> For the complete documentation index, see [llms.txt](https://docs.zipwire.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.zipwire.io/zipwire-approve/unboxing-key-concepts/workflows.md).

# Workflows

A **Workflow** describes the approval path for timesheets: how they flow between people, who acts at each step, and what they're authorized to do.

## Workflow Components

A workflow defines:

* **Steps** — Sequential stages in approval (typically: Send → Approve → Process)
* **Actors** — Who performs each step and their capacity (Sender, Approver, Processor)
* **Invoicing Configuration** — How invoices are generated (PDF or accounting provider sync)
* **Rate References** — Which rate plans apply at each step

## How a Workflow Gets Created

There are two ways a workflow comes into existence. Nearly everyone gets the first one without doing anything.

**By invite.** An agency, employer, or client sets you up on an Assignment. This automatically creates a read-only Assignment Workflow for you, already configured with your approver, processor, and rates.

{% content-ref url="/pages/ZMUehiPaoY0BPrJCMVfs" %}
[Assignments](/zipwire-approve/unboxing-key-concepts/assignments.md)
{% endcontent-ref %}

**By sending a timesheet.** If you track time against an activity that isn't linked to any workflow, Zipwire shows you a linking screen when you come to send a timesheet. Alongside your existing workflows, you'll see an option to create a new one. This is mainly for freelancers who want to introduce Zipwire to a boss who isn't using it yet — most senders already have an assigned workflow and will never see this screen.

{% content-ref url="/pages/WUlMiUx1TFRgpJOmEQR5" %}
[Send your first timesheet](/use-cases/for-senders/send-your-first-timesheet.md)
{% endcontent-ref %}

## Assignment Workflows vs. Self-Created Workflows

**Assignment Workflows** (created from Assignments):

* Read-only for senders
* Defined by the workplace/agency
* Tied to an assignment and its billing/rate configuration
* Cannot be modified by senders

**Self-Created Workflows** (personal/freelancer workflows):

* Fully editable by the creator
* Used to define approval paths for personal projects
* Can configure custom rates and invoicing

Though you can't see it, workflow data is written into each timesheet itself so you can delete and change a workflow without it affecting timesheets already in flight.

## Invoice Sync Integration

Workflows can be configured to automatically synchronize invoices to your accounting software. When you enable Invoice Sync for a workflow, generated invoices are sent directly to connected providers like Xero, QuickBooks, or FreeAgent—eliminating manual data entry and keeping your accounting system up to date.

### Setting Up Invoice Sync

To enable Invoice Sync on a workflow:

1. **Open the workflow's Invoicing tab** — In **My workflows**, click the Invoicing column of the workflow, or open the workflow and choose its **Invoicing** tab.
2. **Choose your accounting provider** — Under **How should invoices be made?**, pick your accounting software (e.g., Xero). If it isn't connected yet, press **Connect** and allow access there; you are brought straight back to the tab with it still selected.
3. **Choose what it asks for** — Pick your organisation (if you have more than one), the contact invoices should go to, and whatever else the provider needs, such as a service item. If you don't see what you need, create it in your accounting software first, then come back and choose it.
4. **Save** — Nothing changes until you press **Save** at the bottom of the tab.

Once saved, invoices generated through this workflow will automatically sync to your selected contact in your accounting software. See [Choosing how invoices are made](/zipwire-approve/choosing-how-invoices-are-made.md) for the whole tab.