Workflows in Yokoy
Learn how to set up custom workflows in Yokoy, accelerating expense and invoice approval and simplifying tracking.
By Mailin and 1 other2 authors28 articles
Getting started with the Workflow DesignerCreate custom workflows tailored to your organization's business rules.
Create or upload a workflowBuild your own workflow to determine how expenses and invoices are processed in your organization.
Deleting a workflowRemove unpublished workflows so they can‘t be used for processing invoices and expenses.
Activating a workflowBefore you can use a workflow in your company, you need to activate it.
Status nodes in Yokoy workflowsUse status nodes to indicate your document‘s state.
Workflow templatesNo need to start from scratch when you can use one of these templates for your invoice and expense workflows.
Invoice workflows
Create workflows to route your invoice documents according to your company‘s internal processes.
Creating invoice workflowsWith the Workflow Designer, you can build specific workflows for invoices tailored to your organization’s needs.
Invoice nodesUse these Workflow Designer nodes to customize the invoice business logic for your organization.
Set up a cost object workflow for invoicesBuild a custom workflow to approve invoices based on their cost objects.
Set up a default supplier approval workflowBuild a custom workflow to automatically approve invoices for specific suppliers.
Set up a tag approval workflow for invoicesBuild a workflow for your invoices where approvers are determined by tags.
Set up an approval group for invoicesBuild a workflow where you approve invoices using a group of users that are determined by a specific property in their user profile.
Set up a line manager approval flow for invoicesBuild a workflow for your invoices where the submitter's line manager approves any spending.
Provisional posting (invoices)You can use the provisional posting status node to send invoice data to a third-party system before the invoice is fully approved.
Expense workflows
Manage how your expenses are processed according your company‘s internal policies.
Creating expense workflowsWith the Workflow Designer, you can build specific workflows for expenses tailored to your organization’s needs.
Expense nodesUse these Workflow Designer nodes to customize the expense business logic for your organization.
Set up a cost object workflow for expensesBuild a custom workflow to approve expenses based on their cost objects.
Set up a tag approval workflow for expensesBuild a workflow for your expenses where approvers are determined by tags.
Set up an approval group for expensesBuild a workflow where you approve expenses using a group of users that are determined by a specific property in their user profile.
Set up a line manager approval workflow for expensesBuild a workflow for your expenses where the submitter's line manager approves any spending.
Adjusting expense workflows to allow Finance to edit trips and add expensesTo allow your Finance team to edit trips themselves without having to send the trip back to submitters, you need to adjust your workflow.
Troubleshooting workflows
Issues with your workflow? Find some possible reasons why and solutions.
Troubleshooting workflow errorsUnable to publish your workflow? The Workflow Designer helps you pinpoint potential issues in your workflow.
Why can’t I see the Workflow Designer?Your Yokoy admin needs to enable this feature for you as a user.
Why can‘t I use this workflow node?Some features are restricted to Professional and Enterprise plans.
Why can’t I publish my workflow?The Workflow Designer helps you troubleshoot any issues, identifying nodes that contain an error.
Why can't I view my workflow in the Workflow Designer?Only workflows created with the Workflow Designer can be viewed.
How do I transfer my workflow from test to production?While you’ll still need to adjust some variables in the production system, there’s no need to start from scratch.
How do I test my workflow?No need to process documents to see if your workflow works as intended. Troubleshoot any issues before publishing in the Workflow Designer.