Document Workflows

Document Workflows

What Are Workflows?

A document workflow links multiple documents together into a sequential chain. For example: Proposal → Contract → Invoice → Receipt. All documents in a workflow share a workflow group ID and are displayed together as a connected sequence.

Creating a Workflow

When creating a document, you can add workflow steps to define what comes before or after it. You can also link documents by using Generate Invoice or Convert from an existing document — these automatically add the new document to the workflow chain.

Workflow Rules

• Receipt placement — Receipts can only appear after an invoice in the workflow. You cannot place a receipt before an invoice.
• Sequential progression — Documents in a workflow are numbered by position (1, 2, 3…). Each document links to the next via a “next document” reference.
• Data synchronisation — When you send a document, the system automatically syncs shared data (recipient, currency, line items, payment terms, tags) to all subsequent documents in the chain.

Workflow Locking

Once any document in the workflow reaches Signed, Paid, Void, or Cancelled status, the entire workflow becomes locked. When locked:

• No documents in the workflow can be edited (this prevents inconsistencies between linked documents).
• You can still record payments and add comments, but content changes are blocked.

Action Requirements

For a document in a workflow to accept actions (signing, payments), the following must be true:

• The document itself is not in Draft, Void, or Cancelled status.
• All preceding documents in the workflow have been completed (signed or paid).
• No preceding document has declined signatures or been voided.

If a document is blocked, the system explains which prior document is holding up progress.

Workflow Failure

If any document in a workflow is voided or cancelled, the entire workflow is considered failed. Subsequent documents cannot accept any further actions, and the system indicates which document caused the failure.