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Advance invoice format for Nonprofit

in this video i'm going to talk about user permissions and workflow specifically invoice approvals in quickbooks online now this uh functionality of limiting what users can do in a very specific way and being able to limit the invoice creation process to a certain dollar amount or to a certain group of customers before it getting approved this is the invoice approval workflow this is only available in quickbooks online advanced if you're not sure which version or quickbooks online you have simply click on the gear menu on the top right hand of the screen click on where it says account and settings and then you're going to click on the billings or billing and subscription tab and you will know which version you're in i have quickbooks online advanced in mind now you also know based on how much you pay per month so quickbooks line advance is the highest tier in the quickbooks online world for most people it's about 150 a month so to be able to have this functionality you have to be in this version otherwise there's no other way to do it so i'm going to do two things one i'm going to create a user that can only do invoices and two i'm basically going to limit the invoices that that person can make to 500 and if they're above 500 it requires approval by someone that has more that administrative access so i'm going to click on workflows on the left hand side of the screen and then i'm going to click on my workflows and then you're going to see an option here on the right hand side right hand side that says create workflows i'm going to click on that and then i'm going to click on where it says invoice approval and then click on create so once i do that that's going to take me to the the invoice approval workflow and this is what i'm going to be setting up so in here under name i'm going to put just type on invoice approval under customer i'm going to select all because i'm this is this is going to be a condition for all customers keep in mind that i can choose which customers specifically are going to be limited to this invoice approval workflow i can also pick by location if i'm using a specific location or if i'm using uh invoice dollar amount so in this case i'm going to do invoice dollar amount greater than 500 it's then going to require i'm going to click on add condition it's going to require an approval so basically that person can create them but they don't get automatically approved we're going to scroll down here and kind of see the process three of the actions that that can be programmed for now i can't change this this is the only action that you can take but as quickbooks online improves their workflow you should be able to see more moving parts in here so right now hector who's the admin person is going to get an email saying hey you should log in and approve this only people with administrative access or full access can approve invoices through this workflow it says here this is going to be sent via email okay if there's a different email address you can change it there and that person will also get a text message asking for the workflow then you can pick how many days that person has to approve that invoice and if they don't approve it it gets automatically approved or they just get another reminder and it truly does need regardless how long it takes for that person to approve it for this to work you can also change the template if you want to of what you want that email notification to look like so i'll just click on save here um or save and enable depending on what your screen looks like and that officially um uh sets up the workflow so when i try to create an invoice i'm the admin when i try to create an invoice and i'll create it for let's say for this customer and i'll create it for i'll pick an item here and make it a thousand dollars i click on save it automatically gets approved because i am the admin right so this is only going to work for people that are non-admin so let's talk about that so let me click on escape here and then i'm going to click on the gear menu on the top right and then click on manage users and then this is where i have all my users i got this user by the name of michael lopez i only want to give that person access to creating estimates and invoices so i'm going to click on roles here and create a custom role just for my call so i'm going to click on i roll and i'm going to give them only access to invoices and estimates i'm not going to give them access to my banks to my inventory to my payroll i'm just limiting them to only invoices and estimates and because there's no estimate workflow that's going to be automatically approved is only the invoices only 500 over 500 that will get flagged for approval so we'll click on next and we'll call this mike's role and we'll put here invoices below 500 and all estimates just a a quick description so i kind of know what that role is so i'll click on save and then i'm going to have mike's role saved so i'm going to go back to users and then i'm going to edit michael lopez i'm going to click on edit and then i'm going to give him mike's role so that person is limited to only invoices and estimates and we'll go ahead and click on save and that's it my user is set up now i'm going to switch over to another browser where i basically logged in as michael i'm going to go ahead and click on refresh so it refreshes that user permission structure when i click on new notice that only invoices and estimates are highlighted uh if i try to do anything else it doesn't work it basically tells me i'm sorry you don't have access to this right so i'm going to click on new here and then click on invoice and then i'm going to create an invoice for under 500 so i'll click pick a customer here at random pick an item here and then sell this for 400 i'm gonna date this the 23rd and then click on save you let me do it no problem notice up here it says approved basically letting me know that there's no approval workflow but i'm going to go ahead and try to create an invoice now let's say for 2000 so i'll pick any customer here at random i'll pick an item and we'll make this 2000 and i'm going to go ahead and click on save and you will notice that i get a pop-up that says by the way invoice needs approval would you like to send the admin for them to approve it so i'm going to click on send approval and basically i'm going to get an email requesting for approval now this is what the email looks like it says here hello invoice 142 is spending approval to approve it there's basically a link there you can click you can go straight to there and it will take you to the place in quickbooks where you do those approvals let me go into quickbooks here and go into tasks because that's where those approvals are going to go and i'm logged in as the administrator at this point i'm the one that's going to approve that that invoice so right here it says notice that there's another invoice there from before this one from today here we go here's the triple x corporation for two thousand dollars at this point i can click on deny or approve i can just click on approve and i will approve that transaction now i'm going to log back as mike and then i'm going to click on the magnifying glass that shows me all the transactions we have entered and i'll go back to that corporation and notice that now this says approve so really cool really interesting uh workflow how this is uh how this is working i'm gonna go back into my other browser where i'm logged in as admin and i'm gonna show you this particular invoice this was created before that's also a pending approval now i'm going to date this on the 23rd okay so both transactions the one that was approved and this one are both there on the 20th uh on the on the 23rd and i'm just going to save it so i'm not going to approve it yet actually that would automatically approve it so let me do something else instead because i was trying to achieve something else let me go back into mike here and create a new invoice i'll also date that on the 23rd and pick a customer here let's do let's do a different one and we'll do this one for let's say ten thousand i'm just i want to show you uh what happens in the financial statement with these unapproved invoices because this is really really important conceptually speaking this is really important so i'm gonna click on save and now this is on the on the needs approval mode so i'm gonna click on send for approval and i'm gonna log back into my other browser where i'm logged in as the admin notice that i refreshed and i'm going back to the task manager here and this invoice is still waiting for approval so i'm not going to approve it or deny it yet but i'm going to run a report for all my sales on the 23rd so i'm going to go to profit and loss and then pick here 8 23 2020 8 23 2020 and then click on run report now one thing that's crucial is really really important is when an invoice gets created even if it's pending approval it's still going to post into my profit and loss report so i'm actually going to click on it and see it and i'm looking at the invoice and it says pending approval so the pending approval doesn't stop it from posting which is something that i think quickbooks needs to fix by the way that's a whole other conversation this um this tool needs to be improved so you can choose whether or not this is a posting or non-posting type of transaction but just so you know an invoice that it's still pending approval will post into the book now if i click on deny and it says deny approval and then i click on save and close and i'm going to go back into my profit and loss notice that the invoice is still posted so the approval is just basically a tag it's just approved not approved so it shows up in my task manager as kind of work that i need to do but it doesn't really stop the user from posting it so that's something that i think quickbooks should look into but i think it's a great step forward for uh for doing the approval workflow maybe the approval workflow is really just meant uh for emailing it to the customer so let's try that i'm gonna go back into uh mike's login i'm gonna do an invoice select a different customer here and i'll pick an item and let's say this customer is rob at gmail.com okay and this is going to be let's say 1 000 i'm going to click on save and this will automatically go for approval i'll click on send for approval let me go back to it for a second so this was rob johnson and i want to try to email this right so if i click on the drop down menu and click on save and send okay it basically stops from being sent so my customer basically cannot get this invoice from quickbooks now i can still print it i can do a print a print preview and i could essentially uh save this in pdf and then attach it to an email so it doesn't fully stop fully stop the user from somehow finding a way to still sending it to the customer but pretty much you cannot send it through quickbooks to the customer until this has been approved now i'm going to log in as the admin i'm going to refresh the task manager so we can see uh that invoice there that's pending approval i'm gonna click on approve that approves the invoice but still doesn't doesn't allow me to email it to the customer i'm gonna go back and log in as mike i'm gonna refresh here so we can see now that this has been changed from pending to approved now i can click on save and send and now this will take me through the workflow of emailing the invoice to the client i could also do that as the admin i can go back and look at my recent transactions open up the invoice and also do the save and send from here so that's also missing in the in the workflow design you know a place for me to also remember that i need to go back and email this invoice to the client so i want it to be as thorough as possible and can i show you the first version of invoice approvals in quickbooks online advance i have a lot of clients already using this and they're loving it but it's important the things that you learn along the way you know the posting status the email status that stuff that i think they'll add later on uh in the approval feature they'll add that in the workflow so you can design that part and when they do i'll create a new video and i'll probably delete this one override it with a new one but for now now you know how invoice approval will work and this might make it worth it for you to go to quickbooks online advance if you're already on essentials or plus anyway hope you liked it and i'll see you in the next one thank you very much