AdemeroHelp

Export approved invoices to QuickBooks or Sage

The moment an invoice clears its final approval, it's posted as a bill in your accounting system — a Movement on Process trigger and one of the accounting export actions, with the status field and Export Queue that tell you whether each post succeeded.

AdministratorsContent Central 7.8+45 minutesVerified 2026-09-05

Before you begin

  • Your administrator has connected the accounting integration (QuickBooks Online, QuickBooks Desktop, Sage 50, Sage 50 Canada, Workday, or Epicor)
  • The invoice document type has fields for vendor, invoice number, date, amount, and account or GL code, and an approval process

When you're done, every invoice that receives its final approval is posted to your accounting system as a bill, with the vendor, number, date, amount, and account taken from the document's fields — and a status field on the invoice tells you it worked.

The planDocument type scope
  1. Trigger
    1. Approval Processes › Movement on ProcessApproval Process: your invoice process · Process Evaluation: Approval by Final Member
  2. Action
    1. QuickBooks Online - Export Single-Expense Account-Based BillIntegration Connection · field mappings for vendor, bill number, date, amount, account · Export Status Field
  3. Rule
    1. "Final approval → post bill to accounting", enabled

Pick the action for your system

The action Type: list contains one entry per accounting target and bill shape. Single-expense posts the invoice total to one account; multi-expense posts line items to several.

Your systemAction
QuickBooks OnlineQuickBooks Online - Export Single-Expense Account-Based Bill or …Multi-Expense…
QuickBooks DesktopQuickBooks Desktop - Export Single-Expense Account-Based Bill, …Multi-Expense…, or the …Check variants
Sage 50 / Sage 50 CanadaSage 50 - Export Single-Expense Account-Based Bill (and Canada / Multi-Expense variants)
WorkdayWorkday - Export Single-Expense Account-Based Object or …Multi-Expense…
EpicorEpicor - Export Multi-Expense Account-Based Object

If the action's form says There are no available QuickBooks Online integrations. (or the equivalent for your system), the connection hasn't been set up — that's an administrator task done before this recipe, outside the workflow area.

Build the trigger

  1. Go to Administration > Catalogs & Document Types, pick the Catalog and the invoice Document Type, click the Workflow tile, then Triggers > New Trigger.

  1. Type: Approval Processes and Movement on Process. Trigger Name: Invoice fully approved.

  1. Approval-Process Evaluation: Single Approval Process; Approval Process: the invoice process. Process Evaluation: Approval by Final Member.

  1. Click Save.

Build the action

  1. Click Actions > New Action. Type: the action from the table. Action Name: Post bill to QuickBooks Online.

  1. Choose the Integration Connection:.

  1. Map each accounting field to a document field. The single-expense bill form asks for the vendor, Bill Number, Bill Date, Amount, and the Account (or GL Code) Field; optional entries such as memo, due date, class, and customer can be left blank.

  1. Use for duplicate detection — tick it on the fields that identify a bill uniquely (vendor plus bill number is the usual pair). When every ticked value on a document matches a bill already in accounting, the export is skipped as a duplicate instead of posting twice.

  1. Export Status Field (Optional): pick a numeric field on the document type created for this. After each attempt it holds 1 for success, 2 for failure, or 3 for duplicate detected; blank or 0 means not run. Add such a field before you build the action — it turns "did it post?" into a searchable value.

  1. Click Save.

Wire the rule

  1. Click Rules > New Rule. Rule Name: Final approval → post bill to accounting.

  1. Add Trigger: Invoice fully approved. Add Action: Post bill to QuickBooks Online. Apply.

Test it

  1. Run one small test invoice through approval to completion.

  1. Open the invoice's properties and read the export status field; then open the bill list in your accounting system.

What you should see: status 1 and the bill in accounting with the mapped values. Status 2 means the post failed — open the Export Queue card on the Workflow page, which lists queued integration exports awaiting retry and any that have permanently failed; Export History lists the ones that completed. Status 3 means a matching bill already existed.

Variations

Want this insteadChange this
Post line items to different accountsThe Multi-Expense action, mapping the line-item fields
Post at approval start for accrual, not completionProcess Evaluation: New Arrival on Process
Post only invoices over a thresholdAdd a second trigger under Use Multiple Triggers, AND: Content Query › by Field Value(s) on the amount with Field-Match Type: Range
Also file and notifyAdd Content - Move to Folder and Send E-mail to the same rule (recipe)
Your system isn't listedExport a file another system imports: Drop approved documents into a folder for another system
Re-post a failed invoiceFix the field values, clear the status field, and restart the approval — or use the Export Queue's retry