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Clare-Cornick
August 22, 2025
Question

Can I set individual invoices to different approvers without using workflows?

  • August 22, 2025
  • 1 reply
  • 0 views

I'd like to be able to indicate which approver needs to approve individual invoices at the data entry stage, rather than using workflows, which don't seem to work for my requirements. Is this possible?

1 reply

K
KiazzymaeCQuickBooks Team
QuickBooks Team
August 22, 2025

Hello, Clare. QuickBooks Online don't currently have an option to manually assign specific approvers to individual invoices without using the Workflow feature.

 

The Workflow feature is currently the only built-in tool in QuickBooks Online for invoice approvals. If workflows don’t work for your specific needs, we recommend looking into third-party apps that integrates with QuickBooks Online. These apps often provide more advanced options for managing invoice approvals.

 

Here’s how to find a third-party app:

 

  1. Click the Apps menu on the left side of your screen.
  2. Select Find Apps.
  3. Type keywords like “Invoice Approval” into the Search bar to find an app that fits your needs.

 

We understand that being able to assign approvers during invoice entry would be very helpful. While this feature isn’t available yet, we recommend sharing your feedback with our product development team. Your suggestions help guide future improvements to QuickBooks Online.

 

Here’s how to submit feedback:

 

  1. Click the Gear icon.
  2. Select Feedback.
  3. Provide details about how this feature would help in your business processes.

 

Feel free to reach out if you have more questions or need help! We're always here to assist you! 

C
Clare-CornickAuthor
August 28, 2025

Thank you for responding.  I have checked the apps and there aren't any that seem to fit our needs.  It's hard to assign workflows because even though I can set invoices, say from a particular supplier, for approval from a certain member of staff, we get items for different departments from the same supplier so this is where it falls down.  That's a shame, I would have thought it would be simple to assign approvers per entered invoice.

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