Use workflows to automate your business processes

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, or disable notifications. Here’s how.

Create a workflow using an existing template

There are 40+ workflow automation templates for invoices, bills, estimates, purchase orders, bill payments, etc.

1. Go to Workflow automation, then select Templates.
2. Select the template you want to use.
3. Give the workflow a name, or use the default name.
4. Set the actions (what you want QuickBooks to do) and conditions (when this happens) for your template.
5. Select +add another condition if you want to add more conditions. 
6. Select Save and turn on to turn on the workflow.

Here’s how to create an invoice approval workflow for your team:

Create a custom workflow

1. Go to Workflow automation, then select Templates.
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 QuickBooks to do) and conditions (when this happens) for your template.
7. Select +add another condition if you want to add more conditions. 
8. Select Save or Save and turn on to turn on your custom workflow.

Manage your workflows

You can edit, turn off, or delete a workflow:

1. Go to Workflow automation, then select My workflows.
2. 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 companies. If you need to change that:

1. Go to Workflow automation, then select My workflows.
2. From the ON/OFF column, select the workflow you want to turn off. Then, select Disable.