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September 29, 2025
Question

AP workflow automation confidentiality issue

  • September 29, 2025
  • 2 replies
  • 13 views

We are trying to provide some users (primarily non-Finance users) the ability to approve invoices in QB through the AP workflow feature. The issue is if we give them access to approve the invoices, by default they receive view access for all the invoices processed in the company (i.e. all vendors and all invoices, even if some could be confidential). Is there a way to restrict the view to certain vendors only? so that they are not able to view confidential vendors or invoices?

Thanks in advance.

2 replies

QuickBooks Team
September 29, 2025

I can see how important it is to limit your non-Finance users’ access so they can only view specific vendors, Omer. Currently, QuickBooks Online allows you to restrict users from viewing, creating, editing, or deleting vendors, but it does not offer an option to restrict access to specific vendors or invoices.
 

To learn more about what users can access depending on their roles, refer to this article: User roles and access rights.

 

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SIAB
Level 2
September 30, 2025

@Omer_S 

Consider having a separate app and syncing it with your QBO. Your non-Finance users will access this app to approve bills. You can explore Melio for this purpose and you can also get cashback to pay bills.

https://quickbooks.intuit.com/learn-support/global/manage-suppliers-and-expenses/pay-bills-online/01/1351046#M3849