> 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

## 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. **Connect your accounting provider** — Go to the Connections tab in your profile and authenticate with your chosen accounting software (e.g., Xero).
2. **Return to My Workflows** — Your connected provider will now appear as an available option alongside the built-in PDF Maker.
3. **Enable the provider** — Click Enable on the provider you want to use. The system will retrieve your available Contacts and Projects from that provider.
4. **Select Contacts and Projects** — Choose which contacts and projects invoices should be synced to. If you don't see what you need, you may need to create them in your accounting software first, then return to enable the workflow again.

Once enabled, invoices generated through this workflow will automatically sync to your selected contacts and projects in your accounting software.