Set up the scheduled work
1
Write the procedure down as a playbook
A playbook is the repeatable part: the order things happen in, the
accounts that need checking, what to leave alone. Save it with
qb_write_playbook, then confirm it with qb_confirm_playbook — an
unconfirmed playbook is a draft, and qb_run_playbook will refuse it
unless you ask for a rehearsal.Keep it firm-wide unless a client genuinely differs. A practice runs one
month-end close, not seventeen.2
Make the scheduled prompt short
The scheduled prompt should not contain the procedure. It should name it:This matters more than it looks. A long scheduled prompt drifts from what
your playbook says and you end up maintaining two procedures. A short one
always runs the current version.
3
Let it stop at the plan
qb_plan_batch writes nothing to QuickBooks. It resolves names and
accounts, applies your coding rules, flags duplicates, and leaves a table
in the review journal. That table is what you read in the morning;
qb_apply_batch is what you run after you have read it.Setting it up in Claude
Claude calls the feature scheduled tasks. It is available in Claude Cowork on all paid plans (Pro, Max, Team, and Enterprise), and it runs on an hourly, daily, weekly, weekday, or manual cadence. Scheduled tasks have the same access as your ordinary chats, including connectors — so a scheduled task can reach the Zeno connector exactly the way you do when you type. Confirm the connector is enabled for the scheduled task before relying on it.Claude Code users have a second option: routines, which run scheduled
agents in the cloud rather than in the chat app. That suits a practice that
wants the run to happen whether or not anyone’s laptop is open.
Setting it up in ChatGPT
First install the approved Zeno plugin and connect your account. Developer mode is only needed for a deliberate custom-server connection. Installing the plugin does not create a scheduled task. Run the preparation once in a normal conversation. Check the company, source activity and resulting plan, then ask ChatGPT to repeat that work on your chosen schedule. Open Scheduled to inspect the next run, edit the instructions or pause it. See OpenAI’s scheduled-task walkthrough. Confirm that the scheduled run can use Zeno with the intended account and company permissions. A view-only connection can read but cannot prepare a posting plan. Check the first scheduled result in Zeno before relying on the schedule; if access or authorization is missing, reconnect and run it again manually. Availability and limits depend on your ChatGPT account and workspace.What to schedule
Daily, early
Sync the mirror, pull the feed, and plan the coding for anything the rules
already cover. You arrive to a table, not a queue.
Weekly
Unmatched receipts, aging that moved, bills approaching their due date, and
anything sitting in Ask My Accountant.
Month-end
Run the close playbook to the point of the plan. The entries wait for you.
After a cleanup
Ask your assistant to reread the business profile against the books as
they now are, and confirm the sections it changes.
What not to schedule
Schedule preparation and leave posting for after your review. Do not ask the assistant to approve its own plan: Zeno requires a person’s approval, and the assistant cannot supply it. Review the proposed entries and approve with your own click before asking the assistant to post them.Know what it did
Prepared work appears inqb_list_plans, and the scheduled prompt should have
the assistant write what it did to the work log. Applying remains a separate,
reviewed action.