Workflows can only be set up in Corpay One's web app. But once they are set up, workflows work across all platforms.

Workflow lets you and your coworkers automate a wide range of actions in Corpay One - such as appointing approvers, categorizing documents, opting out of payment and much more.

You are free to compose and program exactly the actions you want, and you can create as many workflows as you like.

All workflows consist of two basic components: triggers and actions.

Here we walk through an example of how to create a simple workflow, to explain the basic principles. You can use the same principles to create more advanced workflows that perform more complex actions.

Go to Tools > Workflow in the side menu on the left, and click the Create new workflow button in the upper right corner:

You must now choose whether you want to create the workflow from scratch or start from a template. In this guide we start from scratch:

You must then choose whether you want to create a workflow for documents, for transactions imported from bank statements, or for emails sent to your company's Send & Scan address. In this guide we want to create a workflow for documents:

The workflow tool now opens. This is where the actual workflow setup happens:

In this example we want to send documents above a certain total amount for approval by a specific coworker. We therefore select the trigger Document details > Bill amount and the action Approval > Require approval for our workflow.

You can find all triggers and actions in the overview on the left, where they are organized by category. Click a category to see all the options it contains. To use a trigger or an action in a workflow, simply click + on the trigger or action you want (you can also drag and drop it into the area in the center):

When all the triggers and actions you want have been selected, both of them need to be specified further:

In the trigger we specify that the total amount must be greater than DKK 1,000.

In the action we specify that approval is required from the coworker Rasmus H.

In other words, this workflow means that all invoices* added to Corpay One with a total amount above DKK 1,000 must be approved by the coworker Rasmus H. before they can be synchronized to the ERP system and potentially paid.

* If you want a workflow to apply to receipts as well, you must actively specify this with the trigger Document details > Type. If no document type is specified for a workflow, it will only apply to invoices and credit notes.

When you have selected the triggers and actions you want, click the Save and activate workflow button at the bottom of the workflow tool. If you have not given the workflow a name, you will be asked to do so before you can save it. You can see this in the validation tab on the right:

We choose the name "Total amount above DKK 1,000" for this workflow, so that we can easily recognize it when it is activated by documents in the future.

We finish by clicking Save and activate.

Before you save a workflow, you can test whether it is set up to work as intended by clicking the Test and review button to the left of the Save button. This shows you all existing documents in Corpay One that meet the workflow's triggers, so you can get an impression of what it takes to activate the workflow in the future:

That's it! The workflow is now saved and will be activated by documents that meet its trigger. You can now see the workflow in the workflow overview together with all the other workflows in the company:

The four icons on the right side of a workflow give you a number of options.

When you create workflows in Corpay One, you can choose whether to add a unique or a non-unique approver to the approval flow.

You can adjust the workflow to fit your needs, for example by removing or adding approvers, or by changing the order so that only one approver is required, or so that several people can approve on their own.