Automated workflows for QuickBooks | Keep Corporate Expenses Under Control

Automated workflows for QuickBooks Online

Automated workflows for QuickBooks: Keeping Corporate Expenses Under Control in QuickBooks

In this use-case blog post with automated workflows for QuickBooks Online, we will describe a way for company owners and HR managers to keep track of their employees’ corporate expenses.

Credit Card Charges

This flow illustrates notifying a manager about a Credit Card Charge exceeding certain amount with the help of Flowless. The flow will look as follows:

Card Changes Flow

The moment Credit Card Charge is created in your QuickBooks, Flowless checks whether the amount of it exceeds the limit you pre-set (Rule 1), in this case it is 1000 USD, and checks whether it was made from a certain account (Rule 2), in this case it is Socks for Griffindor Quidditch Team. If all the conditions are correct, the manager whose email you specified will be notified.

This is the example of an email that can be sent:

Automated rules for QuickBooks

The email text will have some automatic replacements that allow to make it customized. {{payee.displayName}} will be replaced with the name of the payee, and {{totalAmount}} – with the total amount of the Credit Card Charge. So as a result the manager will get such an e-mail:

Automated rules for QuickBooks

You will be able to see the flow’s execution details in the Recent executions tab within the app. For this particular flow it will look like this:

Card Changes Execuctions Details

Stop worrying about checking each expense. Set up a limit in Flowless and be in the know instantly!

Checks

This flow illustrates notifying a manager about the issued check exceeding certain amount with the help of Flowless. The flow will look as follows:

Automated rules for QuickBooks

The moment a Check is created in your QuickBooks, Flowless checks whether the amount of it exceeds the limit you pre-set, e.g. 1000 USD (Rule 1), and checks whether it was made from a certain bank account (Rule 2), in this case it is Business Checking account. If all of the conditions are correct, the manager whose email you specified will be notified.

This is an example of an e-mail that can be sent:

Automated rules for QuickBooks

The text of the e-mail will have some automatic replacements, that allow to make it customized. {{payee.displayName}} will be replaced with the name of the payee, and {{totalAmount}} will be replaced with the total amount of the check. So as a result the manager will get such an e-mail:

Automated rules for QuickBooks

Cash Expense

This flow illustrates notifying a manager about the issued check exceeding certain amount with the help of Flowless. The flow will look as follows:

Automated workflows in QuickBooks

The moment Cash Expense is created in your QuickBooks, Flowless checks whether the amount of it exceeds the limit you’ve pre-set (Rule 1), in this case it is 1000 USD, and checks whether it was made from a certain Account (Rule 2), in this case it is Business Trips Expenses account. If all of the conditions are correct, the manager whose email you specified will be notified.
This is the example of an email that can be sent:

Automated workflows in QuickBooks Online

With our template helper you can set some automatic replacements that allow to make text customized. For instance,{{payee.displayName}} will be replaced with the name of the payee, and {{totalAmount}} will be replaced with the total amount of the Cash Expense. So as a result the manager will get such an e-mail:

Automated rules for QuickBooks

Stop worrying about checking each expense. Set up a limit in Flowless and be in the know instantly!

#NoMoreRoutine #SimpleAsThat

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Alexandra Kozyritskaya

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