Let’s break down the different types of workflows Boya offers — and how each one works.
1. Payouts & Bank Transfers
Payouts are designed for processing payments in bulk, such as to suppliers or employees. With a payout workflow, once a payout request is initiated, it flows through a pre-defined approval chain before being processed.
Bank Transfer Workflows allow users to transfer funds between internal accounts or wallets through a pre-defined approval flow.
2. Bill Payment Workflows
Managing bills doesn’t need to be manual. Bill workflows allow you to upload invoices, have them routed for approval, and schedule or process payments — all in one place.
This ensures accuracy, prevents duplicate payments, and maintains visibility from submission to settlement.
3. Allocation Request Workflows
Need to have an approval workflow when employees are requesting an allocation? That’s where allocation request workflows come in.
Employees or managers can initiate a request for funds, specifying the amount and purpose.
You can define who can approve, how much, and how many levels/steps are required.
Approvals can be routed based on things like department, amount, and ensuring that only authorized requests are approved.
It’s a powerful way to decentralize budget management without sacrificing control.
4. Payment Request Workflows
When someone in the organization needs to request approval for a payment, the payment request workflow handles that smoothly.
Users create a payment as usual, with the payment amount, the recipient, and the reason. Depending on the policies set, approvals follow a predefined chain, and high-value or 'sensitive' requests can be automatically escalated to senior approvers.
Once approved, the funds are disbursed, and every step is logged for future reference or audits.
This workflow reduces back-and-forth between teams and keeps requests transparent.
5. Policy Workflows
Policies are the backbone of Boya’s workflows. They act as the rules that determine how and when transactions are allowed, blocked, or escalated.
You can create rules based on vendor, amount, day of the week, expense category, or even time of day.
For example, you might restrict airtime purchases on weekends or block payments to certain vendors unless a specific tag is attached.
These rules apply across workflows — from card usage and transfers to bills and reimbursements — ensuring consistent enforcement.
Think of policies as your always-on compliance layer.
Getting Started with Workflows
To get the most from Boya’s workflows:
Navigate to Settings, then Workflows
To map out your internal approval chains, select "New workflow."
Set up roles and permissions so requests are automatically routed to the right people.
Test and iterate: workflows can evolve as your team grows or changes.
Reminder:
Approval steps: Define the sequence in which requests are reviewed and approved.
Multiple approvers in a single step: Any one of the assigned approvers can take action to move the request forward.
Approval limits: You can assign different approval thresholds to each approver, ensuring that requests above a certain amount are escalated to the appropriate person.