Is there a way to have someone approve Vendor Bills using QBO?

I am not sure there is any approval policies in QuickBooks yet (including in the latest update of Online Bill Pay service). You have to use an AP app to get the feature and integrate it with QBO. There are many options in market.

Yes, there is, ljohnsenita.

You can set up a user with limited access to vendors and purchases. This type of user can enter bills, pay bills, and many more. You can learn more about that here: Learn about user types in QuickBooks Online. Then, go directly to Limited (Vendors and purchases).

Here's how you can add the user:

1. Go to your Manage Users screen.
2. Select Add user.
3. Select Standard user, then select Next.
4. Select Limited, then check Vendors. Click Next.
5. Enter new user’s name and email address, then select Save.

I'll be right here if you got additional questions about user access in QuickBooks.

Hi Mary,

Is there a way to set up my online plus account so that I draft checks and get authorization to issue them from my supervisor. I'm looking for something like an online approval process in QBO that could demonstrate to an auditor that authorization protocols were completed for each check or other payment (ACH) we issue.

Thanks!

@jgipper 

Explore MP and integrate it with your QBO to pay your bills. As your account's owner, you can invite contributors who can then add and schedule payments that require approval. You can also invite admins to manage the entire account and approve payments scheduled by contributors.

https:// melio.grsm.io/quickbooks

What do you mean by Explore MP?

Thanks for joining us here in the Community,fhagerjr89.

It sounds like Fiat Lux was referring to a Merchant Provider (MP) which is Melio Payment. MP is likely a third-party online payment service that helps client stretch their cash flow. Also, your backup option for the Quickbooks Payment account is failed to process.

You can also follow these steps to be guided in searching the app:

1. Select Apps from the sidebar menu.
2. Go to the Find Apps tab.
3. Enter a keyword in the search bar.
4. You can also click the Browse category button to filter the results.

You can also visit our website here: QuickBooks App Center.

Please let me know if you have any questions or concerns. I'll be here to help you every step of the way. You can always reach out to the community anytime you need assistance. Take care!

@fhagerjr89 

Utilize Melio for free

https://melio.grsm.io/quickbooks

Can a standard user view purchase orders & View/Approve invoices without making changes? If so how do I set that up?

Can we email the invoice approval in a batch or it only works by emailing individually?

Also 

TIA

It's a pleasure to see you in the Community, @kvangels519. I'm here to share more insights about managing users and invoices in QuickBooks Online (QBO).

Standard users can manage customers, vendors, sales, purchases, and payroll access. However, you have to assign the user’s access rights. You can choose to give them all access, limited access or none. 

Their access will allow them to modify, create, or delete transactions. You can still track the actions taken by the users using the Audit log tool. Adding users will not take long, to know more information you can check out this article: User roles and access rights in QuickBooks Online.

Moreover, with regards to your other concern about emailing invoices by batch, this option is unavailable if your subscription is Simple Start, Essentials, or Plus. You can send the customers an invoice individually. But if you want to give them the total unpaid balances, you can send them a statement. To learn more about this process, you can read through this article: Create and send customer statements in QuickBooks Online.

However, if you are subscribed to QBO Advanced, you can create and send multiple invoices at the same time. Refer to this article for more details: Create and send multiple invoices in QuickBooks Online Advanced.

Please touch base with me here should you need any additional assistance, I'm always available to talk about QuickBooks. Thanks for dropping in, wishing you and your business continued success in everything you do.

@kvangels519 

Utilize the free app as I mentioned earlier to  integrate with your QBO.  You can invite and disinvite people as needed and configure permissions according to your requirements.

I am aware how to give permissions but I don not want the person approving the Bill to be able to change the amount or acct info. I just wantt hem to see the invoice and approve it.  Is there a place to do that when giving limited access. I do not see hat as an option?

Thank you 

I recognize the importance of being able to limit user access, @kvangels519.

Currently, the option to give limited access to users on invoices is unavailable in QuickBooks Online.

You can provide feedback about this. Our software is always being updated by our engineers, and your opinion is always valued. Here's how you can submit feedback:

1. Hit the? button at the top.
2. Select Suggest Idea.
3. Enter the details needed, then click on Send Idea.

Let me also add this guide you can read to learn more on how you can manage user roles in QBO: User roles and access rights in QuickBooks Online.

We're always here to back you up. Just leave a reply to this thread if you need further assistance about this or QuickBooks in general. Take care!

Do the approvers need to log in in order to approve a bill or can they simply click on a button in the email they receive to approve or deny?

@Bookkeeper394 

If you have a free Melio account to integrate with QBO, you can ask business owners and/or admins to approve payments that exceed a certain amount easily. When such payments are scheduled, admins and/or business owners will get an email asking their approval. They have to click the "Review this payment" button in the email and the app will open the pending approval page. They will just need to click the "Decline" or "Approve" button later.

https://melio.grsm.io/quickbooks

Hello there, @Bookkeeper394.

In order to approve your vendor bill transactions, you need to log into your account. You'll be able to approve them only through QuickBooks Online (QBO). However, you can utilize the information above indicated by Fiat Lux - Asia if you wish to approve bills via emails.

Detailed instructions on how to handle your bills in QuickBooks Online are provided in this article: Enter and manage bills and bill payments in QuickBooks Online.

Leave a comment below if you need further assistance with your transactions. I'll be right here to help you. Take good care.

We currently use QB desktop, Enterprise, Diamond edition.  We are able to set up 1 person (only) to approve bills.  Can we have 4 managers set up to approve only their vendors.  I can list the vendors for each manager to approve, but I don't know how.  Is there something else I need to do in the user set up area?  I do not want to bring in another process such as Bill.com for approvals.  If we move to QB on line, will we be able to do what we need. Your recommendations?  Thank you. 

Hi there, @PennyR181. 

As a QuickBooks Desktop (QBDT) Enterprise Diamond user, you can set up an approval process or bill approval workflows. Since you already know how to list a vendor, I'll show you how to set up the bill approval feature.

Here's how:

1. Go to Company and select Set Up Approval Processes.
2. Click Get Started, then Set up in the purchase order/bill template card.
3. Sign in to your Intuit account as an admin.
4. Enter the name and description of the process.
5. Enter the conditions for purchase orders/bills when you want to trigger the approval process. You can set up conditions on Amount, Vendor name, and Vendor type.
6. Choose the approver's name and enter the email address of the approver.
7. You can customize the email subject and message.
8. Select Save & Activate and the approval process will activate for all the newly created purchase orders/bills.

See this article for more details: Set up a purchase order and bill approval in Enterprise

Moreover, you can check out this reference to guide you in recording and processing bill payments: Pay bills in QuickBooks Desktop.

Let us know in the comments below if you require additional assistance when doing other QuickBooks tasks. We'll be delighted to help you further.