---
title: "How-to: invoice approval workflow"
slug: "webbased-workflow-designer-invoice-approval-howto"
tags: ["#version  Cloud", "How-to", "Workflow"]
updated: 2026-06-08T12:57:52Z
published: 2026-06-08T12:57:52Z
canonical: "knowledgecenter.docuware.com/webbased-workflow-designer-invoice-approval-howto"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledgecenter.docuware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How-to: invoice approval workflow

Incoming invoices are quickly and accurately processed with a document-based approval workflow.

Here is a basic example how an invoice approval workflow could work:

- **Workflow is triggered:**A new invoice is stored in a DocuWare file cabinet. A new workflow for approval or rejection is executed.
  - Workflow steps: [Create a new workflow](/help/docs/webbased-workflow-designer-invoice-approval-howto#create-a-new-workflow) + [Set start activity](/help/docs/webbased-workflow-designer-invoice-approval-howto#set-start-activity)
- **The invoice is routed depending on the amount:**An amount above a threshold, for example 10,000, leads to the head of department. An amount equal or below a threshold leads to the team level.
  - Workflow step: [Set a condition](/help/docs/webbased-workflow-designer-invoice-approval-howto#get-invoice-amount-checked)
- **Invoice is checked and approved or rejected:**The head of department or team leads approve or reject the invoice. Depending on the decision the invoices trigger another workflow, for example, all approved invoices move on to a payment workflow.
  - Workflow step: [Add tasks for approval or rejection](/help/docs/webbased-workflow-designer-invoice-approval-howto#add-task-for-user-group-1)
  - Workflow step: [Connect the workflow activities](/help/docs/webbased-workflow-designer-invoice-approval-howto#connect-the-workflow-actions)

> [!NOTE]
> Configuration overview
> 
> You see here all actions needed for a basic invoice approval workflow. Learn how to configure the workflow with the DocuWare Web based Workflow Designer.
> 
> ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Workflow%20overall%201.PNG)

## Create a new workflow

1. Go to **DocuWare Configurations > Collaboration**.
2. In the **Workflow Designer****section*,*open the [Workflow Designer dashboard](/help/docs/webbased-workflow-designer-dashboard).
3. Click **New Workflow**.
4. Select the file cabinet in which the incoming invoices are stored.
5. Add a name for the workflow configuration. This name is visibile to the users in the Web Client.
6. Confirm with **Create** to bring up the [Workflow Designer canvas](/help/docs/webbased-workflow-designer-canvas-tools).

## **Set start activity**

> [!NOTE]
> You are now configuring the start activity
> 
> In this step you will define the red marked section - the start activity.
> 
> ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Workflow%20overall%201a.png)

The **Start** activity is provided automatically when you create a new workflow. You do not need to add it manually.

The controller permission and the trigger are both required:

1. **Permissions**: A workflow requires a DocuWare user which acts as workflow controller. The workflow controller may handle workflow errors or stop and restart the workflow, among others.

Select a workflow controller and click **Authorize**.
2. **Trigger**: For this workflow configuraiton, select the trigger **Document event > Type > New document****as shown below in the screenshot. For more information about trigger, read the article [Triggering a workflow](/help/docs/webbased-workflow-designer-trigger).** ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(341).png)
3. **Trigger conditions**: To define the type of document to be procecessed in the workflow click **Set trigger requirements**.

Enter two conditions:

![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(342).png)

*Set these two trigger conditions for new invoices*
  1. The first condition ensures that all new stored documents are taken into account for the workflow:
    - System Index Field “Document ID”
    - Operator IS NOT EMPTY
  2. The second condition ensures that only those new documents will be processed, which are tagged as an invoice:
    - Index field “Document type”
    - Operator is “Equal”
    - Fixed value is “Invoice”
4. Click **Done***.*

## Route invoice with a condition

> [!NOTE]
> You are now configuring the condition action
> 
> In this step you will define the red marked section - the condition, which routes the invoices to the appropriate users.
> 
> ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Workflow%20overall%202.png)

To route the invoices to the appropriate user or role in the company, use an action of the type [Condition](/help/docs/webbased-workflow-designer-conditions).

Invoices with an amount higher than 10.000 are routed automatically to the head of department, all other invoices to the team lead.

1. Condition: Add an activity of the type **Condition***.*
2. True output:****Define the rule for the “True” output of the condition:
  - Index Field: “Amount”
  - Operator “Greater Than”
  - Fixed Value “10000”
3. False output: Set the rule for the “False” output of the condition:
  - Index Field: “Amount”
  - Operator “Less Than Or Equal”
  - Fixed Value “10000”
4. Name outputs: Go to **Condition > Outputs** to change the default “True” and “False” outputs to more meaningful terms, as for example **>10.000.** Renaming is not required but is makes the configuration easier to track. You may also restyle the colors of the outputs. ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(345).png) ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(344).png)
5. Proceed with****Next > No error handling > Done.**

## Add task for user group 1

> [!NOTE]
> You are now configuring the task for the first user group
> 
> In this step you will define the red marked section. It is the task that the head of department level has to complete. ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Workflow%20overall%203.png)

The invoice approval workflow requires two tasks depending on the amount of the invoice. The incoming invoices are routed to different users or user groups, which both can approve and reject.

To mirror this in the workflow you need two tasks.

- **One task**is for the decision maker who approve or reject the**high sum invoices >10.000.**
- **The second task** is for the decision maker who approve or reject the **low sum invoices** **<10.000.**

Create the task for the high sum inovices first.

1. Add a **Task.** In the next steps you will walk through the sections **Method - Decision - Data - Behavior**.
2. Choose **Method > Dialog > Next**.
3. In the next steps you will create two decisions, one for approval and one for reject. Click****Add first decision**.
4. Type “Approve” as **Decision title**and select a color optionally. The title is shown in the Web Client. The color is only visibile in the Workflow Designer as box color and connector line color: ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(349).png)
5. Switch to the tab **Decision > Dialog**to specify the fields for the task in the Web Client.
6. Add an integer field to show the invoice amount.

Integer field settings:
  1. Field type: Integer
  2. Field label: Amount
  3. Predefined type: Document Index
  4. Predefined source: Amount ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(347).png)
7. Optionally add a text field for comments and remarks:

**Text field settings**:
  1. Field type > Text
  2. Field label > Comment
  3. Leave **Field is required** unchecked to keep the field optional. ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(348).png)
8. Go to the tab **Data Assignment**. Here, you may define index data changes for the invoice which will be applied after the decision is made. Change the status field to “Approved.” The changed index data can trigger a another workflow - for example, to pay the invoice.
9. Click****Add first assignment**

![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(352).png)You have finished the first decision for approval now. Click**Done****to return the the *Decision* tab.**
  - Destination type > Document index
  - Destination entry > Status - These are the index fields of the file cabinet
  - Source type > Fixed value
  - Source entry: **Approved**
10. Create the second decision for the rejection. Click****Add next decision.** ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(350).png)
11. Proceed similarly to the first decision. Type “Reject” as **Decision title** and select optionally a color.
12. Create an integer field for the amount of the invoice:

**Integer field settings:**
  - Field type: Integer
  - Field label: Amount
  - Predefined type: Document Index
  - Predefined source: Amount
13. Add a text field so that people enter a reason for the rejection. Make the text field required this time. **Text field settings:**
  - Field label: Reason
  - Activate *Field is required*

![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(351).png)
14. **Data Assignment**: Go to the tab **Data Assignment.** Here, you define index data changes for the invoice after the decision is made. Change the status field to “rejected.” As with approval, a separate workflow can also be defined for rejection—depending on the needs of your company.
15. Click****Add first assignment**

- **Destination type > Document index**
- **Destination entry > Status**
- **Source type > Fixed value**
- **Source entry: Rejected**
- **Done**

1. **Behavior**: In the tab **Behavior** you may configure notifications, which are sent to the users to [notify or remind](/help/docs/webbased-workflow-designer-error-interruptions-handling) them to accomplish a task. In this example, there is no notification used, as it is a basic workflow.
2. **Decision maker**: A decision maker is the user who accomplishes the task in the Web Client.

Click on **Decision makers****in the task dialog and **Choose users or roles.**

![Decision-making options for task assignments, highlighting users and roles selection.](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Decision maker.PNG)

## Add task for user group 2

> [!NOTE]
> You are here
> 
> In this step you will define the red marked section. It is the task for the second user group.
> 
> ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/Workflow%20overall%204.png)

The invoice approval workflow requires two tasks depending on the amount of the invoice. The incoming invoices are routed to different user groups, which both can approve and reject.

To mirror this in the workflow you need two tasks.

- One task is for the decision maker who approve or reject the high sum invoices >10.000.
- The second task is for the decision maker who approve or reject the low sume invoices <10.000.

Now you create the second task for the low sum inovices. This takes fewer steps than the first task.

1. **Duplicate** the task you have created in the previous step: ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(354).png)
2. Then, change the decision maker from head of department to the team lead role.

Optionally you can switch the color and the name of the task.

## Connect the workflow actions

Finally, connect the workflow actions. Grab the output ports and drag the connectors to the input ports.

See [How to connect workflow activities](/help/docs/webbased-workflow-designer-connect-activities) in detail.

## Supported versions: DocuWare Cloud + 7.14

## Related

- [Triggering a workflow](/webbased-workflow-designer-trigger.md)
- [Creating tasks for decision makers](/webbased-workflow-designer-tasks.md)
- [How to connect workflow activities](/webbased-workflow-designer-connect-activities.md)