Bill approval before anything posts to your books
Received deliveries become vendor bills that wait for a manager — approve and they post to QuickBooks Online, reject and they never touch your books.
Opero holds every received vendor bill for manager approval, then auto-posts approved bills to QuickBooks Online accounts payable — a spend-control gate for restaurants.
Accounts payable is where money quietly leaks. A delivery gets received in the store, a vendor invoice gets entered, and by the time anyone at the office looks, the bill is already in the books. Opero closes that gap with an approval gate. When you receive a delivery in inventory, Opero creates a vendor bill that starts out awaiting approval — and nothing posts to your accounting until a manager signs off on it.
How the approval gate works
Receiving a delivery in Opero already turns a supplier invoice into a structured vendor bill — the vendor, the line items, and what you paid. With the AP approval workflow on, that bill lands in an "Awaiting approval" state instead of going straight to your books. A manager reviews it, then approves it or rejects it, optionally adding a note to explain why. Either way the decision is recorded against the bill, so you always know who signed off and when.
- ✓Receive a delivery and Opero creates a vendor bill from the invoice.
- ✓The bill starts out awaiting approval — it is not in your accounting yet.
- ✓A manager approves it, or rejects it — optionally with a note.
- ✓Every decision is stamped with who approved or rejected it and when.
Approve once — it posts itself
Approving a bill does more than clear it off a list. When a manager approves, Opero posts the bill to your QuickBooks Online accounts payable automatically — there is no separate "Sync to QuickBooks" click to remember. Rejecting a bill keeps it out of the books entirely. That is the whole point of the gate: the only bills that reach your accountant are the ones a manager has actually reviewed.
The approval gate is a spend-control checkpoint. A received bill sits between receiving and accounting until a manager signs off — so a mis-scanned invoice, a wrong quantity, or a delivery you never agreed to can't post itself into QuickBooks behind your back.
Delegate receiving, keep AP oversight
This is built for the operator who can't be at every receiving door. Store managers close out deliveries where the truck actually arrives, but approval stays with whoever you decide controls spend — a GM, a bookkeeper, an owner at the office. In a multi-location group, receiving happens per site while AP oversight stays central: the office decides what actually posts, without having to be on the floor when the delivery lands.
Built on your QuickBooks Online connection
The approval workflow extends Opero's existing QuickBooks Online integration rather than replacing it. That integration already posts received supplier invoices to QuickBooks Online as itemized vendor bills, with the scanned invoice photo attached. The approval gate simply puts a manager's decision in front of that post: approve and the same one-way, accounts-payable sync fires; reject and it never does. It posts to QuickBooks Online specifically — not QuickBooks Desktop or other accounting systems.
See how Opero posts vendor bills to QuickBooks Online.
About the QuickBooks integrationWhere it fits and what it needs
Automated AP and approval workflows are on the Pro plan and up. The auto-post on approval runs through your QuickBooks Online connection, so a location needs that connection active and needs to be using Opero's inventory receiving — the same flow that turns deliveries into bills. If accounting sync is turned off, approving still works and records the decision; the bill stays approved but unposted until the connection is back on.
- ✓Included on the Pro plan and up — per location, month-to-month.
- ✓Builds on Opero inventory receiving; bills come from received deliveries.
- ✓Auto-posts to QuickBooks Online when your connection is active.
- ✓One-way, accounts-payable only — Opero does not read your books back.
Put a manager between every delivery and your books.
See Pro plan pricingFrequently asked questions
- What happens when I receive a delivery?
- Opero turns the supplier invoice into a vendor bill and puts it in an "Awaiting approval" state. The bill isn't in your accounting yet — it waits for a manager to approve or reject it. Approving posts it to QuickBooks Online; rejecting keeps it out of the books.
- Does approving a bill post it to QuickBooks automatically?
- Yes. When a manager approves a bill, Opero posts it to your QuickBooks Online accounts payable automatically — there is no separate sync step. It posts to QuickBooks Online specifically, using the same one-way, accounts-payable integration Opero already uses for received invoices.
- What happens if a manager rejects a bill?
- A rejected bill stays out of your books. The manager can add a note explaining the rejection, and either way the decision is stamped against the bill with who declined it and when — so you keep an audit trail of what was reviewed.
- Who can approve bills?
- Approval is a manager-level action, gated by role and by the Pro entitlement. Store managers can receive deliveries while approval stays with whoever you decide controls spend — a GM, a bookkeeper, or an owner at the office.
- What plan includes AP approval workflows?
- Automated AP and approval workflows are on the Pro plan and up, priced per location and month-to-month. The auto-post on approval runs through Opero's QuickBooks Online connection, which is included from the Growth plan up.
- Does it work with accounting systems other than QuickBooks Online?
- No. The approval gate posts to QuickBooks Online specifically. It builds on Opero's one-way QuickBooks Online integration and does not post to QuickBooks Desktop or other accounting systems.
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