🌐 Web | 👤 Yokoy admin with Workflow Designer permissions
By default, Yokoy offers standard workflows to manage your expenses. However, you can create custom workflows to determine how expenses are processed in Yokoy.
For example, you can set up approval flows that route expenses based on the cost object and amount, escalating to other approvers if the expense 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 expenses created in Yokoy; existing documents are not affected. Existing expenses 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.
Expense 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 expense 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 expense documents. If you want to change the behaviour, 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 expense workflow in Yokoy
Once you have created and published your custom workflow, it needs to be activated for your company. To do this, you need to reach out to Yokoy support by opening a support ticket.
Once the workflow has been activated for your company, 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.