Faster approvals, fewer errors: a smarter way to manage QuickBooks Online sales invoices

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Skip the hassle! ApprovalMax lets you create, approve, and send QuickBooks Online invoices without jumping between platforms. Get invoices out faster, more accurately, and with less effort.

By Dee Jones

5 min read •

March 12, 2025

Managing sales invoices in QuickBooks Online requires switching between platforms, chasing approvals via email, and manually updating records. It’s slow and error-prone.

ApprovalMax changes that. Create, approve, and send invoices in one place without needing to log into QuickBooks Online. You’ll keep financial data secure by limiting access to sensitive information. Plus, with fewer people needing direct access to QuickBooks Online, you can reduce software costs and speed up approvals, without the manual effort.

How it works

Here’s how you can breeze through your sales invoice process in just a few simple steps.

Create a new sales invoice

Invoicing in QuickBooks Online often requires giving people unnecessary access to financial data. With ApprovalMax, you can create invoices directly in the platform, keeping information secure while working more efficiently.

Fill in the invoice details

ApprovalMax syncs seamlessly with QuickBooks Online, ensuring data consistency and eliminating duplicate entry. This keeps financial records accurate and prevents discrepancies between systems.

Tax support for US businesses

Tax compliance can be complex, and incorrect tax codes can cause financial headaches. ApprovalMax simplifies this by allowing you to select the correct tax region during invoice creation. When you sync the invoice with QuickBooks Online, the system automatically applies the appropriate tax, reducing the risk of miscalculations.

Attach an email

Manually exporting and emailing invoices adds extra steps to the process, leading to delays and potential errors. ApprovalMax simplifies this by sending invoices straight from the platform. With a pre-written email template that can be customized as needed, invoices reach customers faster, and help you get paid on time.

Submit for approval

Sending invoices without approval can cause financial inaccuracies and compliance risks, especially if there are discounts or promotional freebies that a Sales team member is offering to a customer that they shouldn’t be offering. ApprovalMax makes sure every invoice is reviewed and approved before it's sent, following custom approval workflows to meet your business’ needs.

Click ‘Submit for Approval’ to trigger the predefined approval process.
For a deeper dive, learn more in this article.

What happens next?

After you submit the invoice, it moves through the ApprovalMax workflow for approval. Once approved, it’s automatically sent to the customer and synced with QuickBooks Online – no manual updates, no chasing approvals, just a smooth, automated process that keeps everything on track.

A built-in audit trail

ApprovalMax logs each approval, including who approved it, when, and any comments. This audit trail syncs with QuickBooks Online, which provides full visibility and compliance for seamless financial tracking.

Why use ApprovalMax for Sales Invoices?

No app switching

Create, approve and send invoices from ApprovalMax

Real-time sync with QuickBooks Online

Keeps records accurate

Custom workflows

Define who approves what before they go out

Built-in compliance

Every approval is logged for easy tracking

Ready to simplify your invoicing?

ApprovalMax makes managing QuickBooks Online sales invoices faster, easier, and fully trackable.

Sign up for a 14-day free trial today and see the difference for yourself.

Dee Johns believes the most powerful words are 'Let me tell you a story.' Her passion for storytelling helps her create meaningful, customer-focused experiences while removing friction, so customers never feel the complexities of the org chart.