There are several ways to create Bills that are then processed through the Bill approval workflow in ApprovalMax. The right option depends on how your organisation works and where the Bill originates.
Common options include:
Bill creation in QuickBooks Online
When a Bill is created directly in QuickBooks Online, it does not go through an ApprovalMax approval workflow.
ApprovalMax can still detect and pull these Bills using the Pulling from a connected organisation option in the workflow settings
If the option is enabled, the Bill is pulled into ApprovalMax during the next synchronisation and marked as Approved, with a note confirming it was created directly in QuickBooks Online:
If the option is disabled, the Bill remains only in QuickBooks Online and is not pulled into ApprovalMax.
Direct Dext to ApprovalMax integration
You can integrate your Dext account directly with ApprovalMax to create and approve Bills. With this integration, Dext pushes Bills straight into ApprovalMax, where they go through the predefined Bill Creation and Approval workflow.
The Bill request includes a “Created in Dext” label, indicating that the document originated in Dext.
Once a Bill is fully approved, ApprovalMax automatically pushes it to QuickBooks Online.
Bill creation in ApprovalMax
In ApprovalMax, you can create Bills in the same way you create Purchase Orders:
Start by setting up the Bill workflow, including who can create Bills (Requesters), the approval steps, and the Approvers.
Any user added as a Requester in the Bill workflow can create Bills in ApprovalMax by clicking on the + New request button in the top right-hand corner.
Select Bill as the request type and click on Create:
You can now enter the Bill details and attach any supporting documents, if needed, and click on Submit for approval:
Once submitted, the Bill goes through the predefined approval steps. After final approval, ApprovalMax automatically pushes the Bill to QuickBooks Online, together with a full audit trail and all attached documents.
Copy a Bill from a Purchase Order
You can create a Bill by copying a QuickBooks Online Purchase Order that has already been fully approved in ApprovalMax.
Creating a Bill via ApprovalMax Capture
ApprovalMax Capture lets you create Bills by submitting files for automated data recognition (OCR).
You can send invoice files to a dedicated ApprovalMax Capture email address, either by sharing the address with your Suppliers or by setting up email forwarding from an existing inbox. When a file is received, ApprovalMax Capture extracts the relevant data and creates a new Bill in ApprovalMax.
You can also bulk upload files to create Bills using ApprovalMax Capture.
