How to set up an auto-approval step (QuickBooks Online)

How to set up an auto-approval step (QuickBooks Online)

  1. In the main menu, select the Organisation for which you want to specify an auto-approval step. Then go to "Approval workflows" under "Workflows and settings":




  2. Open the workflow for which you want to specify an auto-approval step and click on the “+” button to add one:





    You can create this step either during the workflow setup, or later.


  3. 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.
Please note: auto-approval steps are not available in Vendor approval workflows for QuickBooks Online Organisations.
  1. To proceed with settings, click on the "Auto-approval settings" button: 

  1. Add a rule description for auto-approvals and set up the rules:





    You can set auto-approval rules based on fields such as:

    1. Requester (Purchase Order, Bill workflow)
    2. Total amount
    3. Vendor
    4. Product/Service
    5. Category
    6. Customer
    7. Location
    8. Class

  2. To delete a rule, click on the  icon and remove rule.

  3. When ready, 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.


    • Related Articles

    • Approval decision policy (QuickBooks Online)

      If you have the same Approvers in several steps of an approval workflow, you can decide whether they all have to approve in each and every one of the steps, or if the approval decision made in the first step is to be applied to all other steps too. ...
    • What is the auto-approval step? (QuickBooks Online)

      The auto-approval step is an additional first step in workflows (except Vendor approval workflow) that's available during trial periods and Advanced feature trial periods and in Advanced/Premium plans. In this step, you can enter conditions for the ...
    • How alternative rules in the approval matrix work

      The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular Bill / Purchase Order / Sales Invoice or Credit Note. Conditions are set based on the master data received from Xero: suppliers, ...
    • How can I set a "Does not match" condition in the approval matrix?

      The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular Bill / Purchase Order / Sales Invoice / Credit Note. Conditions are set based on the master data received from Xero: suppliers, ...
    • I have a Standard plan, where can I find and set up an auto-approval step? (QuickBooks Online)

      Auto-approval steps are only available with an Advanced/Premium subscription. If you'd like to use the auto-approval feature, you can request a free Advanced feature trial for 14 days or upgrade your subscription. Please contact support team if you ...