Yes.  With QuickBooks Online Advanced, you can use workflows to automate common tasks in QuickBooks, like sending payment reminders, or new invoices to customers. You can also send reminders to your team to complete specific tasks, like reviewing open invoices.  You set the conditions to tell QuickBooks when to send reminders and to whom. Whenever the conditions are met, QuickBooks Online will send out a reminder.  Here is how to set up a workflow from a template:

To create workflows from QuickBooks templates:

1. Select the Workflows menu. Or select Settings ⚙ and then Manage Workflows.
2. Select the Templates tab.
3. Find the template you want to use, and select Create.
4. Give the workflow a name, or use the default name.
5. In the Conditions section, select the conditions. This determines what activates reminders. Note: You can set multiple conditions for some workflows. To add more, select Add Condition. All conditions need to be met to start the workflow.
6. In the Actions section, select the actions QuickBooks will take when the conditions are met. This determines what happens after the template activates.
7. Select the Send email checkbox to send the reminders as emails. On some workflows, you can also select the Send Mobile Notification checkbox to send a push notification to a user through the QuickBooks Online Mobile App.
8. Edit the message in the Subject and Message body sections as needed.
9. The highlighted fields are variables. The variables populate the reminder message with your company or customer info. To change the variable, enter #, then select the variable you want to use like vendor, name, due date, or amount. Note: Erasing or overwriting the highlighted fields will affect all reminders.
10. When you’re done, select Save and Enable to turn on your workflow.

Create a custom workflow from scratch:

1. Select the Workflows menu. Or select Settings ⚙ and then Manage Workflows.
2. Select the Templates tab.
3. Select +Custom workflow to create a new template.
4. In the Workflow name field, enter a name for the template.
5. In the ▼ dropdown for Choose a source, select the template type: invoice, bill, or estimate.
6. In the When this happens section, use the ▼ dropdowns to select the conditions. Select +Add another condition to create more conditions.
7. In the Do this in QuickBooks section, select the actions QuickBooks will take when the conditions are met. This determines what happens after the template activates.
8. In the How would you like this action to happen?, select the checkboxes to tell QuickBooks how to send the reminder. Then select the corresponding ▼ dropdown for options on assigning the reminder. The options that display depend on the type of reminder you select.
   Note: The highlighted fields in the template are variables. The variables populate the reminder message with your company or customer info. To change the variable, enter #, then select the variable you want to use like customer name, company name, or amount.
   • Create a reminder in Tasks: This creates a new task in the Tasks menu. You can choose who you want to assign the task to and the name of the task. You can also choose to close the task manually or have QuickBooks close the task for you when the action is taken, like when your invoice or bill is paid.
   • Send a customer email: This sends an email directly to your customer and any email address you add with the CC (carbon copy) or BCC (blind carbon copy) option. You can also customize the subject and email message of the template.
   • Send a company email: You can choose to send an email to someone within the company. Define the subject and body or use the defaults.
   • Send a push notification: This sends a push notification to a user through the QuickBooks Online mobile app.
9. When you’re done, select Save and enable to turn on your workflow.

Manage and modify your workflows:

Here’s how to make sure your workflows are running the way you want them to.

1. Select the Workflows menu.
2. Select the History tab.
3. Review your completed workflows.

If you want to edit, turn off, or delete a workflow:

1. Select the Workflows menu.
2. Select the My Workflows tab.
3. Select the Actions ▼ dropdown. Then select an option.

If you have questions or need help with setting up or working with workflows in QuickBooks Online Advanced, just give our experts a call at 866-949-7267.  If you are not using QuickBooks Online and would like to try it for free, click on the link below for a free 30-day trial.