Using variables in a workflow email notification

I can see that you want to add a Vendor Name in your email workflow, @ch1259. Let me share information about the variables available in QuickBooks Online (QBO).

When creating a workflow in QBO, the variables are dependent on the entry type you want to automate. That said, I recommend choosing a vendor transaction, such as a Bill Payment, so you can add a Vendor Name.

Additionally, you may want to create reports in QBO to have detailed information about the different areas of your business. Doing so allows you to monitor your expenses and track the status of your bills.

Please know I'm only a couple of clicks away if you need anything else about workflows. I'll always be right here, ready to help you out again. Stay safe and have a great day ahead!

Hi JaeAnn -

The issue I am having is that this dropdown you show in red is not working. The dropdown of variables appears when I am editing the notification but when I select one it does not actaully insert into my draft. I type the # > click on one of the variables in the dropdown > and only the "#" remains when done i.e. nothing actually shows up.

Thats why I was trying to manuall type "QBO:[VARIABLE NAME]" or "#[VARIABLE NAME]"

Thank you for getting back in the Community, @ch1259. 

Your concern regarding the missing dropdown variable may due to a possible browser cache issue.

The reason why we need to clear our browser's cache is because it can help you access your websites and run the browser properly. You can also use other accessible browsers to add your variable correctly. Here's how:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Option + P

If your concern persists, try contacting our Customer support team, as they have the proper tools that can help you. 

You can take note that our support hours on Plus, Essential, and Simple Start are from Monday to Friday every 6 AM to 6 PM, and Saturday from 6 AM to 3 PM PT. Advanced is any time, any day. 

1. Sign in with your QuickBooks Online company.
2.  Go to Help. 
3. Select Search, then click Contact Us.
4. Write your issue or concern and click Continue.
5. Choose a way to connect with them.

If you want to send reminders to others at a specific time, using workflows can automate payment reminders to customers. 

Feel free to comment below if you have other questions regarding workflows. The Community will always be here to help and answer your questions. 

Hi -

Thanks for this. I just tried clearing cache and using another browser (Chrome and Edge) and still doesn't work.

The issue only happens on the approval diagram page (the page that looks like a decision tree). When I edit the email notifications in there the variable drop downs don't work as described. And unfortunately, still don't.

For most other workflows, simple reminder or notification (but not approval), the variable drop downs work. But even if I create a whole new approval workflow and it doesn't work.

Perhaps this is something to tell your developers if you are able? The approval workflow is a key feature within workflows that should work correctly. 

Thanks.

I am having this very same issue on the decision tree page of workflows in Online Advanced. I am able to add the variables to email notifications for any workflow other than those for approvals. I have tried using both Chrome and Edge browsers and have cleared the cache in both. Is there a solution for this issue yet? Workflow notifications is the main reason I went with the Advanced product.

Nope I never got a solution. That's also the only reason why I chose Advanced. Waste of money. I ultimately has to switch to Bill.com.  It is a superior product although more expensive. I would recommend that no one pay for QBO Advanced simply for the workflow you will be sorry. Its is beta stage garbage.

Nope I never got a solution. I had to ultimately switch to Bill.com. More expensive but I would highly recommend over QBO Advanced. DO NOT BUY QBO ADVANCED just for the workflows. Beta stage garbage.

I understand the importance of workflow notification in your business, ICTCKM.

When I replicated on my end about the issue, there were times in the specific setup when it did not work. Rest assured, our engineering team is aware of this issue. They're all hand on deck, working to fix this as soon as possible. I recommend contacting our Customer support team for assistance. They can add you to the list of our affected users, and you'll receive a notification email whenever there's an update.

Here's how to reach them:

1. Click the Help menu in the upper-right-hand corner.

2. Type in "Talk to a human", then press Enter.

3. Select Contact Support Team.

4. Type again Talk to a human and click Contact Support Team.

5. Choose a way to connect with us.

Additionally, you can check this article to learn more on how to manage your workflows: Use workflows in QuickBooks Online Advanced to send reminders.

If you have any additional concerns regarding the workflow notification, you can always click the Reply button. I'll be around to lend a hand. Stay safe!

Hahahahaha! I called and they specifically said "There is nothing we can do, we suggest you send a recommendation to our development team for a future update."

I appreciate your response but simply responding with a roundabout "call another person" is beyond unhelpful. I have already wasted hours on this.

Again... anyone buying QBO Advanced for workflows... DON'T BOTHER.

@ICTCKM 

You can signup for a free Melio account and use the approval feature (i.e up to 2 person to approve) as the workaround.

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You can also get $100 cashback to pay the first bill.

https://affiliates.meliopayments.com/cashback