Security and data handling
Bookie is built so that there is as little of your data in our hands as possible. Here is exactly what it touches, where it goes, and what it keeps.
Last updated 17 October 2026
Bookie does not store your accounts
Bookie is stateless. Every invoice, bill, contact, bank line and report is read live from Xero or Business Central at the moment you open the page, shown to you, and discarded. There is no Bookie database of your ledger, no nightly sync and no copy to leak.
Short-lived access tokens are held in memory only, and every cache entry is keyed by your Microsoft 365 tenant, so one organisation’s token can never be used for another.
Connection settings are sealed, and kept in your tenant
The only things Bookie needs to remember are how to reach your books: which Xero organisations you connected and the refresh token Xero issued, and whether Business Central is switched on. These settings are:
- Sealed per tenant with authenticated encryption, using a key derived for your organisation alone.
- Stored in your own Microsoft 365, in a hidden list called
BookieConnectionson your organisation’s root SharePoint site. You can see it, audit it and delete it. - Unreadable without our master key, which never leaves Azure Key Vault in KnowAll AI’s tenant. Neither half is useful on its own.
To disconnect completely, remove Bookie from Enterprise applications in Microsoft Entra and delete the BookieConnections list.
Tenant isolation
Everything Bookie does is tied to the Microsoft Entra tenant in your verified sign-in, never to anything in the address bar or the request. When you open an organisation, Bookie checks again on every request that it belongs to your tenant and that you have access to it. Links cannot be edited to reach someone else’s books.
You act as you
Bookie uses delegated permissions. In Business Central it acts with your own licence and permission sets; in Xero, with the access granted when the organisation was connected. Bookie cannot do anything you could not already do. Anything that changes your books, such as approving, voiding, deleting or emailing a document, or recording a payment, asks you to confirm first.
Bookie the AI bookkeeper
The agent add-on looks up figures live for each question, through the same permissions. It remembers conversations and preferences, not your ledger. Data from the Xero API is never used to train or fine-tune AI models, by us or by anyone else, as Xero’s developer terms require.
When installed in your own Azure subscription, Bookie’s Microsoft 365 account, memory and voice all run in your tenant. If KnowAll AI hosts him for you, each customer gets an isolated instance.
Sign-in and permissions
Sign-in is Microsoft Entra ID, so your multi-factor authentication, conditional access and account lifecycle apply as normal. The permissions Bookie asks for are listed on the install page.
Subprocessors
These services process data when you use Bookie:
| Service | What it does | Location |
|---|---|---|
| Microsoft Azure | Hosts the Bookie web app and the Key Vault that holds the master sealing key. Microsoft Entra ID handles sign-in. | Azure region of the deployment |
| Microsoft 365 (your tenant) | Your sealed connection settings live in a hidden SharePoint list in your own Microsoft 365. Business Central is read through Microsoft’s API as you. | Wherever your tenant is hosted |
| Xero | Your Xero organisations are read and, when you ask, updated through Xero’s official API. | As set by Xero |
| OpenAI models via Azure OpenAI | Used only by Bookie the AI bookkeeper, to understand questions and write answers. Runs in Azure OpenAI, not the public OpenAI service, and prompts are not used to train models. | Azure region of your deployment |
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