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Level 1

Sales Rep Scenario

I don't think I'm asking anything out of the ordinary but I may be wrong and I would like someone to tell me how they are doing it.

I know how to set up our sales reps to create and manage quotes but it seems that is all they can do. If an estimate it's being turned into an invoice they can't follow or find out if it's being paid or not. They have to ask our billing department all the time if the customer paid his invoice so they can move forward with the order. How do you automate that? I do not want to give them access to invoices because that's not their job and the only access you can give them it's Full access, you can't even give them only View access. I'm very curious how the people are doing it?

I know the new update of Invoices and Estimates it's coming but they will be missing several futures that are necessary

-Sales tax
-Progress invoicing
-Custom fields
-Recurring invoices
-Ability to save multiple templates
-Billable expenses

Features that are not available.


Is there an app I can use? All we need it's for our Sales reps to be able to manage their quotes and see if they are being paid or not after our billing department convert them to invoices

7 Comments 7
QuickBooks Team

Sales Rep Scenario

I can help you manage your sales workflow in QuickBooks, konstantincra.


With our QuickBooks Online Plans, you'll get to have specific features that you can do within your account. From the list that you mentioned, you can do these steps in QuickBooks Online Plus and Advanced. If you're unsure about the subscription you have, you can use these steps: 


  1. Log in to QuickBooks Online.
  2. Click the Gear icon and select Account and settings.
  3. From the Billing and Subscription menu, you can see the subscription that you have under QuickBooks Online.  

If you have the lower versions of the plan like Simple Start and Essentials, you'll want to upgrade your subscription.


For your sales rep to be able to create recurring invoices, progress invoices, manage sales tax, record billable expenses, customize your sales forms, and alike, you'll have to grant them access to your customer and vendor roles


To start, you can use the easy steps below on how to set up your sales tax and use them to your invoices: 


  1. Click the Taxes menu and select Sales tax.
  2. Select Setup sales tax.
  3. Enter your business address and click Next.
  4. Follow the onscreen instructions until you're finished.

You can also visit our Set up and use automated sales tax in QuickBooks Online article for more details.


I'll be adding these articles that will help you get started with your customer transaction workflows: 


Always know that you can get back to me here if you have questions about the specific features you can set up and how you'll want to use them. Just leave a reply below and I'll get back to you the soonest as possible. Take care!

Level 1

Sales Rep Scenario

Thank you for the fast response, Catherine. Your articles help and I'm familiar with them but they do not help any of me or QB users. 

We are on QB Advanced. 


Let me give you an example, you want your Sales Rep to have access to Create, Edit, Delete Estimates but for Invoices, you only want View access (so they can see when an invoice it's being paid). That is on permission level. For a record level, you want to be able to give them access only to their estimates and invoices, not the whole company. You can't do that now! Also, for some reason, when you create a custom role, even with the lowest permission level(create/edit/delete estimates) they still have access to the company deposits and cash flow tab. It doesn't make sense.


QuickBooks Team

Sales Rep Scenario

Thanks for being detailed about your concern, @konstantincra. I've come here to provide additional information about this.


Currently, the option to give view-only access to invoices created from estimates to your Sales rep (having estimate access) is unavailable. In QuickBooks Online (QBO), even the user only has Estimates access, they will still be able to see other components of QuickBooks that are related to customers and products or services.


To request the addition of this feature, you can send feedback to our product developers. Here's how to do it:


  1. Navigate to the Gear icon.
  2. Then, choose Feedback.
  3. Enter your comments or product suggestions. Example: Allow a user to view only invoices generated from estimates, rather than providing them full access.
  4. Then click Next to submit feedback.


Once done, feel free to visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback. 


Just in case you'll want to make a user role inactive, you can follow the detailed steps in this article: How to activate or deactivate a user’s role. 


I’m always here in the Community if you need more help in managing your user roles in QBO. Just post a reply below to notify me of your response. Take care always.

Fiat Lux - ASIA
Level 15

Sales Rep Scenario


Consider downgrading your plan to QBO Plus (if required) and having a separate app only for your sales team to integrate with your QBO. You don't need to give them any direct access to your QBO account. What kind of business do you run? You may need a CRM or a Project Management app for your sales team.

Level 1

Sales Rep Scenario

We do have a CRM where we run most of our stuff. If our sales rep can create estimates in QB and then our billing department converts them into invoices they'll be saving time by not entering data twice or making mistakes when doing it. We also have very specific materials that the sales rep is familiar with, but when creating quotes on their own they are not specific as we want them to be. Creating permission and validation rules will keep our data clean.

Fiat Lux - ASIA
Level 15

Sales Rep Scenario

Which CRM app do you have? There is a CRM app with the quote/invoice feature. If you are hesitant to replace your CRM app, using a project management app with the quote / invoice feature will be a better option.

Level 1

Sales Rep Scenario

We do have quotes/invoicing on our CRM that I haven't activated yet. I'm trying to avoid middleware integration to QB. It's way easier for me to create an integration to listen to new invoices in QB and record them in our CRM. That quote-invoice conversion it's where our accountants save time and eliminates errors in creating the invoices. Also, validation rules will keep clean data from the sales reps. 

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