QB Invoice - What Triggers Payment via Bank Account?

QuickBooks doesn't automatically pay vendor invoices on your behalf. It cannot pull money from your bank account without your authorization unless your QuickBooks account has an AutoPay or Bill Pay feature enabled, which is what triggered the automatic payment.

You can control this behavior by adjusting your payment settings or establishing an approval workflow. Here’s how:

1. Sign in as an admin.
2. Click the lightning bolt icon in the top-right corner of the screen.
3. Select the Templates tab, then click + Custom workflow.
4. Under Select record workflow, choose Invoice.
5. Click Approval, then Next.
6. Name your workflow and configure the settings as needed.
7. Click Save and turn on.

However, bill payment approval workflows require either QuickBooks Online Advanced or QuickBooks Bill Pay Elite. If you are on a different plan, you may need to upgrade to gain that level of control.

In the meantime, review your recent Bill Pay activity to confirm payment details and see whether you need to cancel or reverse a payment. Here’s how:

1. Hover over All apps.

2. Click Expenses & Bills.

3. Select Bill payments.

To learn more, check this article: Set up and use bill approval and payment release workflows.

Let us know if you have any questions. We’re here to help.