This is Jason from the QuickBooks Team.
QuickBooks Online Advanced has workflows with templates that help you automate repetitive tasks.
But, you can also create your own custom workflows if you need even more flexibility.
Let’s set up a custom workflow and go over the different types of transactions you can set them up for,
how to add in the conditions that will start your workflow,
and how to tell QuickBooks what to do after the conditions of your workflow are met.
To start, select Workflows
You’ll see the list of workflow templates here that you can use, but for this example we’re going to create a custom workflow, select Create Workflow.
In this window first select the kind of transaction that triggers the automated workflow...
something about those transactions that you want QuickBooks to look for...
and then if those conditions are met, the actions you want QuickBooks to automatically perform.
You can set up an automated workflow for any type of transaction on this list.
For instance, if you want to set up an automated reminder for someone on your team to pay upcoming bills, choose Bill.
Or if you want QuickBooks to automatically remind customers to approve or reject an estimate you’ve sent them, choose Estimate.
Let’s set up an automated reminder for our customers about upcoming due dates on invoices.
We’ll call this workflow, Customer Reminder: Due in Three Days.
This title is just for your own reference and customers will never see this. You choose what they’ll see later.
Next, choose what you want QuickBooks to look for that triggers an automated reminder.
Select the drop down menu...and choose a condition.
Let’s set Invoice Amount as a condition so that QuickBooks only reminds customers about larger invoices.
Then set it to look for invoices greater than or equal to a value... and then enter that amount.
You can add more than one condition, too.
Let’s make sure that QuickBooks only reminds customers about invoices that have an invoice payment status of unpaid.
That way QuickBooks won’t remind customers about invoices that are already paid.
If you change your mind about any conditions, select the trashcan to the right to remove it.
Now that QuickBooks knows what to look for, it’s time to tell it what to do.
This workflow sends a reminder
in the timeframe you enter.
Let’s have QuickBooks send this reminder three days before invoices are due.
After you’ve set your workflow up, you can create additional workflows with the same conditions.
This workflow reminds customers about upcoming due dates,
but you could create separate workflows to let them know that they missed a due date, too.
Now add a checkmark to any kind of reminder you want QuickBooks to create.
Tasks are reminders that QuickBooks assigns to someone on your team.
Choose which user you want to receive the task
the name of the task
and what it takes for the task to close.
The task automatically appears in your teammember’s task center in QuickBooks,
and they’re also notified through email that they’ve been assigned a task.
You can also choose for the customer to receive a reminder through email.
Then Customize the subject
and email message.
QuickBooks sends the email reminder to any email you have on file for the customer,
but you can add other email addresses as a CC or BCC.
QuickBooks can also send an email to your company’s email address
and any others you add as CCs or BCCs.
And you’ll see the same customization options here.
Last, if anyone on your team has the QuickBooks Online mobile app installed on their devices,
they can receive a push notification anytime the workflow triggers.
Let’s look back at what’s been set up.
Once you save this workflow, QuickBooks monitors your invoices
and if there’s ever an invoice that is over ten dollars and unpaid
when it is three days from it’s due date
QuickBooks will automatically create a task for your team
and an email for your customer.
Once you’ve chosen everything for your workflow, select Save and enable.
QuickBooks displays your new workflow along with any others in the My Workflows tab.
From here you can edit, disable or delete a workflow.
And check up on how often it's triggered under History.
Now you’re ready to set up your own custom reminder workflows.