Repeating Workflows help you automate recurring tasks so you don’t have to recreate the same workflow each time. You can set up a template that runs on a schedule or triggers from an event, then assign it to your team to keep things moving.
This saves hours of manual setup, reduces the chance of errors, and makes sure every client stays on track automatically.
Key Things to Know About Repeating Workflows
Repeating Workflows must be created from a Workflow Template. If you don’t already have one, you can create it during setup.
If you edit a template that’s linked to a Repeating Workflow, you’ll get a warning with a list of affected Workflows.
Changes to a template only apply from the next scheduled date. They won’t affect Workflows already in progress.
Checks with required parameters will use default parameters unless updated manually. You can adjust defaults in Business settings > Business profile > Year-end date and Tax details.
You’ll need to be on the Practice Advanced plan to view and manage Repeating Workflows.
How to Create a Repeating Workflow
Go to your Practice account > Workflows > List.
From the Create drop-down, choose Create a Repeating Workflow.
Step 1: Select a Template
Enter a name for the Workflow or leave blank to use the template’s name.
Choose a default template or create your own with Make your own template.
Click Next.
Step 2: Set Frequency
You can trigger Workflows by:
Scheduled Date - pick from set reporting periods.
Specific Event - based on the client’s Year-end or VAT return period.
Other frequency options:
Reporting period (Year-end or VAT return)
Scheduled date (days/weeks after reporting period)
Complete Within (sets due date)
Ends on (set stop date)
Repeat this workflow every (sets repetition frequency)
Step 3: Set Rules
Adjust rules for Data Quality Checks. Defaults are usually fine.
Common customizations include how far back to pull data for Aged Payables/Receivables.
Note: Rules are only available with the Practice Advanced plan and the Data Health & Insights Add-On. Precision users can also use rules.
Step 4: Add Clients
By Tag - add all clients with a specific tag.
By Client - manually pick clients from your list.
Assignees/Reviewers are auto-filled from client settings, but you can change them.
Step 5: Review workflow
Review all your Workflow details.
Edit the Template, Rules, Frequency, or Clients with the pencil icon or top bar navigation.
Click Create Workflow.
To start a workflow, go to Workflows > List, click View Workflow, then select Start Workflow at the top right. If you are the client’s Account Assignee, you can also start the workflow directly from the Workflows List.
Special Notes for Specific Event Workflows
Workflows triggered by events (e.g., VAT return period) show “repeats on specific event” instead of a start date.
If the client’s VAT details are missing, you’ll be prompted to add them when assigning.
Use Case Examples
Year-End Accounts:
Instead of creating 12 separate Workflows for clients with different year-end dates, you can now set schedules relative to the reporting period.
Quarterly VAT Returns:
A single Workflow can now manage multiple VAT return schedules, reducing the need for multiple Repeating Workflows.
Using Tags with Repeating Workflows
Follow steps 1-6 from above, but on Step 4: Add Clients, choose By Tag. This will add all clients associated with the chosen Tag/s to the Repeating Workflow in one go.
Adding a tag to a client automatically adds them to all Workflows linked to that tag.
Removing a tag will remove the client from related Workflows.
Tags used in Workflows cannot be deleted.
Multiple tags can be selected at the same time.
Updating Existing Repeating Workflows
Before updating:
Review your client tags. Simplify them (e.g., replace quarterly VAT tags with one “VAT Client” tag).
Steps:
Go to Workflows > Repeating.
Find the Workflow and click the 3 dots > Edit Workflow.
Set Frequency (Scheduled Date or Specific Event).
Update client tags as needed.
Click Update workflow.
Note: Updating replaces the old Workflow setup with the new one - it won’t create a duplicate.
To delete old redundant Workflows, go to the 3 dots menu and click Delete Workflow (done one at a time).
Important Notes
Admins can edit any Repeating Workflow, but you can only delete Repeating Workflows you created.
Deleting a Workflow from the Repeating tab will not affect instances that have already entered the Workflows List.
Once a Workflow is in progress, fields like due date and assignees can’t be changed.
Only users with Practice Advanced access can manage Repeating Workflows.