Zohoo Books Invoice Workflow

Created by Tadiwanashe Muhwati, Modified on Wed, 20 Aug at 4:48 PM by Tadiwanashe Muhwati

A workflow is an automated set of actions triggered when certain conditions are met within a module like invoices, or expenses. Workflow automations improve efficiency by reducing manual work and ensuring consistent processes such as approvals, status updates, and notifications.

Step 1

Go to Settings

Click the gear icon in the top-right corner of the screen.
This opens the Settings menu.

Step 2

Add Workflow Automation

Navigate to: Automation > Workflow Rules
Click “+ New Workflow Rule”
Choose Module: Select Invoice
N.B This helps automate reviews for large invoices, overdue alerts, or approval processes.

Step 3

Edit Workflow Details

Select Workflow Type: Event Based
Select Action Type: Created or Edited
Execute the workflow when: Any field is updated
Execute when the record is: Edited for the first time
Click Next

Step 4

Add Immediate Action and Set Criteria

Click Edit under IMMEDIATE ACTIONS
Link the workflow to the invoice web-hook or other relevant action

N.B At this stage, at least two criteria are recommended. You may use any combination of fields, even those unrelated to "invoice #" or "reference".

Example Criteria

Invoice Total <> is not empty <> Placeholder
Customer Name <> is not empty <> Placeholder
This setup could automatically trigger an approval or email notification for large invoices.

Click SAVE