Workflow Templates

Workflow templates define step-by-step processes that your practice follows. They standardise work and ensure nothing is missed.

What is a Workflow?

A workflow is a sequence of steps that must be completed for a specific process. Examples:

Workflow	Steps
Year-End Close	Request TB → Review → Adjustments → Draft AFS → Partner review → Client approval → File
New Entity Setup	Create entity → Add directors → Set up compliance → Create engagements → Assign AM
Monthly VAT	Request info → Capture transactions → Reconcile → Prepare VAT201 → Review → File
Client Onboarding	FICA checks → Engagement letter → Initial assessment → Import data → Set up compliance

Creating a Template

1. Navigate to Settings → Workflow Templates (Principal access required)
2. Click + New Template
3. Enter:

Field	Description
Template Name	Descriptive name
Category	Tax, Accounting, Compliance, Admin, Onboarding
Description	What this workflow is for

4. Add steps:

   • Step Name — what needs to be done
   • Assigned Role — who does this (by role, not individual)
   • Due Offset — days after workflow start (e.g. +3 days)
   • Dependencies — which prior steps must complete first
   • Checklist — sub-items within the step

5. Click Save Template

Template Variables

Templates can reference entity and obligation data:

Variable	Inserts
{{entity_name}}	Entity name
{{year_end}}	Financial year-end
{{due_date}}	Obligation due date
{{account_manager}}	Assigned AM

Managing Templates

Action	Description
Edit	Modify steps and assignments
Duplicate	Copy for a variation
Archive	Deactivate
Delete	Remove permanently