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Workflow templates

No need to start from scratch when you can use one of these templates for your invoice and expense workflows.

M
Written by Mailin
Updated over 2 months ago

🏢 Professional and Enterprise plan

Certain templates are restricted to Yokoy Professional or Enterprise plans. Your company must have one of these plans to use them to build your workflow.

To make it easier to build workflows, you can use one of ready-to-use templates to start building workflows straight away. Yokoy offers a number of templates for invoices and for expenses. These templates are available in the canvas.

To do this:

  1. Click the templates icon

  2. Select a template.

  3. Click Apply.

This loads the workflow with all the nodes and paths in the canvas. You can then modify it to requirements or simply click Publish to start testing it in your organization.

Invoice workflow templates

Invoice workflow templates let you perform common tasks such as cost object approval, line manager approval, or tag approval.

The invoice workflow templates available are:

  1. Cost object approval flow: Yokoy’s most used approval flow. It routes invoice documents to the cost object owner. It escalates approval further if the approval threshold is surpassed if the user selects Escalate to parent cost object in the approval node.

  2. Line manager approval flow: It routes invoices to the submitter’s line manager. It escalates up the approval chain based on the approval limit of the invoice approver.

  3. Approval groups (Enterprise only): It routes invoices to approvers of a specifically defined group. You can adapt the properties of the template according to your organization’s requirements.

  4. Supplier-based approval flow: It routes invoices to the supplier’s default approver, specified in the supplier master data.

  5. Tag approval flow: It routes invoices to tag approvers. If multiple tag approvers are assigned, any of the approvers can approve and end the approval chain.

  6. SAP approval flow (Enterprise only): SAP-specific approval flow. It routes invoices to approvers stated in the Z table object. Invoice goes through several layers of approvals and authorization.

Expense workflow templates

Rather than using the Yokoy pre-defined approval strategies (cost object approval or line manager approval), these templates give you greater flexibility over the approval flow. You can use an expense workflow template and customize the flow with additional steps/actions for your organization.

The expense workflow templates available are:

  1. Cost object approval flow: Yokoy’s standard most used approval flow. It routes expense documents to the cost object owner.

  2. Line manager approval flow: It routes expenses to the submitter’s line manager. It escalates expenses up the approval chain based on the approval limit of the expense approver.

  3. Tag approval (Professional & Enterprise): It routes expenses to tag approvers. If multiple tag approvers are assigned, any of the approvers can approve and end the approval chain.

  4. Approval groups (Enterprise only): It routes expenses to approvers of a specifically defined group. You can adapt the properties of the template according to your organization’s requirements.

  5. Cost object line manager(Enterprise only): It is combination of a cost object and line manager flow. First expenses are routed to the cost object, and subsequently, to the line manager.

  6. Cost object approval groups (Enterprise only): It is combination of a cost object and approval groups flow. First expenses are routed to the cost object, and subsequently, to the approval group.

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