Question

Can you set up multiple bill approval workflows?

Forum|Forum|4 years ago
June 9, 2022
8 replies
37 views

I was able to set one user up with the workflow to approve some vendor bills, but I need to be able to set up another workflow for a different user to approve different vendor bills.

When I go to create the second workflow, I get an error message saying there is already another workflow active.

QuickBooks Online

M

MadelynC

Moderator

I’ve got some information to share with you about setting up multiple bill approval workflows in QuickBooks, Jeremy.

At the moment, setting up multiple bill approval workflows isn’t possible in QuickBooks Online (QBO). I can see how this ability could help your business.

You can send this idea through the Feedback option so our Product Development teams can take a look and might consider this as part of the future enhancements. Here's how you do it:

Select the Gear icon at the top.
Choose Feedback.
Enter your comments or product suggestions.
Select Next to submit.

Then, visit the Customer Feedback for QBO website to track your request.

You can also visit the Expenses and the vendors page. This will give you more details about your business and cash flow through proper bookkeeping practices.

If you have any other questions or concerns besides managing workflows, please don’t hesitate to add a comment below. I’ll be here to help you out. Take care always!

M

MCRP

New Member

Finally someone from Intuit willing to provide a straight-forward answer. But why is this workflow even an option if you can only have one? Is this not a high priority ticket? What good are these over-simplistic workflows? If a company has a need to automate bill approvals in the first place, they almost certainly need to set up multiple approval workflows for multiple scenarios. Why have parameters for amount less than, amount greater than, which vendors, etc. if only able to make one workflow? If you route a set of bills to one approver for bills less than $100K, how does one approve bills for more than $100K? Am I missing something?

J

jamespaul

Level 8

Hello, MCRP.

I appreciate your time in sharing your thoughts on the different scenarios involving the workflows. I do agree that having multiple active workflows would make the feature more flexible to other scenarios in entering your bills in QuickBooks.

You aren't missing anything at all. To further elaborate, we can only have one active workflow for each transaction type.

Though, we can create another template of the same type but they would need to have a different set of conditions. We would also still need to disable the active one and enable the template we need to use.

As suggested before, we can send feedback to our developers about the option to have multiple bill workflows in QuickBooks. Click on the Gear icon menu, then select Feedback.

Alternatively, you can click on the Give feedback button on the Workflows page. A popup will appear asking you to enter your suggestions and thoughts.

Our developers will review your inputs for future improvements on the Workflows feature in QuickBooks Online Advanced.

Need more help with the Workflows feature? This article will shed some more details about it: Use workflows in QuickBooks Online Advanced to send reminders.

If you need to manage your entries through reports in the future, we can run a few Management report presets in QuickBooks. This article will guide you through the process: View and edit Management Reports in QuickBooks Online.

Do you have any other thoughts and suggestions about the features in QuickBooks Online? Share them here and I'll ensure they are addressed accordingly.