Privacy Policy

Caliworks Billing · Caliworks, LLC · Effective September 29, 2026

Caliworks Billing (the "App") is an internal software tool operated by Caliworks, LLC ("Caliworks," "we," "us"). Caliworks uses it only to prepare invoices for its own consulting services and to record those invoices in Caliworks' own QuickBooks Online company. The App is not offered to the public or to other QuickBooks users. This policy explains what information the App accesses, how it is used, and how it is protected.

1. Information the App accesses in QuickBooks Online

When an authorized Caliworks user connects the App to Caliworks' QuickBooks Online company through Intuit's OAuth authorization, the App may read or create the following records in that company only:

  • Company information and sales-form preferences (for example, whether custom invoice numbers are enabled);
  • Customers (the firms Caliworks bills), products and services, and income accounts;
  • Invoices, including amounts, balances, payment status and invoice numbers;
  • Attachments that Caliworks adds to its own invoices (such as invoice packages and timesheets).

The App does not access payroll, banking, payment-card or Payments data, and it does not receive or store any QuickBooks or Intuit password.

2. Information the App keeps

  • Hours worked by Caliworks personnel, contract and task-order identifiers, billing rates and budgets;
  • Invoice details and generated documents (invoices, progress reports, timesheets);
  • QuickBooks record identifiers needed to link invoices, and an audit log of actions taken in the App;
  • OAuth access and refresh tokens issued by Intuit.

3. How we use information

Solely to bill Caliworks' clients, record invoices and payments in Caliworks' accounting records, track contract budgets, and support Caliworks' own record-keeping. We do not use the information for advertising, and we do not sell it.

4. How information is shared

  • Our clients. Invoices and supporting documents are delivered to the client being billed, as part of normal billing.
  • Intuit. Invoice data is sent to Intuit QuickBooks Online when an invoice is recorded there, under Intuit's terms and privacy statement.
  • Service providers Caliworks uses to run its business. Generated documents may be stored in Caliworks' Microsoft OneDrive. Caliworks staff may operate the App through an AI assistant; when they do, the information the assistant works with (such as hours and invoice details) is processed by that assistant's model provider under that provider's terms.
  • Legal requirements. Where required by law, regulation, audit, or the terms of our public-agency contracts.

5. Storage and security

  • The App runs on computers controlled by Caliworks, and access is limited to authorized Caliworks personnel.
  • Access to QuickBooks uses Intuit's OAuth 2.0 authorization. Tokens are stored on the Caliworks computer running the App, encrypted with the Windows Data Protection API so they can be read only by the Windows account that created them.
  • App credentials are kept out of source code and shared storage.

6. Retention

We keep billing records for as long as needed for accounting, tax and audit purposes and as required by our client contracts and applicable law. OAuth tokens are deleted when the App is disconnected.

7. Disconnecting

An administrator of Caliworks' QuickBooks company can disconnect the App at any time from QuickBooks Online (Settings → Apps → Connected apps) or from within the App. Disconnecting revokes the App's access tokens.

8. Changes

We may update this policy. The effective date above shows when it last changed.

9. Contact

Caliworks, LLC · 541 Sebastopol St, Claremont, CA 91711 · (626) 922-5131 · dagher@caliworks.us

QuickBooks and Intuit are trademarks of Intuit Inc. Caliworks Billing is not affiliated with or endorsed by Intuit.