Workflow templates

Start from a ready workflow. Make it yours.

Leave, expenses, purchases, maintenance, helpdesk tickets and more. Each template comes with its fields, states and steps, plus sample records, so your team can walk through it before your own work goes in.

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24 templates

Leave Request

Submit, approve and track time off.

Workflow

Leave Request workflow Starts at Draft. From Draft, Submit moves it to Pending Approval and Cancel moves it to Cancelled. From Pending Approval, Approve moves it to Approved, Reject moves it to Rejected and Cancel moves it to Cancelled. SubmitApproveRejectCancelCancel DraftPending ApprovalApprovedRejectedCancelled

Fields

  • Employee
  • Leave Type
  • From
  • To
  • Days
  • Reason
  • Attachment
  • Rejection Reason

6 sample records included

Expense Claim

Receipts, amounts and one approver.

Workflow

Expense Claim workflow Starts at Draft. From Draft, Submit moves it to Submitted. From Submitted, Approve moves it to Approved and Reject moves it to Rejected. From Approved, Mark Paid moves it to Paid. SubmitApproveRejectMark Paid DraftSubmittedApprovedPaidRejected

Fields

  • Claimant
  • Category
  • Merchant
  • Amount
  • Expense Date
  • Receipt
  • Notes
  • Rejection Reason

6 sample records included

New Hire Onboarding

Everything a joiner needs, ready before day one.

Workflow

New Hire Onboarding workflow Starts at Preparing. From Preparing, Mark Ready moves it to Ready for Day One. From Ready for Day One, Start Onboarding moves it to Onboarding. From Onboarding, Complete moves it to Completed. Mark ReadyStart OnboardingComplete PreparingReady for Day OneOnboardingCompleted

Fields

  • New Hire
  • Position
  • Department
  • Start Date
  • Buddy
  • Laptop Ready
  • Accounts Created
  • Notes

6 sample records included

Purchase Request

Items, vendor and budget sign-off.

Workflow

Purchase Request workflow Starts at Draft. From Draft, Submit moves it to Pending Approval. From Pending Approval, Approve moves it to Approved and Reject moves it to Rejected. From Approved, Place Order moves it to Ordered. From Ordered, Mark Received moves it to Received. SubmitApproveRejectPlace OrderMark Received DraftPending ApprovalApprovedOrderedReceivedRejected

Fields

  • Requested By
  • Item
  • Vendor
  • Quantity
  • Estimated Cost
  • Needed By
  • Justification
  • Rejection Reason

6 sample records included

Maintenance Work Order

Report a fault, assign it and close it out.

Workflow

Maintenance Work Order workflow Starts at Open. From Open, Start Work moves it to In Progress. From In Progress, Put On Hold moves it to On Hold and Complete moves it to Completed. From On Hold, Resume moves it to In Progress. Start WorkPut On HoldResumeComplete OpenIn ProgressOn HoldCompleted

Fields

  • Asset
  • Location
  • Issue
  • Priority
  • Technician
  • Due Date
  • Photo
  • Resolution

6 sample records included

Incident Report

Record what happened and what was done about it.

Workflow

Incident Report workflow Starts at Reported. From Reported, Investigate moves it to Investigating. From Investigating, Record Action moves it to Action Taken. From Action Taken, Close moves it to Closed. InvestigateRecord ActionClose ReportedInvestigatingAction TakenClosed

Fields

  • Reported By
  • Incident Date
  • Location
  • Severity
  • Description
  • Photo
  • Corrective Action

6 sample records included

Sales Lead

From first contact to proposal.

Workflow

Sales Lead workflow Starts at New. From New, Contact moves it to Contacted. From Contacted, Qualify moves it to Qualified and Mark Lost moves it to Lost. From Qualified, Send Proposal moves it to Proposal Sent. From Proposal Sent, Mark Won moves it to Won and Mark Lost moves it to Lost. ContactQualifySend ProposalMark WonMark LostMark Lost NewContactedQualifiedProposal SentWonLost

Fields

  • Company
  • Contact Person
  • Email
  • Phone
  • Source
  • Deal Value
  • Next Follow-up
  • Notes

6 sample records included

Quotation

Draft a quote, get it approved, send it.

Workflow

Quotation workflow Starts at Draft. From Draft, Submit moves it to Pending Approval. From Pending Approval, Approve moves it to Approved and Reject moves it to Rejected. From Approved, Send moves it to Sent to Customer. From Sent to Customer, Mark Accepted moves it to Accepted. SubmitApproveRejectSendMark Accepted DraftPending ApprovalApprovedSent to CustomerAcceptedRejected

Fields

  • Customer
  • Quote Number
  • Amount
  • Discount Percent
  • Valid Until
  • Scope
  • Rejection Reason

6 sample records included

Helpdesk Ticket

Log an IT problem and see it through to resolved.

Workflow

Helpdesk Ticket workflow Starts at New. From New, Start moves it to In Progress. From In Progress, Ask Requester moves it to Waiting on Requester and Resolve moves it to Resolved. From Waiting on Requester, Requester Replied moves it to In Progress. From Resolved, Close moves it to Closed. StartAsk RequesterRequester RepliedResolveClose NewIn ProgressWaiting on RequesterResolvedClosed

Fields

  • Requester
  • Subject
  • Category
  • Priority
  • Description
  • Screenshot
  • Resolution

6 sample records included

Access Request

Ask for a system, get it approved and granted.

Workflow

Access Request workflow Starts at Requested. From Requested, Approve moves it to Approved and Reject moves it to Rejected. From Approved, Grant moves it to Granted. ApproveGrantReject RequestedApprovedGrantedRejected

Fields

  • Requested For
  • System
  • Access Level
  • Reason
  • Needed By
  • Rejection Reason

6 sample records included

Invoice Approval

Supplier invoices from received to paid.

Workflow

Invoice Approval workflow Starts at Received. From Received, Submit for Approval moves it to Pending Approval. From Pending Approval, Approve moves it to Approved and Reject moves it to Rejected. From Approved, Mark Paid moves it to Paid. Submit for ApprovalApproveRejectMark Paid ReceivedPending ApprovalApprovedPaidRejected

Fields

  • Vendor
  • Invoice Number
  • Amount
  • Invoice Date
  • Due Date
  • Invoice File
  • Rejection Reason

6 sample records included

Vendor Registration

Check a new supplier before you buy from them.

Workflow

Vendor Registration workflow Starts at Submitted. From Submitted, Review moves it to Under Review. From Under Review, Approve moves it to Approved and Reject moves it to Rejected. ReviewApproveReject SubmittedUnder ReviewApprovedRejected

Fields

  • Company Name
  • Registration Number
  • Contact Email
  • Phone
  • Category
  • Bank Details Provided
  • Documents
  • Rejection Reason

6 sample records included

Task

A to-do list that moves.

Workflow

Task workflow Starts at To Do. From To Do, Start moves it to In Progress. From In Progress, Complete moves it to Done. From Done, Reopen moves it to To Do. StartCompleteReopen To DoIn ProgressDone

Fields

  • Task
  • Priority
  • Due Date
  • Notes

6 sample records included

Contact

Keep track of who you know and where they stand.

Workflow

Contact workflow Starts at Lead. From Lead, Qualify moves it to Prospect. From Prospect, Convert to Customer moves it to Customer and Mark Inactive moves it to Inactive. From Customer, Mark Inactive moves it to Inactive. QualifyConvert to CustomerMark InactiveMark Inactive LeadProspectCustomerInactive

Fields

  • Name
  • Company
  • Email
  • Phone
  • Last Contacted
  • Notes

6 sample records included

Timesheet

Hours logged against the engagement, reviewed, then billed.

Workflow

Timesheet workflow Starts at Draft. From Draft, Submit moves it to Submitted. From Submitted, Approve moves it to Approved and Query moves it to Queried. From Queried, Answer Query moves it to Submitted. From Approved, Mark Billed moves it to Billed. SubmitApproveQueryAnswer QueryMark Billed DraftSubmittedQueriedApprovedBilled

Fields

  • Staff
  • Client
  • Engagement
  • Task Code
  • Work Date
  • Hours
  • Description
  • Question
  • Answer

6 sample records included

Field Service Job

Schedule the visit, record the work, then invoice it.

Workflow

Field Service Job workflow Starts at Scheduled. From Scheduled, Clock In moves it to In Progress and Cancel moves it to Cancelled. From In Progress, Complete Job moves it to Completed. From Completed, Send Invoice moves it to Invoiced. Clock InComplete JobSend InvoiceCancel ScheduledIn ProgressCompletedInvoicedCancelled

Fields

  • Customer
  • Site Address
  • Job Type
  • Technician
  • Scheduled Date
  • Parts Used
  • Hours
  • Photos
  • Invoice Amount

6 sample records included

Document Request

Ask a client for a document, review it and file it.

Workflow

Document Request workflow Starts at Awaiting Client. From Awaiting Client, Mark Received moves it to Received. From Received, Approve moves it to Approved and Request Again moves it to Awaiting Client. From Approved, Mark Filed moves it to Filed. Mark ReceivedApproveRequest AgainMark Filed Awaiting ClientReceivedApprovedFiled

Fields

  • Client
  • Document Type
  • Period
  • Due Date
  • Document
  • Notes
  • Missing Items

6 sample records included

Repair Request

A tenant reports it, a vendor fixes it, you see it done.

Workflow

Repair Request workflow Starts at Open. From Open, Assign Vendor moves it to Assigned and Cancel moves it to Cancelled. From Assigned, Acknowledge moves it to In Progress. From In Progress, Mark Done moves it to Done. Assign VendorAcknowledgeMark DoneCancel OpenAssignedIn ProgressDoneCancelled

Fields

  • Property
  • Unit
  • Tenant
  • Issue
  • Description
  • Photo
  • Vendor
  • Cost

6 sample records included

Property Deal

From booking to signing, with the commission in view.

Workflow

Property Deal workflow Starts at Booked. From Booked, Submit Documents moves it to Documents Review and Cancel moves it to Cancelled. From Documents Review, Return for Corrections moves it to Booked, Mark Signed moves it to Signed and Cancel moves it to Cancelled. From Signed, Pay Commission moves it to Commission Paid. Submit DocumentsReturn for CorrectionsMark SignedPay CommissionCancelCancel BookedDocuments ReviewSignedCommission PaidCancelled

Fields

  • Property
  • Buyer
  • Agent
  • Price
  • Booking Date
  • Documents
  • Commission
  • Corrections

6 sample records included

Client Ticket

A client's request, acknowledged, worked and resolved before its SLA runs out.

Workflow

Client Ticket workflow Starts at Open. From Open, Acknowledge moves it to Acknowledged. From Acknowledged, Start Work moves it to In Progress. From In Progress, Ask Client moves it to Waiting on Client and Resolve moves it to Resolved. From Waiting on Client, Client Replied moves it to In Progress. AcknowledgeStart WorkAsk ClientClient RepliedResolve OpenAcknowledgedIn ProgressWaiting on ClientResolved

Fields

  • Client
  • Requester
  • Channel
  • Asset
  • Priority
  • Issue
  • SLA Due
  • Resolution
  • Root Cause
  • Time Spent

6 sample records included

Job Candidate

Applicants from interview to offer, in one place.

Workflow

Job Candidate workflow Starts at Applied. From Applied, Invite to Interview moves it to Interviewing and Reject moves it to Rejected. From Interviewing, Make Offer moves it to Offered and Reject moves it to Rejected. From Offered, Mark Hired moves it to Hired. Invite to InterviewMake OfferMark HiredRejectReject AppliedInterviewingOfferedHiredRejected

Fields

  • Candidate
  • Position
  • Email
  • Source
  • Resume
  • Interview Date
  • Offer Salary
  • Start Date
  • Rejection Reason

6 sample records included

Inspection

Check it on site, record what you find, fix what fails.

Workflow

Inspection workflow Starts at Scheduled. From Scheduled, Pass moves it to Passed and Fail moves it to Action Needed. From Action Needed, Mark Fixed moves it to Fixed. PassFailMark Fixed ScheduledPassedAction NeededFixed

Fields

  • Location
  • Inspection Type
  • Inspector
  • Inspection Date
  • Photo
  • Findings
  • Fix By
  • Corrective Action

6 sample records included

Asset

Know who has it, where it is and when it needs repair.

Workflow

Asset workflow Starts at In Stock. From In Stock, Check Out moves it to Checked Out and Retire moves it to Retired. From Checked Out, Check In moves it to In Stock and Report Fault moves it to In Repair. From In Repair, Mark Repaired moves it to In Stock. Check OutCheck InReport FaultMark RepairedRetire In StockChecked OutIn RepairRetired

Fields

  • Asset Name
  • Asset Tag
  • Category
  • Serial Number
  • Assigned To
  • Purchase Date
  • Value
  • Fault

6 sample records included

Content Review

Draft, review, revise and publish, with every comment kept.

Workflow

Content Review workflow Starts at Draft. From Draft, Submit for Review moves it to In Review. From In Review, Request Changes moves it to Changes Requested and Approve moves it to Approved. From Changes Requested, Submit for Review moves it to In Review. From Approved, Publish moves it to Published. Submit for ReviewRequest ChangesSubmit for ReviewApprovePublish DraftIn ReviewChanges RequestedApprovedPublished

Fields

  • Title
  • Channel
  • Author
  • Due Date
  • Draft Link
  • Review Notes
  • Publish Date

6 sample records included

How it works

From template to your own workflow

  1. Create your workspace

    Answer a few quick questions about your role and your team, or skip them.

  2. Pick a template

    The templates that fit your answers come first. Inistate builds the one you pick with its fields, states and steps.

  3. Try it, then make it yours

    Walk the sample records through the steps, clear them when your own work goes in, and change any field, state or step as you go.

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Select a state, a step or a field to see how they connect.

States

Steps

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