Businesses seeking a more efficient way to manage invoice approval processes can now take advantage of the new feature introduced in QuickBooks Online Advanced—multi-condition approval workflows. This new feature is designed to simplify the process of handling invoice approvals by allowing users to set multiple conditions, making it easier to reflect real-life approval scenarios.
In this article, we’ll discuss multi-conditional approval workflows in QuickBooks Online Advanced and how these workflows can help you enhance your financial processes.
Understanding Multi-Condition Approval Workflows in QuickBooks Online Advanced
Multi-condition approval workflows allow users to route approvals to different approvers based on multiple conditions—making them valuable for businesses dealing with complex approval scenarios. Consider a scenario where an invoice needs approval, but different managers should approve it based on factors such as the invoice amount, location, or specific projects. With multi-condition approvals, you can easily configure your workflow to accommodate these specific requirements.
The Visual Workflow Builder
The addition of the visual workflow builder in QuickBooks Online Advanced has transformed the way users create and edit workflows. This feature offers a user-friendly, drag-and-drop interface that provides a visual representation of the approval workflow. As you build your workflow, the visual builder provides a real-time visualization of the approval process. This means you can see how different conditions and approvers are interconnected, ensuring that the workflow aligns with your business requirements.
New multi-purpose bill approval workflow in QuickBooks Online (Source: QuickBooks)
Let’s delve deeper into a few scenarios to better understand their practical applications:
1. Invoice Amount-Based Approval
Let’s consider a situation where your business deals with invoices of varying amounts. Smaller invoices may require approval from a team lead, while larger invoices need to go through senior management. With multi-condition approvals, you can set up a workflow that automatically routes invoices to the appropriate approver based on the invoice amount. This not only saves time but also ensures that the right people are involved in the approval process.
2. Location-Specific Approvals
In businesses with multiple locations or branches, approvals might need to vary depending on the origin of the invoice. For instance, invoices from the New York office should be approved by the regional manager for that area, while invoices from the Chicago office should be routed to a different approver. Multi-condition approvals make it easy to configure location-specific workflows, reducing the risk of invoices being sent to the wrong approver.
3. Project-Centric Approvals
Many businesses operate with different projects or departments, each with its budget and authority structure. In such cases, invoices related to specific projects should follow a customized approval process. Multi-condition approvals allow you to define workflows that consider the project associated with each invoice, directing it to the appropriate approver responsible for that project.
Sample Multi-Condition Approval Workflow
An e-commerce company receives invoices from suppliers for various products. The approval process depends on two factors: the product category and the invoice amount.
- Invoice Submission: When a supplier submits an invoice, it enters the approval workflow.
- Condition 1 – Product Category: The workflow checks the product category listed on the invoice. If it’s an electronics category, the workflow directs it to the Electronics Department Manager. If it’s a clothing category, it goes to the Clothing Department Manager. For all other categories, it proceeds to Condition 2.
- Condition 2 – Invoice Amount: The workflow assesses the invoice amount. If the invoice amount is below $1,000, it is approved by the Department Manager. If the invoice amount is between $1,000 and $5,000, it proceeds to the Finance Manager for approval. If the invoice amount is over $5,000, it requires approval from the Chief Financial Officer (CFO).
- Approval and Completion: Once the appropriate approvers provide their approval, the invoice is marked as approved and processed for payment.
With the new approval workflows in QuickBooks Online Advanced, businesses can now set up predefined approval criteria, reducing the risk of human error. This ensures that invoices are sent to the appropriate approvers based on predetermined conditions—giving businesses greater confidence in the accuracy of their approval processes.