13. Review Bills or Expenses in QuickBooks Online

The QuickBooks Online API does not allow external applications to send bills directly into different sub-folders in QuickBooks.

To help our QuickBooks users work around this limitation, you can add two post-processing tasks to your EzzyBills workflow to enable an internal review stage after the bills have been exported to QuickBooks.

Method 1: Enable Post-Review Workflows in EzzyBills

Step 1: Set Up the Workflow

1. Go to Workflows in EzzyBills.
2. Create a new custom workflow (or edit your existing one).
3. Add the Review Results and Review Approved tasks after the QuickBooks export task in your workflow sequence.

Step 2: Perform Reviews on a Regular Basis

We recommend reviewing your processed bills on a regular basis (e.g., weekly):

1. Log into your EzzyBills Dashboard.
2. Click on the Waiting Review tile to see all bills that have been processed to QuickBooks and are pending review.
3. For each invoice, click the QuickBooks direct link to view and inspect the document inside QuickBooks Online.
4. Once verified, return to EzzyBills, select the bill, and click the Close Review button to finalize it.

Method 2: Use the QuickBooks MEMO Field for Sorting & Filtering

Another effective way to organize and track review statuses directly inside QuickBooks Online is by utilizing the Memo field along with QuickBooks’ filtering and sorting capabilities.

Step 1: Enable the Memo Column in QuickBooks

1. In QuickBooks Online, go to the Expenses or Transactions tab.
2. Click the Gear icon in the top-right corner of the table.
3. Check the box to add Memo as a visible column in your table view.

Note: By default, EzzyBills automatically populates the QuickBooks Memo field with the document’s EzzyBills DocID.

Step 2: Use Status Codes in the Memo Field

When reviewing bills inside QuickBooks Online, you can manually type a specific letter or status code into the Memo field once you are done (e.g., enter X for completed, A for approved, or R for reviewed). Be sure to stay consistent with the codes you choose!

Step 3: Automate Auto-Approval for Trusted Suppliers

For recurring or trusted suppliers whose invoice data is always extracted accurately by EzzyBills and does not require manual review:

1. In QuickBooks Online, edit the Supplier details.
2. Add your designated status suffix (e.g., X) to the supplier’s record.
3. EzzyBills will automatically append this code to the Memo field during export.

Next time you view your Expenses list in QuickBooks, simply sort or filter by the Memo column (and optionally filter by date). You can instantly skip reviewing any transaction that already contains an X!