Using Workflows in CPA Buddy
Workflows automate multi-step client processes — from onboarding checklists to recurring tax prep. Use templates to standardize work, assign workflows to clients, and track step-by-step progress.
Opening Workflows
Click Workflows in the sidebar to open the workflows hub.
The page has four tabs:
| Tab | Purpose |
|---|---|
| Active Workflows | Client workflows currently in progress |
| Recurring Workflows | Scheduled workflows that run on a repeating basis |
| Workflow Templates | Firm and global templates you can customize and publish |
| Analytics | Workflow performance and completion metrics |
Active Workflows
The Active Workflows tab shows every workflow instance running for your clients. Each row displays the client, template name, current step, and progress.
Assigning a workflow to a client
- On the Active Workflows or Recurring Workflows tab, click Assign to Client
- Search for and select a template
- Choose the client and complete any required template variables
- Confirm the assignment
The workflow appears in the client’s Workflows tab on their detail page as well.
Workflow Templates
Open the Workflow Templates tab to browse available templates.
Templates come from two sources:
- CPA Buddy — global system templates maintained by the platform
- My Firm — templates your firm has copied and customized
Firm templates must be published before they can be assigned to clients. Owners and admins can create, edit, and publish firm templates.
Tracking Progress
Open an active workflow to see its steps, status, and audit trail. Steps materialize from the template when a workflow is assigned — each step has its own status and can be completed, skipped, or reassigned when responsibilities change.
On a client detail page, the Workflows tab shows all workflows linked to that client with completion progress and key dates.
Common Questions
Why can’t I assign a template? Firm templates must be published. Global CPA Buddy templates can be assigned directly. You need owner, admin, or manager permissions to assign workflows.
What’s the difference between active and recurring workflows? Active workflows are one-time instances. Recurring workflows run on a schedule (for example, monthly bookkeeping) and create new instances automatically.
Can I customize a global template? Copy a global template into a firm template, customize it in the template designer, then publish it for your team to use.
Where do I see workflows for one client? Open the client detail page and go to the Workflows tab.
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