How to Create a Workflow in Approveit: Step-by-Step Guide

How to Create a Workflow in Approveit: Step-by-Step Guide

How to Create a Workflow in Approveit: Step-by-Step Guide

Apr 11, 2025

How to Create a Workflow in Approveit: Step-by-Step Guide

What Is a Workflow in Approveit?

In today’s fast-paced business environment, optimizing processes is no longer optional — it’s essential. Whether you’re managing purchase approvals, onboarding workflows, or any other recurring task, Approveit offers a powerful no-code workflow automation platform that simplifies and accelerates your operations. In this step-by-step guide, you'll learn how to create a workflow in Approveit using our intuitive workflow builder and unlock the full potential of workflow automation software.

A workflow in Approveit is a structured process that automates how requests move through your organization. It includes defined steps, responsible parties, conditional logic, and smart intake forms that make routing and approvals seamless.

Think of it as the digital version of your business process — but faster, more accurate, and fully automated. From collecting requests to final approvals, each step can be configured in just a few clicks, with no coding required.

Why Use Approveit for Workflow Automation

Approveit is more than just a tool — it’s a complete workflow automation software solution designed for teams that want to move faster and with more confidence.

Key Benefits:

  • No-code workflow automation: Build and launch workflows without developer support.

  • Automated workflow setup: Customize routing, steps, and conditions with ease.

  • Cross-platform approvals: Approve directly in Slack, Microsoft Teams, or via email.

  • Transparency and tracking: Monitor every step of your workflow approval process.

  • Integrations: Connect with Google Workspace, Slack, Jira, and more.

Common Use Cases for Workflow Automation in Approveit

Whether you're a startup or an enterprise, there are countless ways to use Approveit to streamline your operations:

  • Procurement workflows: Automate purchase order and vendor approvals.

  • HR workflows: Streamline onboarding and offboarding.

  • Finance workflows: Manage budget approvals and expense reporting.

  • IT and security: Set up access requests and software approvals.

  • Marketing workflows: Coordinate campaign approvals, creative requests, and content scheduling.

  • Sales workflows: Automate deal desk approvals, custom discount requests, and CRM updates.

  • Legal workflows: Route contracts for review and approval with proper documentation.

  • Time-off requests: Handle leave approvals with visibility into team availability.

  • Compliance and audits: Ensure critical steps are tracked and documented automatically.

  • Facilities management: Approve maintenance requests, office supply needs, and asset tracking.

By using Approveit workflows, you remove bottlenecks and manual follow-ups, improving efficiency and reducing risk.

How to Create a Workflow in Approveit

Ready to get started? Follow these steps to create workflow Approveit style.

To create your approval workflow, you need to go to the “Workflow” tab in the left-side menu and click the “New workflow” button that appears on your screen.

Approveit dashboard showing active workflows list and ‘New workflow’ button for easy approval process setup.

Next, you’ll be asked to choose the approval form template that suits your use case. Select the use-case. For example, select Accounts payableBill approval.

Add external data source. Activate the option of adding external data source for an action outside of Approveit to trigger an approval request.

Approveit Bill Approval workflow builder with form customization, approver settings, and external data source option

Choose external data source. You can use Zapier or Apporveit API to trigger an approval request when a particular event happens outside of Approval.

Approveit integration options popup for external data sources, including Zapier and Approveit API

Click Edit form fields. Specify the approval form that requestors will be filling to create an approval request.

Approveit Bill Approval form setup with highlighted option to edit form fields and configure approval workflow

Mandatory fields can not be deleted. There are some fields that are mandatory and therefore can not be deleted, but can be reordered.

Approveit form builder interface for Bill Approval with customizable input fields and drag-and-drop elements

Additional fields. Additional fields can be added by selecting the needed field from the right panel.

Approveit form builder with line items table, file upload, and drag-and-drop field options for Bill Approval

Specify the name of the field. Once the field is added, the field has to be named.

Approveit form builder with ‘Single Select’ field labeled Expense, allowing custom dropdown options for Bill Approval

Add the options. Add the options that will be available for a requestor to specify.

Approveit Bill Approval form with ‘Expense type’ dropdown field setup including options like Fixed and Operating

Working with dynamic fields. Add a field that should appear only if a particular option is selected on the previous steps (dynamic field). For example, let’s add the text Single-line field that should appear only if the Expense type is Fixed.

Approveit form editor showing ‘Expense type’ dropdown with options Operating and Fixed in Bill Approval workflow

Click on the Dynamic field sign.

Approveit form builder with dynamic visibility settings for required single-line text field in Bill Approval workflow

Specify the conditions when the field should appear.

Approveit dynamic field display settings popup with option to add conditional logic for form field visibility

Specify the conditions when a field should appear.

Approveit condition builder for dynamic field display using form fields like Expense type and Currency

Click on Done. Save the created form.

Approveit completed Bill Approval form with required fields including Expense type and Comments, ready to save

Want to learn more? Explore our Smart Intake Forms Guide to build even more powerful Approveit workflows.

Click on Add approvers. To specify the approval flow, click Add approvers.

Approveit Bill Approval form editor with highlighted section to add approvers for request approval workflow

Rename the first approval step

Approveit Manager approval step configuration with approver selection, button labels, and optional conditions setup

Specify the approvers for the first step.

Approveit Manager approval step with highlighted ‘Add approver’ option for assigning users to the workflow stage.

Add one more approval step.

Approveit Manager approval step configured with requestor’s manager as approver and ‘First to respond’ completion type

Name the second step. Type “Finance approval,” for example.

Approveit Finance approval step setup with user-based approver selection and customizable completion and button settings

Specify approvers for the second step.

Approveit Finance approval step with ‘Add approver’ option highlighted for assigning users to the approval stage

Add the third approval step.

Approveit Finance approval step with Lucille Blick assigned as approver and option to add more approvers

Name the third step.

Approveit CFO approval step setup with user-based approver selection and customizable action buttons and conditions

Turn on conditions for the third step. If the Conditions are activated for the step, then the step runs only if the Conditions are met.

Approveit CFO approval step with conditions enabled to trigger step only if specific criteria are met

Specify the conditions.

Approveit CFO approval step with condition setup based on total amount of products or services submitted

Specify the approvers for the third step.

Approveit CFO approval step with conditional rule based on total amount and approver selection in progress.

Click on Show Flow. To view the approval flow, click Show Flow.

Approveit CFO approval step with condition triggered for totals over 10,000 and Keith Russel set as approver.

Click on Done. Save the approval flow by clicking Done.

Approveit Bill Approval workflow overview with Manager, Finance, and conditional CFO approval steps listed

Want to learn more? Explore our Conditional Logic Guide to build even more powerful Approveit workflows.

Click Settings.

Approveit Bill Approval form with multiple approvers and highlighted Settings option for form configuration

Rename the workflow stage and activate the needed options.

Approveit Bill Approval form settings panel with notification options via Email and Slack, and additional approval rules.

Activate post-approval integration. To activate a post-approval action (like sending an email upon approval or creating a row in a specified table in Google Sheets) click ‘Send requests data to’.

Approveit Bill Approval form builder with active approvers and highlighted option to send request data

Click on Send requests data to

Approveit integration options for sending request data via Email, Zapier, or Approveit API

Click on Workflow Settings.

Approveit workflow builder interface showing the ‘Bill Approval form’ with settings options and integration setup

Add labels for the workflow.

Dropdown menu under ‘Label’ field in Approveit form settings, showing options such as Sales, KC, HR, XERO, and Finance

Click on Access. Limit access to specific team members.

Approveit workflow builder interface showing ‘Bill Approval form’ with options to edit form fields, edit approvers, change settings, and a highlighted ‘Access’ button at the top

Congrats! You've just created an automated workflow that will save your team hours every week.

💡 Tips for Optimizing Your Business Process Automation

To get the most out of Approveit’s business process automation capabilities, consider the following best practices:

  • Use smart conditions: Automate routing based on field values.

  • Start simple: Launch with a core process and iterate.

  • Leverage integrations: Connect tools your team already uses.

  • Regularly review workflows: Optimize steps based on performance.

  • Train your team: Ensure everyone understands how to use the system effectively.

With Approveit’s intuitive workflow builder, you don’t need to write a single line of code to streamline your operations. Whether you’re setting up procurement approvals or onboarding sequences, our platform empowers you to take full control of your processes with no-code workflow automation.

Get started today and take the first step toward scalable team workflow automation.

If you have any additional questions, contact us right away.