Last updated October 21, 2026
Who we are
ColonyEdge ("we", "us"), provided by CropCents, LLC, is software that reads vendor invoices, creates bills and vendor credits in QuickBooks Online, and files the invoices on the customer's own computers. This policy covers the ColonyEdge website, the ColonyEdge Windows program and the ColonyEdge cloud service.
Information we collect
Account information
The name, email address and company name of each person who signs in, the companies they can use, and their license and plan.
QuickBooks Online data
When you connect a QuickBooks Online company, you authorize ColonyEdge through Intuit's sign-in. We then access only what the service needs:
- Company name and settings needed to create bills
- Vendors, expense accounts, classes and payment terms, so you can choose them on the review screen
- Recent bills, vendor credits and expenses, to suggest each vendor's last-used account and class and to warn you about possible duplicates
We create bills and vendor credits and attach invoice documents only when a person in your company reviews them and clicks Send.
Invoice documents
The invoices you scan or add, and the details read from them, such as vendor, invoice number, dates, amounts and a short description.
Technical information
Program version, error reports and a log of what was sent to QuickBooks, by whom and when.
Payment information
If you pay by card, your payment is handled by our payment processor. We never see or store full card numbers.
How we use information
- To read invoices, fill in the review screen, create bills and vendor credits, attach documents and file them on your computers
- To remember your company's vendor matches and preferences, so suggestions improve over time
- To provide support, keep the service secure and manage licenses and billing
Information from one company is used only for that company. We do not sell your information, use it for advertising, or share one company's data with another customer.
Service providers
We use a small number of providers that process information on our behalf and under their own security commitments:
- Google Cloud reads invoice documents and writes the short description
- Cloudflare hosts the website and the ColonyEdge cloud service and stores retained invoices
- Intuit provides the QuickBooks Online connection
- Our payment processor handles card payments for subscriptions
How long we keep information
- Invoice documents: kept while they wait for review, then for the retention period set for your company, from deletion right after sending up to one year. They are deleted at the end of that period. The copies attached in QuickBooks and saved on your computers are yours and are not affected.
- QuickBooks connection: kept until you disconnect ColonyEdge or your license ends.
- Account information, vendor matches and activity logs: kept while your company uses ColonyEdge and deleted within 90 days after your account closes, unless the law requires us to keep them longer.
Security
Information is encrypted in transit and at rest. QuickBooks connection details are stored encrypted and are never placed on your computers. Access to customer information is limited to the people who run and support ColonyEdge.
Your choices
- Disconnect QuickBooks at any time from ColonyEdge's settings or from the Apps area of QuickBooks Online.
- Ask us to change your company's retention period or to delete retained invoices.
- Ask for a copy of, a correction to, or deletion of your account information through the contact form at colonyedge.com.
Children
ColonyEdge is a business service and is not intended for children under 13.
Changes to this policy
If we change this policy, we will update the date at the top and, for significant changes, let account holders know by email.
Contact
Questions or requests: use the contact form.