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Use workflows in QuickBooks Online Advanced to send reminders

Learn how to set up workflows to send reminders to your customers or internal team.

In QuickBooks Online Advanced, use workflows to send reminders to the right people at the right time.

Workflows help you 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 conditions to tell QuickBooks when to send reminders and to whom. Make the conditions as simple or complex as you need. Whenever the conditions are met, we’ll send out a reminder.

Learn about workflow types

Some workflows automatically send reminders to customers so you don't have to. Others send reminders to your team so they can take action.

Workflows for customers

  • Automatically send unsent invoices: Send invoices a set number of days after you create them.
  • Payment received: Automatically email customers to let them know you receive their payment.
  • Payment due reminder: Automatically email customers to let them know their invoice payment is due soon.
  • Overdue invoice memo: Automatically send customers a gentle reminder about their overdue payments. QuickBooks can also add an overdue or custom stamp to invoices.

Workflows for your team

  • Unsent invoices reminder: Notify your team about unsent invoices in QuickBooks.
  • Pay vendor reminder: Notify your team when money your business owes to vendors is due.
  • Bank deposits reminder: Notify your team when payments need to be added to a bank deposit.

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.

For some workflows, like Payment due reminder, QuickBooks suggests customers you may want to include. These are based on their past payment patterns.

  1. Select the Workflows menu. You can also select Settings ⚙ and then Manage Workflows.
  2. Select Create Workflow.
  3. Select Create for the template you want to use.
  4. Give the workflow a name, or use the default name.
  5. In the Conditions section, select the conditions. This decides what activates reminders.
    Tip: You can set multiple conditions for some workflows. To set more, select options on the And line. All conditions need to be met to start the workflow.
  6. In the Actions section, select the actions QuickBooks will take when the conditions are met. This decides what happens after the template activates.
  7. Select the Send email checkbox to send the reminders as emails. On some workflows, you can also select the Send Mobile Notification checkbox to send notifications to their phones.
  8. Edit the message in the Subject and Message body sections as needed.
    Important: The highlighted text is dynamic. QuickBooks fills in data for you. Be careful not to overwrite them.
  9. When you're done, select Save and Enable to turn on your workflow.

Create an overdue payment workflow

Here’s an example workflow to let your customers know their payment is due in three days.

  1. Go to Settings ⚙, then select Manage workflows.
  2. Select Create workflow.
  3. Select create under Payment due reminder.
  4. In the Workflow name field, enter Payment Due in Three Days.
  5. Use the Conditions ▼ dropdowns and add a condition. The amount is more than $0.
  6. Use the Actions ▼ dropdowns and apply the action of send email 3 days before due date.
    Tip: To edit the email reminder, you can add variables to insert data specific to your company. In the message field, enter #, then select the variable you want to use like vendor, name, due date, or amount.
  7. If you’re still editing the workflow, select Save. If you’d like to launch the workflow, select Save and Enable.

Create an invoice approval workflow

You can create a workflow template specifically for approving invoices created by your team.

  1. Give your template a name.
  2. In the Conditions section, set the conditions. You can set the amount, customer, location, or a combination. This is what activates the approval process. Select the Plus (+) if you want to add more than one condition.
  3. In the Actions section, select Send for approval.
  4. Select Create task in the dropdown. Then select the admin who needs to approve invoices from the Send to dropdown.
  5. Select Send notifications from the dropdown and the admin's names in the For dropdown.

Now you have your invoice approval workflow template. When non-admins create an invoice, an approval request is sent to the approver automatically.

Tip: If an invoice doesn't meet your template's conditions, it doesn't need approval. The creator can send it directly to the customer.

You can also tell QuickBooks what to do if an invoice isn't approved within a certain number of days. Note: If an invoice isn't reviewed after 30 days, it's automatically denied.

Approve invoices

Whenever a non-admin creates a new invoice, QuickBooks checks if it meets your templates' conditions. If it does, the invoice's status becomes "Needs approval." Until it's approved, non-admins cant send invoices to the customer. After your non-admin creates an invoice:

  1. Select Save or Save and send. This opens an approval message.
  2. Select Request approval. This sends the invoice for approval.
  3. Ask the admin to go to the Task menu and review the invoice.

The invoice creator can open the invoice after they send it to review the status:

  • Pending approval: The creator already sent the invoice to the approver, but it hasn't been approved yet.
  • Denied approval: The approver denied the invoice. However, if the creator makes edits to the denied invoice, they can request approval again.
  • Approved: The approver approved the invoice. It becomes a regular invoice with no restrictions.

If an invoice is edited after it's approved, and it doesn't meet the templates' conditions anymore, the status may change. You may need to send it through for approval again.

Note: If you downgrade your plan from QuickBooks Advanced, you won't be able to use workflows anymore. You'll need to approve anything pending approval before you can finish changing your plan.

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 Task menu any time to see what work still needs to get done. Follow these steps to review open tasks.

Step 3: Manage your workflows

Want to make sure your workflows run the way you wanted it to?

  1. Go to the Workflow menu.
  2. Select the Track workflow instances tab.
  3. Review your completed workflows.

If you want to edit, turn off, or delete a workflow:

  1. Select the Workflows menu.
  2. Select the Actions ▼ dropdown. Then select an option.

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