Review first
Check invoice, vendor, category, tax, duplicate, and approval issues before QBO posting.
Invoice approval workflow
Approve invoices before creating QuickBooks bills
Plaincount gives bookkeeping firms a controlled approval queue before approved invoice data is written back to QuickBooks Online.
First 20 invoices free. No credit card. No contract.
Why approval before QuickBooks matters
Approval is clearer when it happens before the accounting transaction exists.
Cleaner responsibility
Keep the reviewer decision visible before the invoice crosses into QuickBooks Online.
Less after-posting cleanup
Plaincount helps bookkeeping firms reduce cleanup work by catching or flagging issues before posting.
QuickBooks remains downstream
Approved Bills or Expenses are created after human approval, with QuickBooks as the system of record.
Review queue workflow
- 01
Queue
Invoices arrive in a controlled review queue.
- 02
Flag
Plaincount surfaces issue signals before approval.
- 03
Review
A reviewer checks the source invoice and posting details.
- 04
Approve
The reviewer approves the invoice for QuickBooks writeback.
- 05
Write back
Plaincount creates approved Bills or Expenses after review.
Approval status and reviewer notes
Status visibility
Track which invoices are pending, blocked, approved, or already posted.
Reviewer notes
Keep exception context and approval reasoning attached to the invoice workflow.
Audit history
Source document context
Retain the invoice PDF with the review and approval record.
Pre-posting history
Plaincount supports audit history for checks and decisions made before QuickBooks posting.
QuickBooks writeback boundary
Plaincount is the approval boundary before QuickBooks, not a replacement for QuickBooks.
Approved writeback
Create approved Bills or Expenses only after reviewer approval.
Connected reference
Keep the QuickBooks transaction reference connected to the invoice review context.
QuickBooks invoice approval workflow FAQ
What is a QuickBooks invoice approval workflow?
It is a review process where invoices are checked and approved before approved Bills or Expenses are created in QuickBooks Online.
Does Plaincount manage vendor disbursement workflows?
Plaincount is focused on pre-QuickBooks invoice review and approval, not broad vendor disbursement workflows.
What approval status can teams track?
Teams can keep visibility into invoices that are pending, flagged, approved, posted, or needing reviewer attention.
Does approval happen before QuickBooks writeback?
Yes. Plaincount is built around human approval before creating approved Bills or Expenses in QuickBooks Online.
Does Plaincount replace QuickBooks Online?
No. Plaincount supports the review and approval step before QuickBooks. QuickBooks remains the accounting system of record.
Stop invoice mistakes before they reach QuickBooks.
Plaincount prepares your invoices, flags duplicates and GST/HST issues, and creates the QuickBooks bill after approval.
First 20 invoices free. No credit card. No contract.