How to create bills for QuickBooks Online directly in ApprovalMax

We recently added a new feature that allows to create bills directly in ApprovalMax, which increases data security and integrity. 

The procedure itself is very much the same as creating bills in QuickBooks Online because the required data such as supplier and inventory item is synced from the QuickBooks Online account. Bills can be created in both the ApprovalMax web interface and via the mobile app. 

Why create bills in ApprovalMax instead of doing it in QuickBooks Online

This feature is useful for organisations that create bills in QuickBooks Online manually, without a data entry tool. It allows businesses who employ many contractors and get lots of supplier invoices to let suppliers and contractors create their invoices themselves – and have them routed for approval right away. The same applies to organisations where multiple staff or volunteers initiate large numbers of invoices.

In a nutshell: ApprovalMax now makes it easy to delegate bill creation to users, without having to grant them access to the QuickBooks Online account. They will only ever see that part of information that’s relevant to the task, while sensitive QuickBooks Online data is protected from unauthorised users. When bills are created in ApprovalMax it means they will only be published to QuickBooks Online after proper multi-step authorisation. This ensures that there are no more overlooked invoices and no duplicate bills in the general ledger.

How to create bills in ApprovalMax

To create a new bill, use the “NEW REQUEST” button and select “Bill”. This will open a bill form for entering details such as supplier, due date, etc. It is also possible to add attachments. Some data is synced from QuickBooks Online. So, when you select a supplier the related information will be entered automatically; the same goes for inventory item data. It is also possible to copy all the data from an already approved purchase order to create a new bill.

When everything is filled in, hit the “Submit for approval” button. As soon as a bill has been created in ApprovalMax, it will be routed automatically through a multi-step and multi-role approval process. 

Enjoy the new feature and let us know if you have any questions or feedback at!