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Use workflows to automate your business processes for QuickBooks Online Advanced

by Intuit•29• Updated 5 days ago

Learn how to automate everyday tasks, approvals, and reminders using workflows in QuickBooks Online Advanced. Workflows help you stay organized, reduce manual work, and keep your team on track.


Create a workflow using a template

QuickBooks has over 60 workflow templates you can use to streamline your processes.

  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).
  5. To add more conditions, select + Add another condition.
    Note: This option isn't available in all Templates.
  6. Select 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. Select the approval template you want to use.
  3. Enter a name for your workflow, or keep the default.
  4. Set the conditions for when approvals are required.
  5. To add more conditions, select + Add condition, then Save.
    Note: This option isn't available in all Templates.
  6. Select 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. Choose the record type and the action to perform, then select Next.
  4. Enter a name for your workflow.
  5. Set the actions and conditions.
  6. To add more conditions, select + Add another condition.
    Note: This option isn't available in all Templates.
  7. Select Save or Save and turn on.

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 dropdown arrow, then choose 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 dropdown arrow, then choose 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, switch it 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 dropdown arrow, then choose Delete.
  4. Select Delete again.