workflow to prevent embezzlement

CleanH2O · ‎September 17, 2023

Here's my question: Is there a way to create a user who has the role of Creating / Editing Workflows? And to have other users who do not have the ability to edit (turn on or off) the workflows that other users create. That's all, yes or no?

Here's why I'm asking: I'm the bookkeeper in our organization, and I have the Primary Admin role. We are a small nonprofit. There's me, the bookkeeper, and there's an Executive Director. (Our CPA is a contractor.) I want to create a workflow to prevent embezzlement. This would protect our nonprofit as well as add a level of liability protection for me, in case of fraud. I have been the bookkeeper for 20 years, and our CPA of 23 years reviews the books annually, and there has never been a problem. But recently in reviewing our fraud prevention procedures, I suggested that we look into making our systems more foolproof, based on more secure procedures and systems.

In researching this goal in QBO, I found Workflows. It seems to me that we should be able to use the Bill Payment Approval workflow for fraud/embezzlement prevention. I would submit a bill to the ED, via the Bill Payment Approval workflow, she would approve it for payment, and only then could I pay it.

But there is a catch: I don't see that there is a way to create a user that has the role of Managing Workflows. As I see it, we would want to have a user account for the Executive Director. She can be an Admin, sure, but all she really needs to be able to do is 1) Create/Edit Workflows, so that she can set up a Bill Payment Approval workflow, and 2) Approve payment of bills that the bookkeeper (me) submits to her via the Bill Payment Approval workflow. And the Bookkeeper needs to be able to access all (or almost all) other QBO functions.

Most importantly, the only thing the bookkeeper must not have access to is this: The ability to edit the Executive Director's workflows (i.e. turning them on or OFF.) Obviously if the bookkeeper can turn the Bill Approval Workflow off, then he could pay bills without approval, and our goal of embezzlement prevention fails.

Again, the question is basically this: Is there a way to create a user who has the role of Creating / Editing Workflows? That's all, yes or no?

I've looked and I can't find that capability in QBO. And if QBO doesn't have that capability, even with the existence of Workflows, then frankly, I'm floored. (Granted, this is not the first time that QB's limitations have floored me.)

All help is appreciated.

Thanks,

Rick

JamaicaA · ‎September 17, 2023

Good day, @CleanH2O. I appreciate your idea of creating a user who has the role of creating or editing Workflow and the ability to edit it. Your feelings are also valid due to the program's limitations.

You're right. There's no option to create a user with the assigned role of managing workflows. To have other users who cannot edit (turn on or off) the workflows that other users create is also unavailable.

Not to worry, we have a few roles associated with the tasks of Bill and their payments. Your Executive Director can be the bill approver, bill clerk, or bill payer. Here's a screenshot to learn their differences:

Please know that this feature is only available for QuickBooks Online Advanced. If you're not using this version, consider upgrading your subscription.

Users can also do tasks like banking, sales, payroll, expenses, reports, budgets, and inventory. To learn the functional roles you can assign to the Executive Director, refer to this article: Add and manage custom roles in QuickBooks Online Advanced.

Furthermore, you can check out these resources for more tips on using Workflows in the program:

This should address your question on making a role for your Executive Director to handle Workflow.

CleanH2O · ‎September 18, 2023

JamaicaA, thanks for your response. It's helpful to know what the limitations are. Intuit could really help users out by including in all the introductions / instructions / videos about Workflows, the info about what CANNOT be done with them: : i.e. 1) There's no option to create a user with the assigned role of managing workflows. 2) To have other users who cannot edit (turn on or off) the workflows that other users create is also unavailable.

That sure would have saved me a lot of time. And of course, actually implementing those missing functions would be awesome.

Thanks for your help.

Rick

Rainflurry · ‎September 18, 2023

@CleanH2O

Consider using Bill.com. I have no affiliation with them but have been a happy user for several years. You can create workflows for payables and receivables as you described so that your internal controls are secure. One user can enter a payable (bill), another user can approve it, and a third user can pay it. The primary admin can assign user roles as you see fit. As long as you assign roles appropriately, it's a solid fraud prevention system.

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workflow to prevent embezzlement