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Intuit

Manage workflows in QuickBooks Online Advanced

Find out how to set up and manage automated workflows in QuickBooks Online Advanced.

Workflows help automate tasks in QuickBooks, like sending reminders for payments that are due or reminders for yourself or team.

You’ll create a workflow using conditions (if this) and actions (then this) and once the conditions are met, we’ll send out a reminder. Here’s how to set it up.

How to create a workflow from a template

To get started, choose one of our templates and create a workflow that fits your needs.

  1. Select the Gear ⚙️ icon, then select Manage Workflows.
  2. Select Create workflow, then select the template you’d like to use.
  3. Add a workflow name.
  4. Use the Conditions dropdowns and edit the condition.
  5. Use the Actions dropdowns and edit the action.
  6. Edit the email reminder that’s sent. If you’d like to add more fields to populate in the message, type # and choose the fields, 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.

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

  1. Select the Gear ⚙️icon, then select Manage Workflows.
  2. Select Create workflow, then select the template for Payment due reminder.
  3. Add the Workflow name of Payment Due in Three Days.
  4. Use the Conditions dropdowns and add a condition of the amount is more than $0.
  5. Use the Actions dropdowns and apply the action of send email 3 days before due date.
  6. Edit the email reminder that’s sent. If you’d like to add more fields to populate in the message, type # and choose the fields, 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.

How to edit a workflow

You can enable, disable, edit, or delete a workflow at any time.

  1. Select the Gear ⚙️icon, then select Manage Workflows.
  2. Find the workflow, then select Edit ▼.
  3. Choose to Enable, Disable, Edit, or Delete the workflow.

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