How alternative rules in the approval matrix work (QuickBooks Online)

How alternative rules in the approval matrix work (QuickBooks Online)

The rules that determine which Approvers will be selected for each particular Bill / Purchase Order or Expense can be set in the approval matrix. The conditions are based on the master data received from QuickBooks Online: Vendors, Products/Services, Locations, etc.

This is how you add an alternative rule:
  • Navigate to the main menu in the upper left-hand corner .  Select your Organisation, and open "Approval workflows" page under "Workflows and settings" section.

  • Select the respective Purchase Order or Bill Creation and Approval workflow.

  • There, navigate to the step and open the approval matrix by clicking on .


  • Then click on the three-dot button  next to the Approver for whom you want to add alternative rules:

  • Select "Add an alternative rule" and specify the rule:

  • To remove a rule, click on the symbol  next to the line you want to remove:

  • When finished, save your changes by clicking on  in the upper right-hand corner of the matrix and save/update the workflow:




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