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LunaJohn
September 23, 2021
Question

QuickBooks online Bill Approval Workflow

  • September 23, 2021
  • 1 reply
  • 0 views

If a receipt is forwarded to a Quickbooks Online account via a quickbooks custom email(https://quickbooks.intuit.com/learn-support/en-us/payments/email-bills-to-qb-online/00/924795) , the receipt is attached to the email, can the details in the email that may contain pertinent information for the approver be pulled into quickbooks and included in the emails that are set-up using the Bill Pay Approval Worklfows? https://quickbooks.intuit.com/learn-support/en-us/manage-workflows/how-to-set-up-and-use-bill-approval-workflows-in-quickbooks/00/941481

 

I don't have Quickbooks Online Advanced but may change to that if I am able to pull in Bill detail via the forward to QuickBooks functionality and then use approvers via the Bill Approval Workflow in Quickbooks Online as well. Thanks 

1 reply

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AileneA
September 23, 2021

Hello, LunaJohn. 

 

Yes, you can pull in bill details into QuickBooks and then use approvers via the Bill Approval Workflow in QuickBooks Online! However, this is available in QuickBooks Online Advanced. 

 

To find out more about workflows, you can read these articles: 

 

 

Additionally, visit our Email receipts and bills to QuickBooks Online page for more insights about customizing an email address, and forward images of receipts and bills. Then review, categorize your bills and receipts. 

 

Keep me in the loop if you have other concerns in QuickBooks. I’m always around to back you up. Have a great weekend and stay safe!

L
LunaJohnAuthor
September 23, 2021

Thank you for the quick reply - I'm wondering if you can include detail in the email with the bill attached, ie: "Hi - this is the bill for the fuel from the last minute trip to Chicago last week" that level of anecdotal "memo" wouldn't be printed on the receipt, so is there a way to ingest free text from the email and associate it with the invoice so approvers can see that anecdotal information? sort of like a written "bill justification"? 

C
Catherine_B
September 23, 2021

You can add bill details to the email you'll send to your approver, LunaJohn.

 

You can choose to send an email to someone within the company. Define the subject and body or use the defaults. Let me show you the steps that you can soon use once you upgrade your subscription. I'll also be providing screenshots as references.

 

  1. Log in to your QuickBooks Online account.
  2. From the left menu, click Workflows.
  3. To use our built-in styles, select Templates > Create under Set up bill approval tile, or click the + Custom workflow button at the upper-right.
  4. Enter a Workflow name and assign the task to your team and then the Task name.
  5. Click the Send a company email box. Enter the message you want to send to your approver.
  6. If you want to add other details in the email you can type #. 
  7. Enter the conditions and then Save and enable.

 

 

After you create your workflow, you'll want to know how to review your open tasks or manage your workflows.

 

If you have any more questions, please feel free to reply to this post. All of us here in the Community are eager to help! 

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