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You can create and name Workflows for six different Workflow Types in your Admin Settings.
For example, perhaps you have certain Entities for your Accounts Payable processes and others for your Accounts Receivable processes. Rather than having them all in one “Operations Workflow”, you can create both a “Accounts Payable” and “Accounts Receivable” Workflow. This will allow you to organize your Workflows on a more granular level.
Once this feature is enabled for your team, you will see a new Workflows tab in the Admin Settings. Admins, Sys Admins, and Managers will be able to access this tab by hovering over the gear icon in the bottom left corner and selecting Settings.
Once on the Workflows page, you will see a table with four columns: Workflow Name (1), Workflow Type (2), Workspaces (3), and Workflow Status (4). This is the Manage Workflows tab, where you will manage your Workflows and the Entities that are associated with them. You will no longer need to associate Entities to Workflows from the Entities tab.
1. Workflow Name
Workflow Name is the custom name you set for your workflow. You can name your Workflow anything you like! This allows you to customize your Workflow to your specific circumstances. You can edit a Workflow Name right from this column if needed. Please note you will not be able to use a duplicate Workflow name. To edit a name, hover over the name to make the Edit button appear and then click to edit the name.
2. Workflow Type
The Workflow Type determines the features and functionality that are available for your Workflow. There are six preset Workflow Types in FloQast: Close, Compliance, FP&A, Reporting, Operations, and Payroll Processing.
Close - The Close workflow type for processes around the month end accounting close. This workflow type includes a tab for Reconciliations.
Compliance - The Compliance workflow type replaces manual spreadsheet-based processes with a centralized system for tracking control activities. It supports common use cases like assigning tasks to control owners, managing PBC lists for audits, and tax compliance — with automatic notifications, supporting documentation, and direct auditor access built in. Note that SOX compliance is handled through a separate FloQast solution.
FP&A - The FP&A workflow type gives FP&A teams a dedicated space to track their own processes separately from the accounting team. Common uses include managing accounting systems, collaborating with business partners, and tracking budgeting and forecasting activities — all while keeping teams aware of deadlines and dependencies.
Reporting - The Reporting Workflow is designed to track the steps required to prepare financials, useful for private companies with internal reporting needs, public companies filing with the SEC, or organizations managing bank debt covenants.
Operations - Operations is a Workflow Type designed for all of your operational processes and contains the Checklist, Folders, and Review Notes. You could use this option to create an Accounts Payable Workflow for your AP team. Other potential use cases are for Accounts Receivable, Commissions, Equity, Sales and Use Tax, and countless other options.
Payroll Processing - The Payroll Processing Workflow Type is designed for your Payroll team that actively processes payroll check runs, taxes, etc. While your Payroll Manager will love using this Workflow Type to manage their processes, we recommend keeping your Payroll Reconciliations still within your Close Workflow. The Payroll Processing workflow type contains Folders, Checklist, and Review Notes features.
You can have multiple Workflows with the same Workflow Type. In the example described earlier, you could create two Workflows, both with the Operations Workflow Type, and call one “Accounts Payable” and the other “Accounts Receivable”.
Note: If a workflow is deactivated, or if an entity with Reconciliations is moved to an Ops workflow, replication will continue and notifications will continue to be sent out. Therefore, assignments should be cleared out before deactivating a workflow or moving an entity with Reconciliations to an Ops workflow type.
3. Entities
In the Entities column, you can see which Entities are associated with each Workflow. In addition, you can change which Entities are associated with each Workflow by clicking on the Entities link.
The .GIF below demonstrates how to associate Entities to another Workflow.
4. Workflow Status
Finally, we see the Workflow Status column. This simply indicates whether a Workflow is active or inactive. If you deactivate a Workflow, the Workflow, and the Entities within, will no longer show up in FloQast. However, you can reactivate a Workflow at any time to bring it back. Please note if a Workflow has no Entities associated with it, you will not be able to see that Workflow in FloQast.
Tip! If there are Entities your team no longer uses, you can create a new Workflow named “Archived,” associate your entities to that Workflow, then deactivate that Workflow. After that, you will no longer see those entities in FloQast!
Add Workflow
At the top of the page, you will notice the Add Workflow button. This is how you create new Workflows. After hitting this button, you will be able to name your Workflow and select its Workflow Type, and then optionally associate Entities with it. This process is shown in the .GIF below.
You will now be able to see these new Workflows throughout FloQast, including on the All Workflows dashboard.
Frequently Asked Questions
I added an Entity to a Workflow, and now my Reconciliations are gone! What do I do?
Don’t worry, your Reconciliations are not gone, they’re simply hidden. This is because you assigned this Entity to a Workflow with a Workflow Type that does not contain Reconciliations. Only the Close Workflow Type has Reconciliations, so if you reassign this Entity to a Close Workflow, your Reconciliations will return!
What is the difference between a Workflow and a Workflow Type?
Similar to how both a square and a diamond are parallelograms but are different shapes, we know that Accounts Payable and Accounts Receivable are both Operations Workflows, but are not the same. With this new feature, you can categorize them as distinct Workflows while tying both to an Operations Workflow Type. The Workflow Type determines the features and functionality that are available for a specific Workflow.