⤵️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.

Assignments

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.

Send your first timesheet

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 for the whole tab.