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Willem-Jan Suiker
October 15, 2024
Question

Approval bills workflow

  • October 15, 2024
  • 1 reply
  • 0 views

We use the approval workflow of Quickbooks Online Advanced. Since this week, all employees with rights other than "Company Admin" rights have been removed from the workflow. It is also not possible to add employees with a role other than "Company Admin" as approver. Previously, these employees were added to the workflow and had the authority to approve bills. It is not desirable that all employees who can approve invoices have full access to the rest of Quickbooks online.

1 reply

JoesemM
JoesemMQuickBooks Team
QuickBooks Team
October 15, 2024

You're absolutely right, Willem-Jan. Not all employees should have full access to your QuickBooks account. Let's review their roles and make sure they're set up correctly to prevent any unauthorized access.

 

You'll want to ensure that the role given to your employees are Bill Approver. This user type is restricted, allowing them only to view and approve bills. For more details, open this link: Set up roles and permissions for paying bills with QuickBooks Bill Pay. 

I've also added some screenshots for visual reference.


Also, if your employees have the Bill Approver role, you can add them to the custom workflow, regardless of whether they're not the Company Admin. To resolve any issues, I recommend logging in to your account through an incognito window. This will help determine if the problem is due to your browser's cache.

 

Here are the keyboard shortcuts:

 

  • Safari: Command + Shift + N
  • Google Chrome: CTRL + Shift + N
  • Mozilla Firefox or Microsoft Edge: CTRL + Shift + N
     

If you're able to add the bill approver, clear the browser's cache. Doing so deletes all the data from your browser and optimizes its performance. You may also use other supported browsers as an alternative.

If the issue persists, I suggest getting in touch with our Customer Support team. They use advanced tools to check the workflow and provide further assistance in investigating this matter. You can contact them by clicking on this page: QuickBooks Online Support.

 

Additionally, I'll be sharing some links that could offer assistance in reviewing your tasks and scheduling payments in QuickBooks:

 

 

If you have further inquiries or follow-up questions regarding user roles and workflows, please feel free to reach out to me. I'll be more than happy to assist. Have a fantastic day ahead!

W
Willem-Jan SuikerAuthor
October 15, 2024

The problem is that a user has the role of bill approver. Last week I was still able to add this person to the workflow. Since yesterday it is no longer possible to add this person. If I change the role of this person to the role of company admin and after that change it is possible to add this person to the workflow again.

 

 I have already tried different browsers (including incognito window and clear browser cache). Yesterday I had contact with the contact center, but they could not help me yesterday.

C
continea
Level 5
October 15, 2024

Good afternoon Willem-Jan Suiker,

 

Thank you for chiming back in! For this situation, it would be best to connect with our Support Team as my colleague mentioned as they would be able to assist with pulling up your account and escalate this issue further if needed. 

 

Let me know if you need anything! My team and I are ready to help in whatever way we can. Take care.

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