Thanks for getting back to us, @ACECCO.

Allow me to chime in and help you set up a bill approval in QuickBooks Online.

Since you've set your colleague as the Bill clerk, we can create a bill approval workflow to have their permission to approve.

Bill Pay Elite customers can add a bill approval workflow. Here’s how:
 

1. Select Workflows, then the Templates tab.
2. Select the Bill Multi-Condition Approval template.
3. Give your template a name.
4. In the When this happens block, use the dropdowns ▼ to choose conditions for the amount, vendor, location, or a combination of conditions. This is what triggers the approval process. Select Add Condition if you want to add more than one.
5. In the Do this block, select the bill approver for when your set conditions are met. Also, you may select the Email to your team checkbox to notify your team.
6. (Optional) Select ✎ Edit next to Email to your team to change email recipients, Subject, or email Message. When finished, select Save email. Any recipient(s) saved here will receive action required emails when this condition is triggered.
7. Repeat steps 4 and 5 to fill out additional When this happens and Do this blocks in the event that your initial conditions are not met.
   Note: If a bill isn't reviewed after 30 days, it's automatically denied.
8. When finished, select Save and enable.
    

When a user with appropriate permissions, like a bill clerk, saves a bill that meets the workflow conditions, they are prompted to choose whether to send it for approval or close it for later submission. If they select "Send for approval," the bill is saved with a "needs approval" status until it is sent to the bill approver. This allows for proper control and tracking of bill approvals within the workflow process.

You can also check further details in this article to review the settings for bill pay approval: Set up roles and permissions for paying bills with QuickBooks Bill Pay.

If the settings are all set but the issue still persists, I recommend contacting our Customer Care team. They'll be able to pull up the account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while you're signed in.

Here's how:
 

1. Use the Help (?) icon.
2. Click Contact Us.
3. Enter a description of your situation in the What can we help you with? field then hit Let's talk.
4. Select Start messaging or Get a call.

Be sure to review their support hours so you'll know when agents are available.

In addition, you can check this link to learn how QuickBooks Online automatically matches your QuickBooks Bill Pay transactions and how you can manage automatic matching: Automatically match QuickBooks Bill Pay transactions.

Let me know in the comments below if you have other vendor concerns and questions about managing bill pay in QBO. I'll gladly help.