How to get workflows to work

jessbbg · ‎December 07, 2022

I've tried three different ways of creating a workflow to have a task created/email sent/smoke signal sent up to notify our purchasing employee order materials for approved estimates. Walking across the building and telling her or emailing her with attachments is inefficient. Workflows appear to provide the perfect solution to this. But none of the ways I've set it up will actually result in her being notified (whether inside of quickbooks or in her email) that there's an estimate that was changed to "approved" that she needs to go start the purchasing process for.

I do not simply want an estimate turned into a PO, that is not helpful (every line item in an estimate has multiple products that must be purchased to make it happen--example: we're a flooring company. the tile line item means that tile, plus thinset, plus grout, plus floor prep, etc). I just want it to alert purchasing automatically when an estimate status is changed to "accepted". Can anyone help with this? Because the next one I want is once purchasing is done with it, to send it to scheduling for them to schedule installation.

I've tried everything I can think of. Does anyone have a solution?

Rasa-LilaM · ‎December 07, 2022

I appreciate all your time and effort in trying to get the workflow set up for your employee to work properly, jessbbg. Let me help and point you in the right direction on how to resolve your concern.

In QuickBooks Online (QBO) Advanced, use the feature mentioned to send reminders to your employees to complete specific tasks, such as creating an invoice or other transactions. You'll have to specify when and to whom QuickBooks should send reminders. Please know that we'll send them when the conditions are met.

QuickBooks also sends notifications to the task owner rather than the purchasing employee. If the task is set up for the former, I recommend contacting our QBO Care Team for further assistance. They can look over the workflow conditions. Then walk you through the process of implementing the permanent fix.

I've included some articles that go into great detail about the various workflow types and instructions on how to build a personalized task or workflow:

You can also use our online resources to help you complete your accounting tasks in QBO on time. There, you'll find topics and answers about payroll, taxes, banking, cash flow management, managing suppliers, and customer transactions.

Reach out to me again if you have other concerns about the workflow function or questions about QuickBooks. I'd be delighted to answer them for you. Have a good one and stay safe.

Fiat Lux - ASIA · ‎December 07, 2022

@jessbbg

Have you explored any task management app to integrate with QBO?

jessbbg · ‎December 09, 2022

Please stop answering everyone's questions with "try an app" - if I wanted an app, I'd try one. I want to use native functionality in qbo, hence why i'm asking the quickbooks community about native functionality.

I've noticed on every post I've read through, there you are suggesting outside apps. It's not helpful, even though it raises your "level" in the community. This is scamming the system. Please at least refrain from doing so on mine.

Fiat Lux - ASIA · ‎December 09, 2022

@jessbbg

Take it easy and good luck with your problem.

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How to get workflows to work