🌐 Web | 👤 Yokoy admin with Workflow Designer permissions
By default, Yokoy offers standard workflows to manage your invoices. However, you can create custom workflows to determine how invoices are processed in Yokoy.
For example, you can set up approval flows that route invoice documents based on the cost object and invoice amount, escalating to other approvers if the invoice amount exceeds a threshold limit.
🚧 Caution
Changes in workflows apply to new documents only.
If you select a new workflow in the company's general settings, it only applies to new invoices created in Yokoy; existing documents are not affected. Existing invoices are still processed with the previous workflow.
You use nodes to determine the document status, the action to be performed, and any conditions. In other words, the nodes determine the specific business logic you want to perform in your workflow.
Invoice workflows use these nodes:
✏️ Note
Workflows are document type-specific. This means expense workflows can't be used to process invoices and vice versa. You need to set up separate workflows for each document type.
Creating or uploading an invoice workflow
You can create a new workflow from scratch by dragging and dropping the corresponding nodes or use existing workflow as a template.
🚧 Caution
You cannot edit existing workflows as they may be already in use for processing invoice documents. If you want to change the behavior, you need to create a new workflow and then activate it. The new workflow will be used for all new documents from that point.
Activating an invoice workflow in Yokoy
Once you have created and published your custom workflow, you can activate it for a specific legal entity if you have invoice settings permissions.
To do this:
Go to Admin > > Invoice settings, General settings.
In the Approval workflow field, select the workflow you have just created.
Click on Save.
Once you have used a workflow, it appears in the Active workflows tab in the Workflow Designer page.
🚧 Caution
Only one workflow can be enabled for the legal entity at a time.