Bills remain in draft mode and only Admin (me) can fix them - ongoing issue

Hi, PrestigeD. Let me share some information about this behavior.

I want to inform you that our engineers have already resolved the investigation related to approving your purchases in QuickBooks Desktop (QBDT). As you currently encounter the same experience, I suggest updating your software to the latest release. The process gives you a better experience and fixes common issues right away. Here's how:

1. Go to Help and select Update QuickBooks Desktop.
2. Tap on the Update Now tab, then Get Updates.
3. Close and reopen QuickBooks when the update finishes.
4. Hit Yes when asked to install the update.
5. Follow the onscreen instructions to complete the process.

You can also gather more information about the process from this article: Update QuickBooks Desktop to the latest release.

If you're getting the same result, you might need to reach out to support once more for an in-depth reinvestigation. 

On the other hand, you may explore the details on this website for additional insights while handling your bills and other vendor entries in the future: Accounts Payable workflows in QuickBooks Desktop.

If you have other questions while approving your bills within our system, kindly communicate your concerns by leaving a comment below. I'm just a few clicks away to help you again. Have a good one!

What is the date of this release with the fix to QBDT? My file is hosted through Right Networks and they update each weekend. They say the latest update released by QB is dated July 18th and is Release 5 (R5_22).

Per the release notes (Release notes for QuickBooks Desktop 2023 (intuit.com)) this July 18 release is only for updates to the web connector and mentions nothing about bill pay. Please let me know specifically which update was released and when that resolves this bill pay issue.

Thanks for getting back to us, PrestigeD.

The latest release update to QuickBooks Desktop 2023 and Enterprise 23.0 is Release 5 (R_22), dated July 18, 2023. You're right that the mentioned update was about the Web Connector. But if you're on the latest release, it'll maximize the program's performance and help fix unusual behaviours.

However, since you're still encountering the same issue, I recommend contacting our Customer Care Team again. This way, they can further check on this matter and provide in-depth troubleshooting. They can also create another investigation ticket if other users are experiencing the same.

To reach them, here's how:

1. On your QuickBooks account, go to the Help menu at the top.
2. Select QuickBooks Desktop Help. 
3. Choose Contact Us. 
4. Enter the issue or topic in the field box. 
5. Follow the onscreen instructions.

You can also check out this link for more information on contacting them: Contact QuickBooks Desktop support. Ensure to review their support hours to know when agents are available.

In case you'd want to run reports to view a snapshot of your business, see this article: Understand reports.

Let me know if you have other concerns while managing QuickBooks. I'll get back to you right away. Have a great day.

Updating does not fix the issue. I have moved the file to my local computer and done rebuilds, run file doctor, etc. I have done this with an Intuit agent on the line.

It still does not work.

I understand that encountering issues while doing task on your account can be frustrating, PrestigeD. 

Let me provide information regarding this matter. Your case has already been escalated, and one of our support will contact you and provide details on the updates on this.

We appreciate your patience.

This issue has been severely impacting my company. We have spent over 20 hours on the phone with customer service over the course of the past month trying to address the issue - no one can give an answer or solve the issue. It’s driving my accounting team into the ground. My controller, who has been using Quickbooks for over 20 years, now sees that it’s become a useless piece of software - and we have QBDT platinum. Likely the only option is to switch to another accounting platform.

@RS63Flushing 

I should have posted that we were able to finally resolve this issue. I spent probably close to 40 hours on the phone with various support people, data recovery, etc. No one at Quickbooks seemed to know what or why this was occurring. They all defaulted to the generic "update the file", "send it in to Data Services", etc.

The issue, for us, was related to the Melio bill pay integration with Quickbooks. I had reset the users Intuit accounts and to reset/create a new Melio bill pay account. Once that was done, everything returned to normal. I don't know how or why the synching got thrown off. We use RightNetworks as our cloud provider but do not know if that has anything to do with it.

Melio may not be the fix for all as we dont use that and we are having the exact same issue and nothing fixes it and we dont use Melio integrations, any update on this Qb?

It might be that you need to just reset the intuit user accounts then. Maybe Melio had nothing to do with it.

It is not the experience we want you to have while using the service. Allow me to chime in and share information that could help you rectify the issue.

First, I would recommend updating your software to the latest version. It will provide you with an improved experience and promptly resolve common issues. Here's what you need to do:

1. Go to Help and select Update QuickBooks Desktop.
2. Click on the Update Now tab, then Get Updates.
3. Close and reopen QuickBooks when the update finishes.
4. Choose Yes when asked to install the update.
5. Follow the onscreen instructions to complete the process.

You may also remove the approvals, which may remove the draft status from the bills. If you're getting the same result, I recommend reaching out to our QuickBooks Desktop Support once more to check this further. 

Feel free to inform me if you encounter any other issues while handling QuickBooks. I will promptly respond to your message. Have a wonderful day.

James, respectfully, your response is not helpful. Please read the chain from the start of the message. Updating the file is the most generic and useless solution you can present in this situation. Based on the huge amount of hours I spent solving this issue months ago, this is an issue caused by a poor sync or some sort of error with the intuit user ids and approval processes. The only solution that finally worked is detailed in an earlier post. Updating the file won't help. Neither will sending it to Data Recovery. 

@daniellerjeraldshall 

If you have QB Desktop, run the Verify/Rebuild Data utility. Did you encounter any error message?

About 10,000 times. Imported it to local desktop and ran file doctor and all the other standard, generic and non-additive suggestions from Intuit support agents. When it found no errors that's when the file was sent to Data Recovery. Where they also found no errors. All this is detailed above. The issue was related to the intuit user ids and permissions. Once they were all reset, the problem went away.