Approve QuickBooks Documents From Anywhere
QuickBooks has no approval engine — POs get verbal sign-off, invoices get paid because 'someone said it was fine', and credit holds get released on a phone call nobody logged. This addon puts the approvals in a browser: routed, timestamped, and posted back into the company file with the approver's name on it.
The write-back module — approve in the browser, post to the company file
Why Approvals Happen Off the Record
Approvals happen in hallway
POs get signed off verbally or over email — there's no audit trail, and 'approved' means whatever the approver remembers.
The approver is away
The MD is the only one allowed to approve — and the goods wait three days while they're on site.
Credit holds get released silently
An over-limit customer's hold gets lifted on a phone call — the controller finds out when the invoice doesn't get paid.
No delegation without a seat
Delegating approval to a manager means buying them QuickBooks — so delegation never happens.
How It Works
Agent on your server
A lightweight agent installs beside your existing system — reads the data store directly, makes outbound connections only. No open ports, no VPN, no firewall changes.
Continuous replica
Your records flow to an encrypted, read-only cloud copy via a private tunnel — change-tracking, not dumps. The production system never takes the load.
Web dashboard
Your team searches, reports and browses from any browser or phone — scoped and audited. Answers from the data, not access to the server.
What Your Team Can Finally Do
Audit-grade approvals
Every approval records the approver, timestamp, document version and supporting context — the evidence an auditor or lender expects, and QuickBooks alone can't produce.
Common QuickBooks Approval Workflows Scenarios
The site manager's PO
A £3,000 materials order routes to the commercial manager for browser approval — posted to QB seconds after sign-off, stamped with who approved.
Invoice approvals that stick
Supplier invoices route by value band — £500 to the office manager, £5k+ to the FD — with the approval trail attached to the bill.
Credit-hold discipline
Releasing a hold requires an explicit approval with reason — logged, attributable, and visible on the customer's history forever.
Approval Workflow Pricing
Every plan includes the agent, the replica and the dashboard. Setup is scoped to your systems — most installs are live within two weeks.
Add-on
£99/mo
Add to Business+
- ✓Approval queues
- ✓Posts back to QB
- ✓Multi-level routing
- ✓Mobile approvals
- ✓Audit trail
- ✓£5/mo per approver
Workflow Pack
£139/mo
Bundle
- ✓Approvals
- ✓Purchase Requests
- ✓Notes & Flags
- ✓~17% off list prices
- ✓Priority support
- ✓Quarterly review
Enterprise
Included
Bundled
- ✓All addons incl. write-back
- ✓Unlimited files
- ✓SSO + audit feed
- ✓SLA + service credits
- ✓Dedicated engineer
- ✓Custom approval logic
The write-back tier — £99/mo + £5/mo per approver. Replaces delegation-by-seat: one approver licence at £5/mo vs a QB seat at £50+/mo.
QuickBooks Approval Workflows Data Access FAQ
Does the approval actually post into QuickBooks?+
Yes — this is the write-back layer. Approved documents post via the agent with the approver's name and timestamp in the record.
What if QuickBooks is unreachable when someone approves?+
The approval is queued and posts when the file is back online — the audit trail records the approval time regardless.
Can we set approval thresholds by amount?+
Yes — value bands, departments, vendors and document types all route to configured approvers or chains.
Is this safe? Writing to the file sounds risky.+
Writes are idempotent, validated against the replica first, and fully logged — every post can be traced and, where QB allows, reversed.
Your QuickBooks Approval Workflows Data, Reachable
If the answers your team needs live in a system nobody can reach, that's fixable — without migration, without VPN, without new infrastructure.