Create and use automated project workflows

Learn how to use project workflows in Intuit Enterprise Suite to help keep your projects on track and within budget.

You can set up automatic notifications for project invoicing, budget approvals, financials, and delays using workflows. You set the conditions to tell Intuit Enterprise Suite when to send reminders and to whom.  Whenever the conditions are met, we’ll send out a reminder.  

Here’s how to set up project workflows.

Use workflow templates in projects

Use an existing projects workflow template

1. Sign into Intuit Enterprise Suite.
2. Select Projects, then Overview. 
3. From the Manage settings ▼ dropdown menu, select Manage workflows.
4. Select the project workflow template you want  to use. Read more about the project workflows available below.
5. Complete steps 1 and 2 in the template to set the conditions. 
6. Select +add another condition if you want to add more conditions. 
7. Select Save and turn on to turn on your project workflow.

Create a custom workflow

1. Select Projects, then Overview. 
2. From the Manage settings ▼ dropdown menu, select Manage workflows.
3. Select + Custom workflow.
4. Select the record for your workflow and the action you’d like Intuit Enterprise Suite to perform.
5. Select Next.
6. Complete steps 1 and 2 in the template to set the conditions. 
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.

Share a workflow from your parent company to your child companies

You can also share workflows you create from your parent company to your child companies, and with the QuickBooks community. 

1. Once you’ve set up a workflow following the steps above, go to Workflow automation, then select My Workflows. 
2. From the workflow you want to share, select Actions, then Publish. 
3. Complete the template details and select which companies you want to share your template with.
4. Select Publish template. We’ll send an email to the admins of the child companies letting them know about the shared template.

Use the shared workflow in a child company

1. Open the email about the shared template and select the link (admin only). 
2. Sign into Intuit Enterprise Suite if prompted. 
3. From the Workflow templates, select the shared template, then select Use this template.
4. Modify any conditions in the workflow if needed, then select Save and turn on. 

Create a custom invoice approver role for the project invoicing workflow

You can set up a specific role for users to approve invoices as part of the project invoicing workflow.  

1. Go to Settings ⚙, then select Manage Users.
2. Select the Roles tab, and then select Add role. 
3. Enter the role name: Invoice approver, and a description if needed.
4. Select Sales. 
5. From Invoices, select the permissions to view, create, edit, delete, and approve. 
6. Select Save. 
7. Go to the Users tab. Add the role to existing users, or set up a new user with the Invoice approver role. Then select Save changes.