{"id":18293,"date":"2022-11-29T09:21:29","date_gmt":"2022-11-29T14:21:29","guid":{"rendered":"https:\/\/www.method.me\/?p=18293"},"modified":"2026-03-10T11:22:21","modified_gmt":"2026-03-10T15:22:21","slug":"does-quickbooks-desktop-have-an-approval-process","status":"publish","type":"post","link":"https:\/\/www.method.me\/blog\/does-quickbooks-desktop-have-an-approval-process\/","title":{"rendered":"Does QuickBooks Desktop have an approval process? Top QuickBooks approval workflow tips"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">There are many moving parts in your business that have to work in harmony for your success.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Based on our own firsthand experience, one of the most important is your approval process.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In this blog post, you will answer questions such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Does <a href=\"https:\/\/www.method.me\/quickbooks-crm\/\">QuickBooks<\/a> Desktop have an approval process?<\/li>\n\n\n\n<li class=\"\">How can I set up a custom approval process in QuickBooks?<\/li>\n\n\n\n<li class=\"\">How can I manage approval requests?<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Continue reading to learn what limitations QuickBooks Desktop presents to the approval <a href=\"https:\/\/www.method.me\/crm-quickbooks\/workflow-automation\/\">workflow process<\/a> 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-tired-of-entering-data-manually-into-quickbooks-desktop\">Tired of entering data manually into QuickBooks Desktop?<\/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 qb2b\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.method.me\/quickbooks-crm\/?utm_campaign=2024ctas&amp;utm_term=cta-banner2b\">Let Method automate it<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-does-quickbooks-desktop-have-an-approval-process\">Does QuickBooks Desktop have an approval process?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">After putting it to the test, the short answer to, \u201cDoes QuickBooks Desktop have an approval process?\u201d is no. Well, not really.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">While it is possible to set up custom bill approvals if you are a QuickBooks Desktop Enterprise user, it isn\u2019t comprehensive. For example, you can only set up an invoice<a href=\"https:\/\/method.me\/blog\/does-quickbooks-online-have-an-approval-process\"> approval workflow in QuickBooks<\/a> if you are a QuickBooks Online Advanced user.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So, unless you use either of these solutions, you should look into alternative options for approvals, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Purchase order approvals.<\/li>\n\n\n\n<li class=\"\">Estimate approval workflows.<\/li>\n\n\n\n<li class=\"\">Customer approvals.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">As a QuickBooks Desktop Enterprise user, here\u2019s how to set up custom bill approvals. You need to create a vendor profile and assign an approver to get started.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img decoding=\"async\" width=\"864\" height=\"440\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image.png\" alt=\"\" class=\"wp-image-18294 lazyload\" style=\"--smush-placeholder-width: 864px; --smush-placeholder-aspect-ratio: 864\/440;width:754px;height:384px\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image.png 864w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-300x153.png 300w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-768x391.png 768w\" data-sizes=\"(max-width: 864px) 100vw, 864px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">From there, set your specific configurations. The approver you assign will receive a notification once an invoice is ready, which they can then approve or reject.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img decoding=\"async\" width=\"904\" height=\"305\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-2.png\" alt=\"\" class=\"wp-image-18295 lazyload\" style=\"--smush-placeholder-width: 904px; --smush-placeholder-aspect-ratio: 904\/305;width:762px;height:257px\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-2.png 904w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-2-300x101.png 300w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/11\/image-2-768x259.png 768w\" data-sizes=\"(max-width: 904px) 100vw, 904px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Note that you can set a dollar limit for bills that require approval in QuickBooks Desktop Enterprise. You can also create a custom workflow by setting conditions based on a vendor or specific customer.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This is as far as you can go with customizable approval rules in QuickBooks without the help of other solutions. QuickBooks has a basic functionality when it comes to this process, but there are ways to work around this!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-set-up-custom-approval-workflows-in-quickbooks-desktop-enterprise-with-method\">How to set up custom approval workflows in QuickBooks Desktop Enterprise with Method<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If you&#8217;re looking for a way to simplify your QuickBooks Enterprise approval workflow, Method CRM is your best bet. With <a href=\"https:\/\/www.method.me\/\">Method<\/a>, you can manage your:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Levels of control.<\/li>\n\n\n\n<li class=\"\">User access.<\/li>\n\n\n\n<li class=\"\">Approval reminder emails.<\/li>\n\n\n\n<li class=\"\">Real-time approvals.<\/li>\n\n\n\n<li class=\"\">Multi-condition approval workflows.<\/li>\n\n\n\n<li class=\"\">Workflow approval process.<\/li>\n\n\n\n<li class=\"\">Approval status.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Method&#8217;s drag-and-drop interface lets you design an approval workflow from scratch or personalize a pre-made approval template in QuickBooks Desktop Enterprise for any number of approvers to sign off on before they are processed. This gives you complete control over your financial processes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Method CRM lets you set up approval rules for specific:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Bills.<\/li>\n\n\n\n<li class=\"\">Invoices.<\/li>\n\n\n\n<li class=\"\">Purchase orders.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This is how it looks:<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img decoding=\"async\" width=\"650\" height=\"475\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/09\/method-proposal-accept-digital-signature.png\" alt=\"Overview of Method CRM's digital signature modal.\" class=\"wp-image-17331 lazyload\" style=\"--smush-placeholder-width: 650px; --smush-placeholder-aspect-ratio: 650\/475;width:690px;height:504px\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2022\/09\/method-proposal-accept-digital-signature.png 650w, https:\/\/www.method.me\/wp-content\/uploads\/2022\/09\/method-proposal-accept-digital-signature-300x219.png 300w\" data-sizes=\"(max-width: 650px) 100vw, 650px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">You can also add conditions to your workflows, such as requiring the approval of a specific budget line item or department head before processing an invoice or bill. This approval feature lets you delegate everyday tasks to focus on the big picture.<\/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-stop-spending-your-day-sending-emails-estimates-and-invoices\">Stop spending your day sending emails, estimates, and invoices.<\/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-cta4\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/grow.method.me\/request-demo\/?utm_campaign=2024ctas&amp;utm_term=cta-banner-mofu4\">Watch Method do it for you<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-quickbooks-approval-workflow-for-bills-and-purchase-orders\">QuickBooks approval workflow for bills and purchase orders<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"\">Log into your account as an admin.<\/li>\n\n\n\n<li class=\"\">Navigate to \u201cCompany\u201d and choose the option \u201cSet Up Approval Processes.\u201d<\/li>\n\n\n\n<li class=\"\">Click on \u201cGet Started,\u201d then select \u201cSet up\u201d on the purchase order\/bill template option.<\/li>\n\n\n\n<li class=\"\">Fill in the process&#8217;s name and provide a detailed description.<\/li>\n\n\n\n<li class=\"\">Specify the criteria for triggering the approval process for purchase orders\/bills, such as conditions related to amount, vendor name, vendor type, etc.<\/li>\n\n\n\n<li class=\"\">Select the name of the person responsible for approvals and enter their email address. The email&#8217;s subject and body text are customizable.<\/li>\n\n\n\n<li class=\"\">To activate the approval process for all newly issued purchase orders\/bills, click \u201cSave &amp; Activate.\u201d<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-about-other-versions-of-quickbooks-desktop\">What about other versions of QuickBooks Desktop?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">QuickBooks Desktop has several versions, Enterprise being the most advanced. Starting September 30, 2024, Intuit will stop selling all versions of QuickBooks Desktop except for Enterprise. This includes:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Pro Plus.<\/li>\n\n\n\n<li class=\"\">Premier Plus.<\/li>\n\n\n\n<li class=\"\">Mac Plus.<\/li>\n\n\n\n<li class=\"\">Enhanced Payroll.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">However, customers who use these versions will still receive updates and support. Nothing changes for existing users.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This is why it&#8217;s crucial to set up an approval process for Quickbooks Desktop. That way, you&#8217;ll be able to manage your processes and permissions without any hitches.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-beyond-approvals-other-ways-to-achieve-quickbooks-desktop-automation\">Beyond approvals: Other ways to achieve QuickBooks Desktop automation<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Automation is a key part of any business process. It:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Saves you time.<\/li>\n\n\n\n<li class=\"\">Eliminates tedious manual processes.<\/li>\n\n\n\n<li class=\"\">Ensures you complete tasks consistently and accurately.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">QuickBooks Desktop has some automation features for<a href=\"https:\/\/method.me\/blog\/how-to-check-transaction-history-in-quickbooks-desktop\"> transactions<\/a> and scheduled reports. However, these aren&#8217;t enough for complex workflows.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So: Does QuickBooks Desktop have an approval process? Our investigation demonstrated that the answer is not quite \u2014 and that&#8217;s not the only automation feature it&#8217;s lacking.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Fortunately,<a href=\"https:\/\/www.method.me\/blog\/apps-for-quickbooks-desktop\/\"> integrated solutions<\/a> like Method CRM help you achieve the level of automation you need for your QuickBooks Desktop account.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Method seamlessly integrates with QuickBooks to provide a range of automation tools. With it, you can automate your QuickBooks Desktop approval workflow and any other processes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Below is a preview of what&#8217;s possible with <a href=\"https:\/\/www.method.me\/\">Method<\/a> CRM:<\/p>\n\n\n\n<div style=\"padding:56.25% 0 0 0;position:relative;\"><iframe data-src=\"https:\/\/player.vimeo.com\/video\/913433287?badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture\" style=\"position:absolute;top:0;left:0;width:100%;height:100%;\" title=\"Win more business with a QuickBooks CRM\" 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 class=\"wp-block-heading\" id=\"h-final-thoughts-does-quickbooks-desktop-have-an-approval-process\">Final thoughts: Does QuickBooks Desktop have an approval process?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Although QuickBooks offers some automation features, these are not available to users of all Online and Desktop plans.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Instead, they are reserved for QuickBooks Desktop Enterprise or QuickBooks Online Advanced users. And even then, they are limited.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you need a more complete approval workflow in QuickBooks Desktop, then Method CRM is the way to go.<\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">Get started with youra<a href=\"https:\/\/signup.method.me\/methodcrm\"> free trial<\/a> of Method today!<\/p>\n\n\n\n<p class=\"footnote wp-block-paragraph\"><em>Photo credit: Elina via <\/em><a href=\"https:\/\/www.pexels.com\/photo\/woman-working-from-home-4008707\/\" target=\"_blank\" rel=\"noreferrer noopener nofollow\"><em>Pexel<\/em>s<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This blog post explains what can be done in QuickBooks Desktop in terms of approval workflows and how to overcome its limitations.<\/p>\n","protected":false},"author":43,"featured_media":18299,"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":[6786,136,106],"class_list":["post-18293","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-quickbooks-accounting","tag-digital-signature","tag-estimates","tag-quickbooks-desktop"],"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 Desktop Have an Approval Process? &#8212; Method<\/title>\n<meta name=\"description\" content=\"Ever wondered &quot;does QuickBooks Desktop have an approval process workflow&quot;? 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