Settings

Workflow

Declare what your business actually is — the type of business, then seven short sections — and Trabalance shapes every module around that answer.

Navigate to: Settings → Company → Workflow

Workflow is where you tell Trabalance what your business is. You pick a business type, answer seven short sections about how you sell, buy, make, pay and keep score, then review exactly which settings would change before anything is provisioned. It is the backbone declaration the rest of Settings builds on, which is why it sits first in the Company group.

Nothing you answer takes effect on its own. Answers are saved as a profile; the profile is only turned into settings when you apply it on the last step.

Workflow: the status chip, the step rail, and one section open. Sections save one at a time, in any order.

Who Can Use It

Role	What They Get
Super Administrator	Full control. The only role that can pick a business type, save a section, or apply the profile.
Administrator	View only. Every answer and the whole review are visible — the page shows a "View only — the Super Administrator owns Workflow" banner and no Apply button.
Every other role	No access. The page shows "Administrators only" and directs you to your business owner.

This split is deliberate: Workflow declares how the whole business operates, so one accountable owner holds the pen while managers can still see what was declared.

The Three Steps

Choose your business type

Twenty-six types across eight categories. Picking one prefills every answer in the sections that follow — you can change any of them. See Choosing your business type.

Answer the seven sections

Identity, Sales & Receivables, Purchases & Payables, Operations, People, Finance, Automation. Each saves on its own, in whatever order you like.

Review and apply

A table of every setting Workflow can provision, what it is today, and what it would become. See Review and apply.

The step rail down the left side is also the progress display. A saved section carries a tick; the status chip beside the page title reads Not started, In progress 3/7, or Applied v3. Returning to a half-finished profile lands you on the first unanswered section with a "Continue where you left off" line.

✅NOTE

Until a business type is chosen, every other step in the rail is disabled and explains why on hover: "Choose your business type first — it decides what these steps ask." The steps are sequenced, not broken.

The Seven Sections

Identity

One question, and it changes wording all over the app.

Question	Answer
What do you call the people you sell to or serve?	Free text. Customers, Clients, Guests, Students, Patients, Members — whatever your business actually says.

Sales & Receivables — how money comes in

Question	Answer
How do you usually get paid?	At the point of sale · On credit terms · A third party pays (insurer, HMO, donor or agency settles the bill) · Recurring billing · A mix of these
Do you sell on credit — deliver now, get paid later?	Yes / No
Do customers pay before you deliver? (deposits, subscriptions, prepaid fees, term fees)	Yes / No
Do you bill the same customers on a repeating schedule?	Yes / No

Purchases & Payables — how you buy

Question	Answer
Do you raise purchase orders before buying?	Yes / No
Do you physically receive and check goods before paying the bill?	Yes / No
How should bills be checked before payment?	Order, receipt and bill must agree (PO → goods received → bill) · Order and bill must agree · Approval is enough · Depends on the purchase

Operations — what you have and what you make

Question	Answer
Do you hold stock or inventory?	Yes / No
Do your items have batches, lots or expiry dates?	Yes / No
Does anything happen between buying and selling?	No — we resell or provide services · We make products from materials · Menu items use recipes / ingredients · Costs build up over a season or batch · We cost parts + labor per job
Do you work in projects, jobs or contracts with their own budgets?	Yes / No
Do you sell at a counter or till (point of sale)?	Yes / No

People — how your team is paid

Question	Answer
Does your team earn tips?	Yes / No
Do you pay commissions on sales or services?	Yes / No
Do staff take cash advances for field work?	Yes / No
Do you track hours or timesheets for pay or billing?	Yes / No

Finance — how you keep score

Question	Answer
How do you plan and budget?	Free text — for example annual departmental budgets, per-location sales targets, or per-job cost budgets.
Do you hold money that belongs to others? (grants, client funds, deposits, designated funds)	Yes / No

Automation — what Trabalance should do for you

Question	Answer
When a payment comes in, how should it meet your invoices?	I'll allocate payments myself · Suggest matches, I confirm · Match automatically when it's obvious · Match payments to invoices automatically, oldest first
How should overdue customers be followed up?	No automatic follow-up · Standard reminders on terms · Retry failed payments automatically · Claims-style follow-up · Term reminders with late fees

ℹ️Automatic matching is the one answer that moves money

The matching answer decides how a receipt meets your open invoices. Suggest matches, I confirm keeps a person in the loop; the two automatic modes apply payments for you. Whichever you choose, the order money is applied in never changes: an opening balance or statement is settled first, then invoices oldest-first by their own invoice date.

Answers Beat Defaults, Always

The business type supplies a default for every question. The moment you answer a question yourself, your answer wins and keeps winning — re-picking a business type prefills the questions but never overwrites an explicit answer at apply time.

There is one safety rule on top of that: a business-type default can switch a setting on, but only your own explicit answer can switch one off. A default can never quietly disable something you are already using — a live deferred-revenue schedule, for instance.

Choosing your business type — the twenty-six types and what picking one does
Review and apply — the diff, the apply, and the version history
Business profile — the legal entity Workflow sits on top of
Team management — who holds Super Administrator

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