Client communication — the QuickBooks connection emails
When you connect a client's QuickBooks company, Intuit automatically notifies the file's primary admin — often your client — that "You've connected NumbersGameMCP". Unannounced, that email can worry a client or even read like phishing. Thirty seconds of proactive communication turns it into a trust-building moment instead.
Below are two ready-to-send templates. Copy one, replace the bracketed placeholders, and make the voice your own:
- Email 1 — send before you connect, so the notification is expected.
- Email 2 — send if a client asks after the notification already arrived.
Both make the three points that matter to clients: a person approves everything before it posts, their data is used only for their accounting (not sold, not used to train AI models), and they stay in control via "My Apps" in QuickBooks.
Email 1 — send before connecting
Template
Subject: A quick heads-up before you see a new QuickBooks notification
Hi [Client first name],
A short note so nothing catches you off guard.
We're upgrading how [Firm name] manages your books. In the next few days, QuickBooks will email you as the primary admin a notification that reads roughly:
"You've connected NumbersGameMCP to your QuickBooks Online company"
That's expected, and it's us. Numbers Game is a secure connector we've adopted at [Firm name] ("NumbersGameMCP" is simply how the connection appears inside QuickBooks). It lets our team use a supervised AI Claude assistant to introduce operational efficiency and fewer errors than doing everything by hand.
What that means for you, specifically:
- A person on our team reviews and approves every change. The platform prepares the work; nothing posts to your books until we sign off. It can't move money, pay anything, or alter your records on its own.
- Your data is used only to do your accounting. It isn't sold, isn't shared for advertising, and isn't used to train the underlying AI models. (Numbers Game documents how this works, and we're glad to share it.)
- You stay in control. The connection is limited to your QuickBooks and is visible anytime under "My Apps," where it can be removed.
The payoff for you: faster monthly closes, cleaner books, and more of our time spent on the questions that actually help you run your company.
If you'd like to talk any of this through or you'd prefer we hold off, just reply by the end of the week and we'll sort it out. Otherwise you'll see that notification shortly, and now you'll know exactly what it is.
Warm regards,
[Your name] · [Your title], [Firm name]
Email 2 — send if a client asks after the notification
Template
Subject: Re: your QuickBooks notification - here's exactly what that is Hi [Client first name], Good instinct to check - that's exactly the kind of thing worth a second look. Yes, that notification was us. "NumbersGameMCP" is how QuickBooks displays Numbers Game, a secure connector we use here at [Firm name], and we connected it to your company so we can manage your books more efficiently. Here's precisely what it is, and what it isn't. What it does: it lets our team use a supervised AI Claude instance to handle some tasks to introduce operational efficiency and fewer errors than doing everything by hand. It reads your QuickBooks data to do that work. What it doesn't do: it doesn't act on its own. Someone on our team reviews and approves every entry before anything posts; it can't move money, make payments, or change your records without us. Your financial data is used only to do our work: it isn't sold, isn't shared for advertising, and isn't used to train the underlying AI models. Numbers Game documents its security and data-handling practices, and we're happy to pass those along. You're always in control: the connection lives under "My Apps" in QuickBooks, and it can be reviewed or revoked anytime - though we hope you won't, because it's already making your books faster and cleaner. Happy to hop on a short call and walk you through how it works if that's easier. Either way, thank you for paying attention. We'd always rather you ask than wonder. Warm regards, [Your name] · [Your title], [Firm name]