How to create custom workflows on QuickBooks

intermediate 12 min read Updated 2026-03-18

Quick Answer

Custom workflows in QuickBooks are created through the Workflows feature in Settings, allowing you to automate repetitive tasks and approvals. You can set up triggers, conditions, and actions to streamline processes like invoice approvals, expense management, and customer communications.

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Prerequisites

QuickBooks Online Plus or Advanced subscription
Admin user access to your QuickBooks account
Basic understanding of your business processes
Familiarity with QuickBooks navigation

Step-by-Step Instructions

Access the Workflows Feature

Navigate to Settings (gear icon) in the top right corner of your QuickBooks dashboard. Select Account and Settings, then click on the Advanced tab. Scroll down to find Automation and click Workflows. If you don't see this option, ensure your subscription includes workflow automation features.

Workflows may be labeled as 'Automation' or 'Advanced Features' depending on your QuickBooks version.

Create a New Workflow

Click the Create workflow button or + New depending on your interface. Choose from available workflow templates such as Invoice Approval, Expense Management, or Customer Follow-up. Alternatively, select Start from scratch to build a completely custom workflow. Give your workflow a descriptive name like 'Large Invoice Approval Process'.

Start with a template to understand the workflow structure before creating complex custom workflows.

Set Up Triggers

Define what will start your workflow by clicking Add Trigger. Common triggers include:

When an invoice is created
When an expense exceeds a certain amount
When a customer is added
When payment is received

Configure trigger conditions such as amount thresholds, specific customers, or transaction types using the dropdown menus and input fields.

Be specific with trigger conditions to avoid overwhelming team members with unnecessary workflow notifications.

Add Conditions and Logic

Click Add Condition to create if-then logic for your workflow. Set parameters like:

Invoice amount greater than $1,000
Customer type equals 'Premium'
Expense category contains 'Travel'

Use AND and OR operators to combine multiple conditions. This ensures the workflow only runs when specific criteria are met, making it more targeted and efficient.

Test conditions with small amounts or test data before applying to live transactions.

Define Actions and Approvals

Click Add Action to specify what happens when conditions are met. Configure actions such as:

Send for approval - assign to specific team members
Send notification - email alerts to stakeholders
Update status - change transaction status
Create task - assign follow-up actions

Set up approval chains by adding multiple approval steps with different team members for escalation.

Include clear instructions in notification messages so recipients know exactly what action is required.

Configure Team Members and Permissions

In the workflow builder, click Assign Users to add team members who will participate in the workflow. Set their roles as Approver, Reviewer, or Notified Party. Configure permissions for each role, such as ability to approve, reject, or modify transactions. Ensure all assigned users have appropriate QuickBooks access levels for their workflow responsibilities.

Assign backup approvers to prevent workflow bottlenecks when primary approvers are unavailable.

Test and Activate the Workflow

Click Test Workflow to run a simulation with sample data. Review the test results to ensure triggers, conditions, and actions work as expected. Make any necessary adjustments to timing, conditions, or assignments. Once satisfied, click Activate Workflow to make it live. The workflow will now automatically run when trigger conditions are met.

Start with a limited scope (like one customer or small amounts) before rolling out to your entire business.

Monitor and Optimize Performance

Access Workflow Reports from the Workflows dashboard to monitor performance metrics. Review completion rates, average processing time, and bottlenecks. Use the Edit Workflow option to make improvements based on usage patterns. Set up regular reviews to ensure workflows continue to meet business needs as processes evolve.

Create a feedback loop with team members to continuously improve workflow efficiency and user experience.

Common Issues & Troubleshooting

Workflow is not triggering automatically

Check that the workflow is Active and verify trigger conditions are correctly configured. Ensure the triggering transaction meets all specified criteria and that the workflow hasn't reached any usage limits.

Team members are not receiving workflow notifications

Verify email addresses are correct in user profiles and check that notifications aren't going to spam folders. Confirm users have proper permissions and are assigned to the correct workflow roles in User Management.

Approval process is stuck or delayed

Check if assigned approvers have the necessary QuickBooks permissions and access. Review workflow settings for timeout configurations and ensure backup approvers are assigned. Use Workflow History to identify where the process stopped.

Workflows feature is not available

Verify your QuickBooks subscription includes workflow automation (usually Plus or Advanced plans). Update to the latest version of QuickBooks Online and check with your admin that the feature is enabled in Company Settings.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official QuickBooks website before purchasing.

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