As an accountant, you know that there are a million and one things to keep track of in QuickBooks Online. That’s why custom workflows are such a valuable tool. By taking a few minutes to set up custom workflows, you can save yourself hours of time down the road.

Let’s take a look at how to create custom workflows in QuickBooks Online Advanced:

Creating a Custom Workflow in QuickBooks Online Advanced

The first thing you need to do is log into your QBO account and click on the “Workflows” tab. From there, you will be taken to the Workflows page, where you can create new workflows or edit existing ones. To create a new workflow, click on the “Create Workflow” button.

You then will be prompted to enter a name for your workflow and select a template. For this example, we will use the “Invoice Approval” template. Once you have selected a template, you will be taken to the workflow editor.

Different Types of transactions

There are three different types of transactions you are able to create custom workflows for: bills, estimates and invoices.

Once you have picked the type of transaction, you would like to create a workflow for, you can enter the workflow title. This title only will be visible to you. You can put in what your clients see later on in the process.

Adding Conditions

You will need to select a trigger that QuickBooks will look for to begin the workflow you want to create.

You can add multiple conditions to your workflow, or if you change your mind about one of the conditions, you can click the trash can to remove it.

Finalizing the Workflow by adding Action

Now that your workflow has its conditions, you are able to tell it what to do when these conditions are met.

In this example you are able to send reminders within a select time frame but there are many different options to choose from. Once you have created this, your custom workflow now is complete and ready to use.

Custom workflows are an extremely useful tool for anyone who uses QuickBooks Online on a regular basis. By taking a few minutes to set up custom workflows, you can save yourself hours of time down the road. If you ever need to make changes, simply navigate back to your Workflow tab and edit the workflow of your choice.

Liz Scott is a multi-business entrepreneur working to bring together technology and accountants through her business, Liz Scott Consulting. A member of Intuit Trainer/Writer Network, she authored and taught Master level courses, including Advisory Guides and Consulting Tools for Accountants. In addition to Liz Scott Consulting, she also owns Accounting Lifeline, a firm to serve small businesses with their financial needs. Liz is a co-host of the “Appy Hour,” which helps other accountants learn about the different tools and apps for small business needs. Holding a high passion for real estate investment, she owns properties throughout Oklahoma. 

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Insightful Accountant