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

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. 1Go to Settings > Manage workflows > Templates.
2. 2Select the template you want to use. There are 60+ templates for invoices, bills, estimates, purchase orders, bill payments and more.
3. 3Give the workflow a name, or use the default name.
4. 4Set the actions (what you want to do) and conditions (when this happens).
5. 5Select +add another condition if you want to add more conditions.
6. 6Select 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. 1Go to Settings > Manage workflows > Templates, then select + Custom workflow.
2. 2Select the record for your workflow and the action to perform. The action can be Reminder, Approval, Notification, Send or Update.
3. 3Select Next.
4. 4Give the workflow a name.
5. 5Set the actions and conditions. You can select a dimension in a condition.
6. 6Select +add another condition if you want to add more conditions.
7. 7Under the Do this step, select Request Approval.
8. 8Add 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. 9Under Notify via, check or uncheck the Allow approval via email box.
10. 10Select Save, or Save and turn on to turn on the workflow.

• 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. 1Go to Settings > Manage workflows > My workflows.
2. 2Select the ACTIONS ⋮ option, then edit, copy, turn off or delete the workflow.
3. 3To 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 follows up with suppliers on open IES purchase orders. To track what arrives against them, see how to receive partial deliveries with item receipts.