Top 5 most useful QuickBooks Automation Workflows A Step-by-Step Setup Guide

introduction

This playbook serves as a practical guide to automating key financial and customer engagement processes in QuickBooks Online Advanced.

By leveraging built-in workflow automation, businesses can eliminate repetitive manual tasks, ensure timely approvals, improve cash flow, and boost customer communication.

If you’re planning to automate QuickBooks accounting across receivables, payables, reporting, and approvals, it’s important to align workflow automation with your broader accounting process strategy.

Each workflow outlined in this blog, from invoice reminders to payment thank-you messages, helps improve operations, boost productivity, and deliver a consistent experience across finance and customer touchpoints.

QuickBooks Automation 1: Automated Invoice Due Reminder Workflow

Goal

Automatically send customers an email reminder 3 days before their invoice is due to reduce late payments and improve cash flow.

Step 1: Go to Workflow Automation

• Log in to QuickBooks Online Advanced.
• Click the ⚙️ Gear icon (Settings) → choose Manage Workflows.
• Click Create Workflow → select Invoice Due Reminder from the templates list.

Step 2: Configure the Trigger

This is what starts the workflow.

• Trigger type: Invoice due date approaching
• Trigger condition: 3 days before due date
• Apply to invoices where:
  • Customer type: All (or specify VIP, Retail, etc.)
  • Invoice amount: Greater than $100 (optional)

Step 3: Add Conditions (Optional but Powerful)

You can add filters such as:

• Invoice balance is greater than 0
• Invoice status is Open.
• Customer tag includes “High Value.”

These conditions prevent sending reminders to fully paid or test customers.

Step 4: Define the Action

Now specify what happens when the conditions are met.

• Action: Send email
• Recipient: Customer (email address from the invoice)

Email subject:

• Reminder: Your invoice [Invoice Number] is due soon

Email body (customize message):

• Hi [Customer Name],
• This is a polite reminder that your invoice [Invoice Number] for [Amount Due] is due on [Due Date].
• Please make your payment to avoid any late fees. You can view and pay your invoice online here: [Invoice Link]
• Thank you for doing business with us!
• – The John Doe Team

(QuickBooks automatically replaces placeholders like [Customer Name], [Invoice Number], etc.)

Step 5: Test and Enable

1. Click Save and enable.
2. Run a test by creating a sample invoice due in 3 days ensure reminder email triggers correctly.

Step 6: Monitor Workflow Activity

• Go back to Manage Workflows → Workflow History.
• Check logs to see when reminders were sent, to whom, and whether they succeeded.

End Result

Every invoice that meets your conditions will trigger a personalized email reminder three days before the due date completely automatically.

QuickBooks Automation 2: Bill Approval Workflow

(Great for managing expense approvals and avoiding unauthorized payments.)

Goal

Automatically send an approval request when a new bill for an amount above a specified threshold (e.g., USD 1,000) is entered in QuickBooks.

Step 1: Create the Workflow

• Go to ⚙️ Settings → Manage Workflows.
• Click Create Workflow → Bill Approval Request (or start from scratch).

Step 2: Define the Trigger

• Trigger: Bill created
• Condition: Bill amount > 1,000 USD
• Vendor Type: Optional (e.g., restrict to “Suppliers” or “Marketing Vendors”)

Step 3: Add Approver Condition

• Action: Send approval request email
• Recipient: Finance Manager / Accounts Head (add their QuickBooks user email)

Step 4: Customize the Approval Email

Subject:

• Approval needed: New bill from [Vendor Name] for [Amount]

Body:

• Hi [Approver Name],
• A new bill has been entered by [Created By] for [Vendor Name], amounting to [Amount].
• Kindly assess and approve this bill before payment.
• Bill details:
  • Vendor: [Vendor Name]
  • Amount: [Amount]
  • Due Date: [Due Date]
  • Description: [Memo]
• Click here to view the bill: [Bill Link]
• John Doe Finance Team

(QuickBooks automatically replaces placeholders like [Vendor Name], [Amount], etc.)

Step 5: Enable and Test

• Click Save and enable.
• Create a test bill over USD 1,000 → ensure the approver receives an email.

Step 6: Track Approvals

• Go to Manage Workflows → Workflow History.
• You’ll see who approved/rejected each bill and when.

Result:

Every bill over USD 1,000 automatically notifies the approver reducing delays and ensuring proper expense authorization.

QuickBooks Automation 3: Payment Thank-You Email Workflow

(Great for nurturing customer relationships and reinforcing brand trust.)

Goal

Send an automatic thank-you email to a customer whenever a payment is received against an invoice.

Step 1: Create the Workflow

• Go to ⚙️ Settings → Manage Workflows.
• Select Payment Received Notification template.

Step 2: Define Trigger

• Trigger: Payment received
• Condition: Customer type = All (or select “Retail”, “VIP”, etc.)

Optional filters:

• Payment amount > 50 USD
• Payment method = Credit Card / Bank Transfer

Step 3: Define Action

• Action: Send email
• Recipient: Customer

Step 4: Customize the Thank-You Email

Subject:

• Thank you for your payment, [Customer Name]!

Body:

• Hi [Customer Name],
• We’ve received your payment of [Amount] for invoice [Invoice Number]. Thank you for your prompt payment we really appreciate your business!
• If you have any questions, you can reply to this email or contact our support team.
• Looking forward to serving you again soon. The John Doe Team

(You can also add a cross-sell link like “Shop new arrivals: [Website Link]”)

Step 5: Enable and Test

• Click Save and enable.
• Test by recording a customer payment QuickBooks will send the thank-you email instantly.

Step 6: Review Workflow Logs

• Monitor under Workflow History to confirm that thank-you emails are going out correctly.

Result:

Customers receive instant acknowledgment and feel appreciated strengthening loyalty while saving your team time.

Top 5 QuickBooks Workflow Automations

QuickBooks Workflow Automation Playbook, covering five powerful automations that together improve both your financial control and customer experience.

QuickBooks Automation Implementation Tips

• Map each workflow to your AR/AP process to ensure they complement existing manual checks.
• Test one workflow at a time e.g., start with invoice reminders before adding escalations.
• Use branded email templates keep tone aligned with your brand (e.g., polite but professional).
• Leverage QuickBooks Advanced features like:
  • Custom fields (e.g., “Customer Tier”)

For businesses requiring deeper customization, you can also automate QuickBooks using API and custom scripts to build tailored approval logic and external integrations.

• Workflow logs (for audit trails)
• Email delivery status tracking
• Use personalized placeholders (e.g., [Customer Name], [Amount], [Due Date]) to make communications human and relevant.
• Combine RFM segments or tags with workflow triggers for more targeted automation.

  For more advanced use cases, you can explore QuickBooks API automation workflows to connect external systems and create fully customized automation logic.

• Regularly audit workflow logs under Manage Workflows → Workflow History to ensure performance and delivery.
• Test each workflow once before enabling it for all transactions.

Closing note

QuickBooks workflow automation plays a key role in decreasing manual effort, boosting financial control, and keeping customer communication consistent across teams.

When set up with well-defined rules and ownership, these workflows help finance and CX teams operate with more confidence and predictability.

At Satva Solutions, we help businesses design and implement QuickBooks automation SOPs that correspond with real accounting and customer processes.

From invoice reminders and bill approvals to payment notifications and escalations, our focus is on building automations that deliver practical, measurable results.