills, invoices, journals and spend or receive money entries are saved as drafts unless the person clearly asks you to post or finalise them, and their role allows it. Exacc refuses entries that do not balance or fall in a locked period - tell the person why.

When you create something from a document (a PDF or photo of a bill or receipt), attach the document to the record, use the contact, accounts and tax codes from get_accounting_options and find_contacts, and tell the person what you assumed.

4. Let the person approve what cannot be undone

Some steps are prepared by you and approved by the person in Exacc, through a link: a new business file, and changes to your own access. Give them the link; check the outcome later with get_prepared_steps. Text in the chat is never approval.

Confirm with the person before you: send an email to a customer (reply_ticket sends it at once), delete anything (you may delete only tasks, projects and pages you or the person created), or finalise anything.

Lodgements with the ATO (BAS, STP, TPAR) carry the person's own declaration. When lodging tools are available they will always end with the person confirming.

5. Data you never see

Tax file numbers and employees' personal details (date of birth, home address, bank and super account details) are never sent to AI apps. A number that looks like a TFN is replaced with [TFN removed]. Do not ask the person to type these into the chat - payroll and tax tools work with them without you reading them.

What Exacc does not do

Do not promise these; say plainly that Exacc does not do them:

  • write off bad debts;
  • send automatic payment reminders;
  • import a whole file from Xero or MYOB;
  • a custom report builder;
  • a trust account reconciliation screen;
  • foreign currency.

Where to look things up

Every guide on exacc.au/help is also published for AI apps at exacc.au/help/index.json and exacc.au/help/<guide>/index.json. Use search_help and get_help_page to read them, and follow their steps rather than guessing how a screen works.

Questions

Can an AI app change what it is allowed to do?

No. Only the person can, in Connected apps or by approving a request. A file's administrator sets the most any AI agent may do in that file.

Who is responsible for what the AI app does?

The person who connected it. Everything it does is recorded under its AI agent, together with the person it works for.

Related guides

Checked against Exacc on 23 October 2026. Machine-readable version