Build approval workflows

Last updated: September 10, 2026 · About 4 min read

Approval and event workflows are available on Professional, Ultimate and Enterprise. They help you route expenses, leave, overtime and other requests to the right reviewer automatically.

What workflows can do

Send a request to one or more approvers based on rules you define
Notify stakeholders when status changes
Create tasks or update records when events occur
Send email or SMS notifications where configured (usage charges may apply)

Common workflow examples

Expense over a threshold requires manager approval
Leave requests route to a line manager and HR
New lead assignment based on territory or team
Reminder when an invoice becomes overdue

Create a basic approval workflow

Go to Automation → Workflows (or your workspace equivalent).
Choose New workflow and select a trigger (for example “Expense submitted”).
Add conditions such as amount, department or request type.
Define actions — typically Request approval from a role or user.
Test with a sample record before enabling for the whole team.
Activate the workflow.

Approval routing tips

Start with one clear rule per workflow instead of combining many conditions at once.
Name workflows so administrators know what each one does.
Document who approves what for your team outside Taskploy if needed.
Review workflows after org changes (new managers, departments, etc.).

SMS in workflows