{"id":17879,"date":"2022-11-07T10:00:00","date_gmt":"2022-11-07T15:00:00","guid":{"rendered":"https:\/\/www.method.me\/?p=17879"},"modified":"2025-09-28T12:26:41","modified_gmt":"2025-09-28T16:26:41","slug":"does-quickbooks-online-have-an-approval-process","status":"publish","type":"post","link":"https:\/\/www.method.me\/blog\/does-quickbooks-online-have-an-approval-process\/","title":{"rendered":"Does QuickBooks have an approval process?"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">The <a href=\"https:\/\/www.method.me\/quickbooks-crm\/\">QuickBooks<\/a> approval process is a key part of the software&#8217;s functionality. It allows businesses to track and approve expenditures and manage their budget.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this article, you will answer questions such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Does QuickBooks have an approval process?<\/li>\n\n\n\n<li class=\"\">What is the QuickBooks approval process for Online and Desktop users?<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Keep reading to learn about the limitations of the QuickBooks approval process and how you can overcome them.<\/p>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-grow-your-business-without-leaving-quickbooks-online\">Grow your business without leaving QuickBooks Online.<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content qb4b\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.method.me\/quickbooks-crm\/?utm_campaign=2024ctas&amp;utm_term=cta-banner4b\">Build on QuickBooks<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-does-quickbooks-online-have-an-approval-process\">Does QuickBooks Online have an approval process?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, QuickBooks Online Advanced has an <a href=\"https:\/\/method.me\/blog\/how-to-enable-an-approval-workflow-in-quickbooks-online-invoice\">approval process for invoices<\/a>. However, the same can\u2019t be said for other versions of QuickBooks Online.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can set an <a href=\"https:\/\/www.method.me\/videos\/automate-qbo-approval-workflows\/\">approval workflow<\/a> up for each vendor in QuickBooks Online Advanced through the &#8220;Workflows&#8221; feature.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"776\" height=\"431\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qbo-workflows.png\" alt=\"Screenshot of the &quot;Templates&quot; tab in the &quot;Workflows&quot; section of QuickBooks.\" class=\"wp-image-26562 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qbo-workflows.png 776w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qbo-workflows-768x427.png 768w\" data-sizes=\"(max-width: 776px) 100vw, 776px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 776px; --smush-placeholder-aspect-ratio: 776\/431;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">First, you&#8217;ll need to create a vendor profile and assign an approver.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"910\" height=\"376\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qb-actions-approvals.png\" alt=\"Screenshot showing how to set Approval notifications in QuickBooks Online.\" class=\"wp-image-26563 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qb-actions-approvals.png 910w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/10\/qb-actions-approvals-768x317.png 768w\" data-sizes=\"(max-width: 910px) 100vw, 910px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 910px; --smush-placeholder-aspect-ratio: 910\/376;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Once the approver is assigned, they will receive a notification when an invoice is ready for approval. They can then approve or reject the invoice in the &#8220;Tasks&#8221; tab.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1142\" height=\"237\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/approve-qb.png\" alt=\"Screenshot showing how to approve an invoice in QuickBooks.\" class=\"wp-image-26568 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/approve-qb.png 1142w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/approve-qb-768x159.png 768w\" data-sizes=\"(max-width: 1142px) 100vw, 1142px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 1142px; --smush-placeholder-aspect-ratio: 1142\/237;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The way this process happens is through triggered notifications and manual approvals.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As a result, your automation options are minimal&nbsp;\u2014 especially, if you need an approval workflow that goes beyond invoices.&nbsp;<\/p>\n\n\n\n<h2 id=\"what-is-the-quickbooks-approval-process-for-desktop-users\" class=\"wp-block-heading\">What is the QuickBooks approval process for Desktop users?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The approval process for QuickBooks Desktop Enterprise is similar to the Online Advanced version.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">But if you use a different version of QuickBooks than the above two, you will not be able to set up any type of approval.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As a QuickBooks Desktop Enterprise user, you can <a href=\"https:\/\/method.me\/blog\/does-quickbooks-desktop-have-an-approval-process-workflow\">set up custom bill approvals<\/a>. You need to create a vendor profile and assign an approver to it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"864\" height=\"440\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/approval-process-for-bills.png\" alt=\"\" class=\"wp-image-26569 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/approval-process-for-bills.png 864w, https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/approval-process-for-bills-768x391.png 768w\" data-sizes=\"(max-width: 864px) 100vw, 864px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 864px; --smush-placeholder-aspect-ratio: 864\/440;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The approver will be notified when an invoice is ready for approval and can approve or reject it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"904\" height=\"305\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/all-approval-requests.png\" alt=\"\" class=\"wp-image-26570 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/all-approval-requests.png 904w, https:\/\/www.method.me\/wp-content\/uploads\/2023\/10\/all-approval-requests-768x259.png 768w\" data-sizes=\"(max-width: 904px) 100vw, 904px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 904px; --smush-placeholder-aspect-ratio: 904\/305;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">As with QuickBooks Online, you can set a dollar limit for bills that require approval in the Enterprise Desktop version. You can also choose a condition based on a vendor or specific customer.<\/p>\n\n\n\n<h2 id=\"shortcomings-of-the-quickbooks-approval-process\" class=\"wp-block-heading\">Shortcomings of the QuickBooks approval process<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Does QuickBooks have an approval process? Yes, but not without limitations.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For one, custom workflows are only available to QuickBooks Online Advanced and QuickBooks Desktop Enterprise users.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Then, even though you can choose conditions to trigger the approval workflow (such as a dollar limit), this isn&#8217;t always enough.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">QuickBooks&#8217; approval process only allows for one level of approval. So if you require multiple levels or steps, you&#8217;ll need to use a different software solution.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Let&#8217;s take a look at the main shortcoming of the QuickBooks&#8217; approval process.<\/p>\n\n\n\n<h3 id=\"it-is-limited-in-scope\" class=\"wp-block-heading\">It is limited in scope<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The QuickBooks approval process only applies to invoices. This means you can&#8217;t use it to approve other expenditures, such as time off requests or <a href=\"https:\/\/method.me\/blog\/quickbooks-online-purchase-order-approval-process\">purchase orders<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you need to track and approve more than just invoices, you&#8217;ll need to look for more comprehensive approval software.<\/p>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-online-payments-automated-leads-and-customer-management\">Online payments, automated leads, and customer management?<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content crm-cta2\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/grow.method.me\/request-demo\/?utm_campaign=2024ctas&amp;utm_term=cta-banner-mofu2\">See how Method does it all<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 id=\"it-lacks-customization\" class=\"wp-block-heading\">It lacks customization<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">When it comes to automation, the software you choose should be customizable to your specific business processes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">QuickBooks&#8217; approval process is inflexible and doesn&#8217;t allow for much tailoring. It might not be able to meet your specific needs.<\/p>\n\n\n\n<h3 id=\"it-may-cause-delays\" class=\"wp-block-heading\">It may cause delays<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Another limitation of the QuickBooks approval process is that it can cause delays.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If an approver is out of the office, it can take longer for invoices to be approved. This can also cause a delay in the payment of invoices and disrupt cash flow.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead, you may consider using software that allows approvals through a mobile app. This way, even if you&#8217;re not in the workplace, approvals can still go through without delays.<\/p>\n\n\n\n<h2 id=\"how-can-i-overcome-quickbooks-approval-limitations\" class=\"wp-block-heading\">How can I overcome QuickBooks&#8217; approval limitations?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">While QuickBooks&#8217; approval process has its limitations, there are ways to overcome them. One option is to use approval software to supplement QuickBooks.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Approval software is designed to make your approval process more efficient.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Some features that you might want to look for in approval software include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">The ability to track and approve all expenditures, not just <a href=\"https:\/\/method.me\/blog\/invoice-approval-workflow-software-quickbooks\">invoices<\/a>.<\/li>\n\n\n\n<li class=\"\">Flexibility to adapt to your specific business processes.<\/li>\n\n\n\n<li class=\"\">Real-time approvals through a mobile app.<\/li>\n\n\n\n<li class=\"\">The ability to set up multiple approvers.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">With the right approval software in place, you can save time and avoid delays.<\/p>\n\n\n\n<h2 id=\"enhance-your-quickbooks-approval-process-with-method\" class=\"wp-block-heading\">Enhance your QuickBooks approval process with Method<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.method.me\/\">Method CRM<\/a> is a powerful tool that simplifies your approval process. It integrates with QuickBooks and allows you to track and approve all types of expenditures.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With Method, you can create custom workflows that fit your business needs. You can also set up multiple approvers and real-time approvals through the mobile app.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you need more customization and flexibility than QuickBooks&#8217; approval process allows, you need a CRM like Method.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"> See how you can automate approvals for invoices or estimates online with electronic signature capture.<\/p>\n\n\n\n<div style=\"padding:56.25% 0 0 0;position:relative;\"><iframe data-src=\"https:\/\/player.vimeo.com\/video\/913336379?badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write\" style=\"position:absolute;top:0;left:0;width:100%;height:100%;\" title=\"2 ways to accept QuickBooks estimates online\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" class=\"lazyload\" data-load-mode=\"1\"><\/iframe><\/div><script src=\"https:\/\/player.vimeo.com\/api\/player.js\"><\/script>\n\n\n\n<h2 id=\"final-thoughts-does-quickbooks-have-an-approval-process\" class=\"wp-block-heading\">Final thoughts: Does QuickBooks have an approval process?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Although QuickBooks does have an approval process, it is limited in scope and customization.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you need a more comprehensive solution, you can use integrated software like Method CRM to complement those shortcomings.<\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\" style=\"font-size:18px\">Get started with a <a href=\"https:\/\/signup.method.me\/\">free trial<\/a> today!<\/p>\n\n\n\n<p style=\"font-size:12px\" class=\"wp-block-paragraph\"><em>Photo credit: Anna Shvets via <\/em><a href=\"https:\/\/www.pexels.com\/photo\/serious-woman-browsing-smartphone-near-laptop-5711944\/\" target=\"_blank\" rel=\"noreferrer noopener\"><em>Pexels<\/em><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This blog post explains how to enable approvals and how to complement the limitations of some QuickBooks plans<\/p>\n","protected":false},"author":43,"featured_media":17880,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[39],"tags":[6792],"class_list":["post-17879","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-quickbooks-accounting","tag-approvals"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Does QuickBooks Have an Approval Process? | Method<\/title>\n<meta name=\"description\" content=\"As a user of the software, you might&#039;ve wondered &quot;does QuickBooks have an approval process&quot;? 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