Use workflows in QuickBooks Online Advanced to send reminders
by Intuit• Updated 1 month ago
Learn how to set up workflows to send reminders to your customers or your team.
In QuickBooks Online Advanced, you can use workflows to send reminders to the right people at the right time. With workflows, you can automate common tasks in QuickBooks like sending payment reminders to customers. You can also send reminders to your team to complete specific tasks, like reviewing open invoices.
You set the conditions to tell QuickBooks when to send reminders and to whom. Whenever the conditions are met, we’ll send out a reminder. Here’s how to create a new workflow for your customers or team. We'll also show you some examples of how you can use workflows.
Common workflows
Some workflows automatically send reminders to customers so you don't have to. Others send reminders to your team to take action on a task.
You can have multiple workflows of the same type working at once. For example, you can have multiple Payment received workflows for different sets of customers.
Here are some common uses for workflows:
Step 1: Create a workflow using a template
To create a new workflow, you can use a QuickBooks workflow template. You can also learn how to create your own custom workflow.
To create workflows from QuickBooks templates:
- Go to Workflows. Or, Go to Settings ⚙ and select Manage workflows.
- Select the Templates tab.
- Find and select the template you want to use.
- Enter the workflow name in the Name field, or use the default name.
- In the Actions or How would you like this action to happen? section, select the actions QuickBooks will take when the conditions are met. This determines what happens after the template is activated.
- Select the email checkbox to send the reminders as emails. On some workflows, you can also select the Send a push notification checkbox to send a push notification to a user through the QuickBooks Online Mobile App.
- Edit the message in the Subject and Message body sections as needed.
- The highlighted fields are variables. The variables populate the reminder message with your company or customer info. To change the variable, enter #, then select the variable you want to use like supplier, name, due date, or amount. Note: Erasing or overwriting the highlighted fields will affect all reminders.
- In the Conditions or When this happens section, select the conditions. This determines what activates reminders. Note: You can set multiple conditions for some workflows. To add more, select plus (+) icon or + Add another condition. All conditions need to be met to start the workflow.
- When you're done, select Save and Enable or Save and turn on to turn on your workflow.
Here are some examples of workflows you can use for your customers or team and how to set them up:
Step 2: Review your team's active tasks
If a workflow notifies one of your team members to review or approve work, QuickBooks creates a task.
Go to the Tasks menu at any time to see what work still needs to be done. Follow these steps to review open tasks.
Step 3: Manage your workflows
Here’s how to make sure your workflows are running the way you want them to.
- Go to Workflows, then select Run history.
- Review your completed workflows.
If you want to edit, turn off, or delete a workflow:
- Go to Workflows, then select My workflows.
- Select the ACTIONS ⋮ option, then select an action.
Disable default reminder workflows
Important: Pay bill reminders and unsent invoice reminders are already set up for all new QuickBooks Online Advanced companies. If you need to change that:
- Go to Workflows, then select My workflows.
- From the ON/OFF column, select the workflow you want to turn off. Then, select Disable.
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