How can Administrators manage Substitutes? (QuickBooks Online)

How can Administrators manage Substitutes? (QuickBooks Online)

When Approvers are on holiday, either the Administrator or the Approvers themselves have the option to assign a Substitute to handle approval requests on their behalf. By setting a Substitute, all approval requests that would ordinarily be sent to the absent Approvers will instead be routed to their Substitutes. The "Substitute" window allows to specify a start date, indicating when the substitution will become active. During the substitution period, the Substitutes will receive and handle the approval requests, ensuring a smooth workflow and continuity even when Approvers are away.


This is how an Administrator can set up a Substitute for an Approver:

  1. Go to the main menu, select your Organisation and navigate to the Users page under Workflows And Settings:

  2. Hover over the Approver’s name and click on "Select a Substitute":


  3. Click on "Choose a person", select a Substitute and set the substitution period:




    When the Substitute and substitution period have been set, click on DONE to save your changes.
Please note: specifying a substitution period is optional; if set, it includes both the start and end date.

Once a Substitute has been set, the original Approver won't be notified about pending approvals. The specified Substitute will receive all incoming approval requests intended for this particular Approver while he/she is absent. If the Substitute is removed before he/she has authorised all requests waiting for approval, the original Approver will receive a notification about all the requests still pending their approval.


Please note: the Substitute won't see requests approved by the original Approver.


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