A repeating workflow runs automatically on a set schedule, creating a new workflow instance for each assigned client every time it triggers. Use repeating workflows for recurring work — such as monthly bookkeeping, quarterly VAT returns, or annual year-end accounts — so you don't have to recreate the same workflow each period.
Repeating workflows are managed from the Repeating page in Workflows. This is separate from the Workflow List, which shows individual workflow instances. When you delete a repeating workflow from the Workflow List, you're only removing that instance — the repeating workflow itself will continue to create new instances on schedule.
Note: Workflows are available on the Practice Advanced plan. All roles in a Practice account can create repeating workflows. Standard users can only create workflows for clients they've been granted access to.
Create a repeating workflow
To create a repeating workflow, go to Workflows in the sidebar of your Practice account and select List. Select the dropdown arrow next to Create and select Create repeating workflow.
Tip: You can also create a workflow directly from a client's account by selecting Workflows in the client's sidebar and using the same Create dropdown.
You'll be taken through 5 steps.
Step 1: Select template
Enter a name for your workflow in the Workflow name field. If you leave it blank, Dext will use the template name.
Select a template from the options shown. Select View checks on any template to see which checks it contains before selecting it. If none of the existing templates suit your needs, select Make your own template to build one from scratch — it will be saved to your Templates library for future use.
Select Next to continue.
Step 2: Set frequency
Set how and when the workflow repeats. First, choose a trigger type:
Scheduled date — the workflow starts on a fixed date and repeats on a regular cadence. Use this for workflows that run on a consistent schedule regardless of each client's individual dates, such as monthly bookkeeping.
Specific event — the workflow triggers relative to a client-specific event. Use this for workflows tied to each client's own year-end date or VAT return period.
Scheduled date settings
Reporting period — the period the workflow covers.
Scheduled date — the date the first workflow instance will be created.
Complete within — how long the assignee has to complete the workflow after it starts. Set a number and choose Days, Weeks, or Months.
When would you like the workflow to end — select Never to run indefinitely, or Ends on and pick a date to stop after a specific date.
Repeat this workflow every — how often the workflow recurs. Set a number and choose Day, Week, Month, or Year.
A preview at the bottom of the step shows when your first workflow will be due for completion.
Specific event settings
Reporting period — either Last financial year or Last complete VAT period.
Scheduled date — how many days, weeks, or months after the event the workflow should start.
Complete within — how long the assignee has to complete the workflow after it starts.
When would you like the workflow to end — select Never or Ends on and pick a date.
Repeat this workflow every — automatically set to End of financial year or End of VAT period based on your reporting period selection. This can't be changed manually.
Select Next to continue.
Step 3: Set rules
Set rules to control how specific checks pull data for this workflow. Defaults are pre-filled based on your reporting period and are suitable in most cases. The parameters you're most likely to adjust are the lookback period for Aged Payables and Aged Receivables.
Note: Rules only apply if you have the Data Health & Insights add-on. If you don't have it, you can skip this step.
Select Next to continue.
Step 4: Add clients
Select which clients to include in the workflow. Use By Client to add clients individually, or By Tag to add all clients associated with a tag at once.
Once you've added your clients, set the Assignee, First reviewer, and Second reviewer for each client in the table below. Reviewers are optional. If you've already set an Account Assignee and Account Reviewer for a client, these will be pre-filled automatically.
Select Next to continue.
Note: If you add clients by tag, any client you add to that tag in future will automatically be included in this repeating workflow. Removing a client from the tag will remove them from the workflow. Standard users will only see clients they've been granted access to in the client list.
Step 5: Review workflow
Review your workflow settings. The Frequency section shows all the settings you configured in Step 2, including the scheduled date, due date, repeat cadence, and end date. Select the pencil icon on any section to go back and make changes.
When you're ready, select Create workflow.
Your repeating workflow will appear on the Repeating page. Each time it triggers, a new instance will appear in the Workflow List for each assigned client.
Note: Workflows created from your Practice account are also accessible from the relevant client's account under Workflows in their sidebar.
Manage repeating workflows
To manage your repeating workflows, go to Workflows and select Repeating. Each entry shows the workflow name, repeat cadence, reporting period, next start date, client count, and check count.
Edit a repeating workflow
To edit a repeating workflow, select the three-dot menu to the right of the workflow and select Edit workflow. You'll be taken back through the creation steps to make your changes. Select Update workflow to save.
Important: Changes to a repeating workflow only apply from the next scheduled instance. They won't affect any workflow instances that are already in progress. If you need to apply changes to the current period, create a one-off workflow for that period instead.
Delete a repeating workflow
To delete a repeating workflow, select the three-dot menu to the right of the workflow and select Delete workflow.
Deleting a repeating workflow stops it from creating new instances. It won't affect workflow instances that are already in the Workflow List — those will continue as normal.
Important: You can only delete repeating workflows you created. Practice Admins can delete any repeating workflow.
Next steps
Once a repeating workflow triggers and appears in the Workflow List, the assignee can work through the checks and mark them as complete.
Completing a workflow — how to work through checks, add comments, upload files, and mark a workflow as complete
Using reviewers in workflows — how the review process works and what reviewers can do