Insightful Accountant previously told you about Custom Workflows in QuickBooks Online Advanced. In that feature, we said you could select from different transaction types and then select various conditions specific to the transaction type you selected.

Those conditions acted as triggers for a specific workflow within QuickBooks Online Advanced. For example, you could select a condition for an Invoice defined by the Invoice payment status.

You then could configure the workflow to “send a reminder” using one or more specific actions, like creating a reminder task in the lists of tasks within QBO-Advanced.

Even though QBO-Advanced workflows were a helpful tool, they were somewhat limited because you could only define a single workflow relative to the transaction type and trigger.

But now, workflows in QuickBooks Online Advanced are far more flexible and customizable, making them even more valuable to users.

While you could previously only use one condition when creating an invoice approval workflow, now, users can more easily apply a variety of real-life situations by creating multiple conditions in an invoice approval workflow.

For example, a workflow can send invoices of more than $2,000 to a specified individual for approval and invoices of less than $2,000 to a different individual for approval.

This ability to provide multiple customizations enables users to conform QuickBooks Online Advanced to their actual company procedures (rather than conforming their operational policies to the limitations of QuickBooks).

Multi-conditional customization also significantly reduces repetitive tasks and the chance for error by automating the workflow properly.

To make the process even easier to use, QuickBooks Online Advanced has reorganized the step-by-step process of workflow configuration into a new “visual workflow builder” that makes it easier to view each workflow as you set it up.

In addition, users can see the new visual representation of their workflow(s) as they create them, which is highly beneficial when multiple conditions and actions are incorporated into a single workflow.

One important caveat here: When QuickBooks Online Advanced users begin using the new “visual workflow builder, they cannot revert to the old step-by-step interface.


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