# How to Set Up Purchase Order and Bill Approval Workflows in Intuit Enterprise Suite

> Intuit Enterprise Suite has 60+ workflow templates, including for bills and purchase orders. A custom workflow can request approval, use a dimension as a condition and set minimum approvers.

- URL: https://logistify.ai/guides/intuit-enterprise-suite/purchase-order-bill-approval-workflows/
- Section: Intuit Enterprise Suite Guides, Purchasing & approvals
- Applies to: Intuit Enterprise Suite (all subscriptions)
- Steps checked against: Intuit help articles for Intuit Enterprise Suite, checked 30 October 2026
- Updated: 2026-10-30

**Short answer:** To set up purchase order and bill approval workflows in Intuit Enterprise Suite, go to Settings > Manage workflows > Templates. The 60+ templates cover bills and purchase orders. For a custom approval, select + Custom workflow, set the conditions (you can use a dimension), then under Do this select Request Approval. Add approver groups of up to 5 people each, set the minimum number of approvers, and select Save and turn on.

## Before you start

- Intuit's article says workflows are for QuickBooks Online Advanced and Intuit Enterprise Suite.
- Decide who approves what. You can add one or more approver groups, with up to 5 approvers in each.
- A condition can use a dimension. Intuit's article doesn't list the other fields a condition can use.
- Intuit's article doesn't say which user role or permission can create or manage workflows.

## Step 1: Start from a template

1. Go to Settings > Manage workflows > Templates.
2. Select the template you want to use. There are 60+ templates for invoices, bills, estimates, purchase orders, bill payments and more.
3. Give the workflow a name, or use the default name.
4. Set the actions (what you want to do) and conditions (when this happens).
5. Select +add another condition if you want to add more conditions.
6. Select Save and turn on.

Intuit's article doesn't list the templates by name, so it doesn't say which purchase order or bill templates include an approval step. If none fits, build a custom workflow.

## Step 2: Build a custom approval workflow

1. Go to Settings > Manage workflows > Templates, then select + Custom workflow.
2. Select the record for your workflow and the action to perform. The action can be Reminder, Approval, Notification, Send or Update.
3. Select Next.
4. Give the workflow a name.
5. Set the actions and conditions. You can select a dimension in a condition.
6. Select +add another condition if you want to add more conditions.
7. Under the Do this step, select Request Approval.
8. Add approvers to the list. You can add one or more approver groups (up to 5 per group) and set the minimum number of approvers needed for the transaction to proceed.
9. Under Notify via, check or uncheck the Allow approval via email box.
10. Select Save, or Save and turn on to turn on the workflow.

| Setting | What Intuit's article says |
| --- | --- |
| Templates | 60+ templates for invoices, bills, estimates, purchase orders, bill payments and more. |
| Actions | Reminder, Approval, Notification, Send or Update. |
| Conditions | Set when the workflow runs. You can select a dimension, and add more with +add another condition. |
| Approvers | One or more approver groups, up to 5 per group. |
| Minimum approvers | The transaction is considered approved as soon as this many approvers approve it. |
| Notify via | An Allow approval via email box you can check or uncheck. |

*From Intuit's Use workflows to automate business processes in QuickBooks article, checked 30 October 2026.*

- When a transaction goes through an approval step, every approver in that step gets an email and a task.
- As soon as the minimum number of approvers approve it, the transaction is considered approved.

## Step 3: Manage your workflows

1. Go to Settings > Manage workflows > My workflows.
2. Select the ACTIONS ⋮ option, then edit, copy, turn off or delete the workflow.
3. To turn off a default reminder, select it in the ON/OFF column, then select Disable.

Pay bill reminders and unsent invoice reminders are already set up for all new companies. Turn them off in My workflows if you don't want them.

## If something doesn't look right

- Reminders are going out that you didn't set up: pay bill and unsent invoice reminders are on by default for new companies. Disable them in My workflows.
- A transaction still isn't approved: it's approved only once the minimum number of approvers approve it. Check the number you set.
- You need more than 5 approvers: add another approver group. Each group holds up to 5.
- Approvers want to approve from their inbox: check the Allow approval via email box under Notify via.

## Where Intuit Enterprise Suite leaves the work to you

- Knowing what happens while a purchase order or bill waits for approval. Intuit's article doesn't say whether it can be sent or paid in the meantime.
- Handling rejections. The article doesn't describe what happens when an approver rejects a transaction.
- Finding the right template. The article doesn't name the purchase order and bill templates or list the condition fields beyond dimensions.

## How Logistify helps

Logistify doesn't create or approve purchase orders, and approvals stay with your team in Intuit Enterprise Suite. Logistify's [Procurement Service](https://logistify.ai/agents/procurement/) follows up with suppliers on open IES purchase orders. To track what arrives against them, see how to [receive partial deliveries with item receipts](https://logistify.ai/guides/intuit-enterprise-suite/receive-partial-deliveries-item-receipts/).

## Frequently Asked Questions

### Are approval workflows included in Intuit Enterprise Suite?

Yes. Intuit's article says workflows are for QuickBooks Online Advanced and Intuit Enterprise Suite.

### How many workflow templates does Intuit Enterprise Suite have?

60+, covering invoices, bills, estimates, purchase orders, bill payments and more.

### Can I require more than one approver?

Yes. Add one or more approver groups (up to 5 per group) and set the minimum number of approvers. The transaction is approved as soon as that many approve it.

### Can I use dimensions in an approval rule?

Yes. Intuit's article says you can select a dimension in a workflow condition.

### Do approvers get notified?

Yes. Every approver in the step gets an email and a task. Under Notify via, you can check or uncheck Allow approval via email.

### How do I turn off a workflow?

Go to Settings > Manage workflows > My workflows, select ACTIONS ⋮ and turn it off. For a default reminder, select it in the ON/OFF column, then Disable.

## Sources

- [Intuit: Use workflows to automate business processes in QuickBooks](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/use-workflows-quickbooks-online-advanced-send/L6uaB8H5G_US_en_US)