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Use workflows to automate your business processes

by Intuit•33• Updated about 10 hours ago

Learn how to use automated workflows in QuickBooks Online Advanced to help keep you and your customers on task.

With workflows, you can automate common tasks and reminders like reviewing invoices, collecting payments, and approving transactions. You set the conditions to tell us when to send reminders and to whom. Whenever the conditions are met, we’ll send out a reminder to your team or your customers.

You can choose from a list of existing workflows, or create your own. Once set up, you can manage your workflows. Here’s how.


Create a workflow using an existing template

There are 60+ workflow automation templates for invoices, bills, estimates, purchase orders, bill payments, and so on.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the template you want to use.
  3. Enter a name for your workflow, or keep the default.
  4. Set the actions (what QuickBooks should do) and conditions (when it should happen).
    Note: Action and condition field names may vary depending on the template you’re using.
  5. To add more conditions, select + Add another condition.
    Note: This option isn't available in all Templates.
  6. Select Save or Save and turn on.

Create a multi-condition approval workflow

Multi-condition workflows give you greater control over bills, invoices, and purchase orders. When a non-admin creates one of these transactions, QuickBooks checks if it meets the conditions and only sends it once approved.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Search for the template name using the Search by template name field.
  3. Select the approval template you want to use.
  4. Enter a name for your workflow, or keep the default.
  5. Set the conditions for when approvals are required.
  6. To add more conditions, select + Add condition, then Save.
    Note: You'll find this in the When this happens step. This option isn't available in all Templates.
  7. Select Save or Save and turn on.
  • If you create transactions using third-party apps, batch entry, imports, receipt capture, or spreadsheet sync, QuickBooks now sends them straight into Pending approval.
  • You don’t need to manually send them for approval.
  • You can also set conditions based on the Source of the transaction (for example, whether it came from an app, import, or QuickBooks itself).

Note: If you change a transaction in a third-party app after it’s sent for approval, QuickBooks won’t start a new approval.

  • Approvers can approve several transactions at the same time.
  • You can do this in Tasks Checklist task icon.or from list pages.
  • If any transactions need extra confirmation (force approval), QuickBooks will ask you before approving.

Note: When using bulk approval with force approval, you’ll always be asked to confirm before it goes through.

  • Some transactions, like those from receipt capture or third-party apps, will now start the approval process as soon as you save them.
  • This means you don’t have to go back and send them for approval later.

Create a custom workflow

If you need something different, you can build a custom workflow.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select + Custom workflow.
  3. Select the record for your workflow and the action to perform.
  4. Select Next.
  5. Give the workflow a name.
  6. Set the actions (what you want to do) and conditions (when this happens) for your template.
    Note: The action can be Reminder, Approval, Notification, Send, or Update.
  7. Select + Add another condition if you want to add more conditions.
    Note: This option isn't available in all Templates. For example, it's available for the Notification action.
  8. Under the Do this step, select Request approval from ---.
    Note: This option isn't available in all Templates. For example, it's available for the Approval action.
  9. Add approvers to the list.
    Note:
    • You can add one or multiple approver groups (up to 5 per group).
    • You can specify the minimum number of approvers required to grant approval for the transaction to proceed. 
    • Under Notify via, select Task, Email, or Push notification options.
      Note: You'll find these options in Do this step.
  10. Select Save or Save and turn on to turn on your custom workflow.

Notes:

  • If a transaction goes through an approval process, all the approvals of that step are going to get an email and a task created for them.
  • As soon as the minimum number of approvers approve that transaction, the transaction is considered approved.

Manage your workflows

You can edit, copy, turn off, or delete workflows at any time.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the workflow you want to edit.
  3. In the Actions column, select the â–Ľ dropdown, then select Edit.
  4. Make your changes, then select Save or Save and turn on.
  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the workflow you want to copy.
  3. In the Actions column, select the â–Ľ dropdown, then select Copy.
  4. Make any updates, then select Save or Save and turn on.

Some workflows, like pay bill reminders and unsent invoice reminders, are already set up for new companies. If you need to turn one off:

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the workflow you want to turn off.
  3. In the On/Off column, turn the switch off.
  4. Select Disable.
  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the workflow you want to delete.
  3. In the Actions column, select the â–Ľ dropdown, then select Delete.
  4. Select Delete again.