Some tasks are simple - one person, one action, done. But most accountancy work involves multiple steps, often handled by different people. Workflows help you break complex tasks into manageable pieces.
Create workflow templates once, then apply them to tasks automatically. Everyone knows what needs doing, in what order, and who's responsible.
A workflow template defines a sequence of steps that apply to a type of work. For example, an "Annual Accounts" workflow might include:
Create templates for each type of recurring work in your practice. When a task is created, attach the appropriate workflow and all the steps are ready to track.
Organise workflow steps into logical groups. Groups help structure complex workflows and make progress easier to visualise:
Each group can expand and collapse, keeping the workflow view clean even for complex multi-step processes.
Don't know where to start? AI can help. When you create a new workflow, just provide a name and description - Sodium will suggest a sensible set of steps based on the type of work.
For "Client Onboarding," it might suggest steps like: AML checks, engagement letter, service setup, accounting software connection, and initial meeting. Accept the suggestions as-is, tweak them, or start from scratch - you're in control.
AI suggestions are a starting point, not a straightjacket. Customise workflows to match exactly how your practice operates.
Different steps often require different people. A junior might handle data entry while a manager does the review. Workflow steps can be assigned:
When the workflow is attached to a task, these assignments resolve to actual people based on the client and task context.
As steps are completed, progress is tracked automatically. See at a glance:
Each step records who completed it and when, creating an audit trail of the work done.
Some steps can't start until others are finished. Workflows support dependencies so that:
Dependencies ensure work happens in the right sequence without needing constant supervision.
Workflows are linked to services through recurring tasks. When you set up a service, you specify:
When a client accepts a proposal for that service, the tasks are created and workflows attached automatically. No manual setup required.
The same workflow template can be used across many tasks. "Annual Accounts" applies to every accounts preparation job. "VAT Return" applies to every quarterly VAT task.
When attached to a task, the workflow becomes an instance that can be customised for that specific job if needed - add steps, skip steps, or reassign work without affecting the template.
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