The Auto-Approval step lets Administrators and Workflow Managers automatically approve QuickBooks Online requests that meet conditions they define, so those requests skip manual approval entirely.
Auto-Approval rules can be based on fields such as the Requester, Total amount, Vendor, Category, or Class. If a request meets one of the rules, it's approved straight away; if not, it moves through the workflow's other approval steps as normal.
To set up an Auto-Approval step:
In the main menu, select the Organisation for which you want to add the Auto-Approval step. Then go to Approval workflows under Workflows and settings:
Open the workflow for which you want to set up an Auto-Approval step and click on the + button and select Add Auto-Approval step:
In the pop-up, click on ENABLE to start the Auto-Approval step setup:
Click on HIDE to collapse the Auto-Approval step. You can return to the setup later.
To proceed with the settings, click on AUTO-APPROVAL SETTINGS:
Please note: Auto-Approval steps are not available in Vendor Approval workflows for QuickBooks Online Organisations.
Add a rule description for Auto-Approvals and specify the rules:
You can set Auto-Approval rules based on fields such as:
Requester (Purchase Order workflow, Bill workflow)
Bill-to PO matching (Bill workflow)
Total amount
Vendor
Product/Service
Category
Customer
Location
Class
To delete a rule, click on the Three-dot icon and select Remove rule:
Click on DONE to save your workflow settings.
Please note: The rules in an Auto-Approval step will be checked first. If the rules in the Auto-Approval step are not met, the request will pass through the other approval steps.
If one of the rules in the Auto-Approval step is met, the request will be auto-approved.
Please note: It is not possible to set up Auto-Approval rules for Bills which are based on the approval of the related Purchase Orders. However, the Bill workflow's Bill-to-PO matching settings are checked before a request is auto-approved. If a Bill request doesn't meet the workflow settings, it's automatically rejected.