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Steve Orme1
Level 1

Bill approval - workflow

I have set-up a workflow for a supplier bill approval but workflow is not sending the bill for approval. The invoice states it needs approval but the flag shows it still needs to be sent.


I am creating the invoice and I am the primary admin and my colleague who is admin needs to be the approver.


Does anyone know why the bill is not being sent for approval?


Bill approval - workflow

Hello, Steve. 


I'll shed some light on why the bill isn't being sent for approval. I'll also lay down some steps to make sure the workflow sends it to the approver. 


Did you click on the Save and send for approval button? If not, we'll want to re-open the bill or invoice, then click on the button. This is likely the reason why the bill is not yet sent for approval. 




Also, when creating and saving the bill (clicking the Save button only), a pop-up would normally appear. Make sure to click on the Send for approval option. 




This would send an email notification to the approver that the entry is ready to be approved. 


However, if the bill is not sending after clicking the save buttons, then this is likely caused by a damaged template in your list. In this case, we'll want to delete and recreate the template. Then, create the bill again for approval. 


Before deleting, take note of the template settings. With that in mind, here's how to delete it: 


  1. Go to Workflows.
  2. Click the My Workflows tab. 
  3. Find the bill approval template, then click the three-dot icon under ACTIONS.
  4. Select Delete


Recreate the template with the same settings, then make the bill again for approval. 


Need more help with workflows and custom templates? I'll include these articles if you need a guide or two: 



If you need help tracking your cash flow using reports in QuickBooks, check out this guide for more details: Track your cash flow in QuickBooks Online.


I'd be glad to help you out again if you need help with your bills or workflow templates. If you happen to come across any difficulties while running reports or managing other transactions, leave a reply below. My colleagues and I will reply as soon as possible. 

Steve Orme1
Level 1

Bill approval - workflow

Hi James,


Thanks for your reply.


I don't get the option to save and send for approval, I just have save and close or save and new

QuickBooks Team

Bill approval - workflow

Hello, Steve. 


Currently, this feature is only available in QBO Advanced. If you're using QBO Advanced, we can help you double-check your settings to ensure the workflow send for approval is enabled. Here's how: 


  1. Go to Settings and choose Account and Settings.
  2. Pick Advanced, then tap Automation to edit.
  3. Select Manage for Auto-enabled features (workflows).
  4. You can choose which workflow you want to enable in the My Workflows screen. 


Please refer to the article for more detailed steps: Use workflows in QuickBooks Online Advanced to send reminders. It will provide you with the necessary information to complete the task successfully. 


However, if you're not using QBO Advanced, you want to upgrade your subscription to Advanced. Or consider looking into a third-party app to help you accomplish this task. There are many apps developed by third-party businesses that sync or integrate with your QuickBooks account. By using these apps, you can expand the functionality of your account and gain additional services that are beneficial for your business. 


  1. Login to
  2. From the left menu, select Apps
  3. Find an App that fits your need.  

To know the usage limits for your subscription level, check out this page: Learn about usage limits in QuickBooks Online. It's always a good idea to stay informed about your plan's limitations to make the most out of your QuickBooks experience. 


I've also attached this helpful resource you can access in case you need to assign a customer role to your users in QBO: Add and manage custom roles in QuickBooks Online Advanced. It provides step-by-step guidance on creating and managing custom roles for your customers, allowing you to tailor their access and permissions within your business easily. This feature can help you streamline your workflows and improve overall efficiency.  


Let me know if you need any further assistance with this. Have a great day!

Steve Orme1
Level 1

Bill approval - workflow



I have checked my settings in QB Advanced and do not have the 

  1. Select Manage for Auto-enabled features (workflows).

I have provided a screen shot of my settings


Also my outstanding query for this is 1599345195 workflow approval

QuickBooks Team

Bill approval - workflow

 Hello Steve Orme1, thanks for the screenshot, please can you ring the supportline on 0808 234 5337, the line is open mon to fri 8am to 7pm and is free from any UK landline or mobile, so you can set up a screenshare with the agent on the phone so this can be looked into more thanks.

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