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Set up your first workflow

Build the approval that applies to every document, and get the account ready for daily use.

Workflows are what make Corpay One work for you. Without one, someone has to appoint an approver manually on every single document. With one in place, it happens by itself.

This is the last step of the setup, and building one workflow is enough to go live. The rest can wait until you know your own process.

Recommended starting setup

Start with one workflow that catches everything: a fallback workflow that sends every document to two people for approval.

  • It makes sure no document slips through unnoticed while you are still learning the system.

  • A fallback workflow is only triggered if no other workflow is triggered. When you later build more specific workflows, they take over automatically without you changing anything here.

How to do it

  1. Go to Tools > Workflow and click Create new workflow.

  2. Choose to start from scratch, and select the workflow type documents.

  3. Add the action Require approval under Approval and choose the two coworkers who should approve.

  4. Choose unique approver if you want to be sure it is always two different people who approve.

  5. Open the Settings tab on the workflow and mark it as a fallback workflow.

  6. Give the workflow a name and click Save and activate.

💡 Tip: Click Test and review before you save. It shows you which of your existing documents the workflow would have caught.

Remember receipts

⚠️ By default a workflow applies only to invoices and credit notes. If reimbursements and receipts should also be approved by the workflow, add the trigger Type and select receipts.

Once the basics are in place

One fallback workflow is enough to go live. After that, these are the three most companies build next:

  • Amount limits – large documents need approval from more people, or from someone else.

  • Specific vendors – regular vendors go straight to the person who knows them.

  • Documents paid outside Corpay One – for example through Betalingsservice or PBS, where the document must be approved and posted, but not paid.

If you use the same approval order in several workflows, you can create it once as an approval flow and reuse it.

Read more

  • How to create workflows

  • Triggers and actions in workflows

  • How to create an approval flow

  • My workflow was not triggered – find the cause

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