Expense Workflow
How can I restrict the Requesters of Expenses?
ApprovalMax allows to restrict Requesters in terms of what data they're able to see and work with when creating Expenses. You can, for example, configure their access rights for Expenses creation in a way that individual Requesters are only allowed ...
How can I resubmit a rejected Expense that came via Dext?
If an Expense that Dext has published to ApprovalMax via the direct integration gets rejected, its Requester should amend, unarchive and publish it again to ApprovalMax.
Can I pull my Expenses from Dext and run them through the predefined approval workflow?
Yes, ApprovalMax supports pulling QuickBooks Online Expenses such as Cash, Check and Credit Cards from Dext to ApprovalMax where they will run through the predefined approval workflow. This feature is available in beta, please contact support if ...
How can I specify instructions for QuickBooks Online Expense Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Expense creation. This is how instructions for Expense Requesters can be set up: In the main menu select your Organisation and open "Approval workflows" ...
Who can edit Expenses after they were submitted for approval?
The person who has requested an Expense can edit and resubmit that Expense request for approval up to the point where this Expense request is fully approved.
How to create an Expense
To create an Expense in ApprovalMax, you first need to set up and activate an Expense Creation and Approval workflow: In the section Expense Creation, you can specify all users who will be allowed to create Expense approval requests. By adding ...
How can Requesters amend an Expense before approval?
Pending Expense requests can be amended by Requesters. To amend an Expense request, click on EDIT: Edit the respective fields and resubmit the request for approval. Please note: the approval process will start from scratch.
Expense approval process: who will be notified, and when?
Requesters are notified about approvals and rejections. Approvers are notified when their decision is required.
How are Expenses reflected in reporting?
Users with the Administrator or Auditor role have access to a reporting tool. An Organisation's Administrator/Auditor can set up new reports to suit their needs. This is how you create such a report: On the Reports page, start creating a new report ...
How can I hide Categories/Items in a QuickBooks Online Expense?
It is possible to hide QuickBooks Online Categories/Items in the Expense creation form. This is how an Organisation's Administrator can do that: Select a suitable Organisation under the main menu and open the Approval Workflows page in the Workflows ...
Can I create/approve Expense requests in the mobile app?
Currently, we are working on this functionality. It will be available soon.
Can I search for QuickBooks Online Expenses?
Yes, ApprovalMax does have a search function for Expenses. In the Search pop-up window, select the request type (Expense), set additional filters, and click on SEARCH:
How can I make Expense fields mandatory?
During the configuration of the Requester matrix you can decide for some fields whether they are to be mandatory, or optional. This is how you make certain fields mandatory: Click on the Menu button in the upper left-hand corner, select your ...
How does the Expense Creation and Approval workflow for QuickBooks Online work?
ApprovalMax enables the setup of multi-step approval workflows for Expenses. Users of Organisations connected to QuickBooks Online can create Expense requests directly in ApprovalMax. This is how the approval of Expenses created directly in ...
Can I pull Expenses from QuickBooks Online to ApprovalMax?
Pulling existing Expenses from QuickBooks Online to ApprovalMax is currently not supported. However, you can create your Expense requests directly in ApprovalMax or pull them from Dext, run them through the predefined approval workflow and then push ...
Does ApprovalMax support a review and editing functionality for QuickBooks Online Expenses?
Unfortunately, no. Expense requests can be modified exclusively by the person who created them (the Requester), and only up to the point of full approval. Any changes made will restart the approval workflow for the Expense request and reset all ...
Can I approve QuickBooks Online Expenses?
Yes. You can now create Expense requests in ApprovalMax, route them through a multi-step approval workflow and then push them to QuickBooks Online once the approval has been completed.
How do I select the currency for a QuickBooks Online Expense?
It is not possible to specify a currency while creating an Expense request, it will be set based on the currency of the Payee and Payment account.
Attaching files to QuickBooks Online Expenses
During the request creation for QuickBooks Online Expenses in ApprovalMax, you can attach files. However, some technical limitations do apply: File extensions: PDF, Word, Excel, Images (same as in QuickBooks Online) Max. file size: 25 MB Max. number ...
How can I restrict the Requesters of QuickBooks Online Expenses?
ApprovalMax allows to restrict Requesters in terms of what data they're able to see and work with when creating Expense requests. You can, for example, configure their access rights so that individual Requesters are only allowed to select certain ...
In which plans are QuickBooks Online Expenses available?
The approval of QuickBooks Online Expense requests is available in all subscription plans as well as during the trial period.
What is a QuickBooks Online Expense?
An Expense is a document type in QuickBooks Online which represents a purchase that has already been paid via a selected Payment Method and the payment has been allocated against the respective Payment Account (Category of specific types) at the ...
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