Each project gets a PM and a backup
Approval routing is set up with your team during onboarding, project by project.
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Project managers know what was ordered and delivered on their jobs. Here is what QuickBooks Online’s own bill approvals require, and how Denize routes each bill to the job’s PM instead.
Published October 15, 2026 · Reviewed October 15, 2026
Approve outside QuickBooks. Intuit's own bill approval workflows run inside QuickBooks Online, with each approver added as a user in the company and given the Bill approver role. With Denize, each project has a PM and a backup who approve bills or send them back in Denize, with their own Denize account. Denize users are unlimited, and the company's authorized connection supplies the QuickBooks data.
Project managers know what was ordered and delivered. When the PM confirms a bill before it posts, a wrong job, a wrong cost code or a charge for something that never arrived is caught while it’s still easy to fix, and the job-cost report shows what the job really cost.
Accounting keeps the books. The PM’s job is to say yes or no to the costs on their own projects, with the invoice in front of them.
Intuit’s help describes bill approval workflows as a feature for Bill Pay Elite customers. A bill approval step can have one to seven approvers and up to five layers, approvers approve or deny from Tasks in QuickBooks, and a bill that isn’t reviewed after 30 days is automatically denied (Intuit’s bill approval guide, as of October 2026).
Approvers are set up as users. Admins add them in Manage users with the Bill approver role, which can only approve bills (Intuit’s bill roles guide, as of October 2026). Each QuickBooks Online plan lists a set number of users (Intuit’s pricing page, as of October 2026):
Intuit’s pages don’t say whether Bill approver roles count toward a plan’s user limit, so confirm that with Intuit for your subscription before you plan PM approvals around it.
Approval routing is set up with your team during onboarding, project by project.
AI suggests the coding for every line. AP checks it beside the original document and corrects anything that’s wrong.
Coded bills go to the assigned PM for that project, who approves them or sends them back with a reason.
An invoice that covers another project is uploaded separately for that project, so each PM approves only their own job’s costs.
Supplier invoices create Bills in QuickBooks Online or Intuit Enterprise Suite, with supported PO links preserved and the original attached. Paid receipts create expenses.
Denize does not make payments. Pay approved Bills the way you do today. See how Denize for QuickBooks routes approvals.
Each person signs in with their own Denize account. A company admin invites team members and assigns company, project and action permissions, and those permissions govern what a PM can see and do. PMs don’t need a separate QuickBooks login: the company’s authorized connection provides the accounting data.
AP staff, approvers and field users are not priced per seat. Plans are priced by invoices, with unlimited users: Starting at $199/mo for 100 invoices. See Denize pricing.
No. They approve assigned work in Denize with their own Denize account; an authorized company connection provides the QuickBooks data.
Yes. Each project has a PM and a backup, set up with your team during onboarding.
Yes. Instead of approving it, a PM can send a bill back with a reason.
No. Approval posts the Bill to QuickBooks with the original attached. Denize does not make payments.
Facts about third-party products on this page come from these pages, as of October 2026. Menus and plans change, so check them against your own company’s setup.
Bring a few real bills from one job. We’ll show you the line coding, the PM’s approval in Denize and the Bill it creates in QuickBooks.