A real execution engine, not a flowchart drawer. Parallel branches, loops, sub-processes, durable timers, versioned definitions, and an SLA ladder that chases the work when nobody else does, all built in a visual designer, none of it requiring code.
Invoice Approval Workflow, Live 3D Preview
Not a diagram of a workflow. The steps, the roles that own them, the time each one gets, what happens when that time runs out, and what lands in the audit trail. This is what a published definition looks like when you open it.
| # | Step | Type | Owner | Due | If it runs late |
|---|---|---|---|---|---|
| 01 | Invoice arrivesSupplier mailbox, watched over IMAP | Start | System | n/a | n/a |
| 02 | Read and extractSupplier, total, PO number, tax, due date | Data | System | 2 min | Falls to the exception queue |
| 03 | Match against the orderThree-way match on PO, receipt and invoice | Decision | System | n/a | Unmatched routes to step 04 |
| 04 | Clerk reviewOnly entered when the match fails | Task | AP Clerk | 1 day | Assignee at 4h, supervisor at 24h |
| 05 | Under 100k?Branches on the extracted invoice total | Decision | System | n/a | n/a |
| 06 | Finance approvalSingle approver below the threshold | Approval | Finance Officer | 2 days | Manager at 24h, director at 72h |
| 07 | Dual approvalRuns in parallel above the threshold | Parallel | Head of Finance + Director | 3 days | Both chased independently |
| 08 | Sign offSignature captured against the instance | Signature | Head of Finance | 1 day | Manager at 8h |
| 09 | File and retainFiled to Finance / Payables, 7-year schedule | End | System | n/a | n/a |
timestamp 2026-03-07T09:14:22+03:00
user j.otieno@example.go.ke (Finance Officer)
action workflow.task.approved
resource invoice:INV-77302 instance:wf_8c41e2
details { decision: "approved", total: 412900, currency: "KES",
matched_po: "PO-2026-3311", elapsed_h: 6.4 }
client_ip 102.68.14.203
result successEvery row in the table above produces one of these. That is the difference between knowing a thing was approved and being able to show who approved it, from where, and how long they took.
Everything you can place on the canvas. Each carries its own configuration schema, so the designer validates a flow before it ever runs against real documents.
Most processes never get automated because somebody still has to remember to start them. These are the ways VaultIQ starts one without being asked.
A deadline that only turns a row red is decoration. Each step carries its own due date, computed when the step activates rather than when the instance started, so a slow first approval does not quietly eat the second one’s window.
A background sweeper walks overdue tasks and fires the right rung. Nothing is lost because a timer was scheduled on a process that has since restarted.
Targets resolve to a literal address, a role code such as MANAGER, or an expression evaluated against the instance, so the ladder keeps working as people change jobs.
See how teams across your organization use VaultIQ workflows to eliminate manual handoffs and keep work moving.
Automate the entire invoice lifecycle from receipt to payment. OCR captures line items, three-way matching validates against POs, and dynamic routing sends approvals to the right manager based on amount thresholds.
| ID | Status | Progress | Assignee | Updated |
|---|---|---|---|---|
| INV-2026-0847 | Completed | Sarah M. | 2 min ago | |
| INV-2026-0848 | In Progress | James K. | 14 min ago | |
| INV-2026-0849 | Pending | Unassigned | 1 hr ago | |
| INV-2026-0850 | Approved | Lisa T. | 32 min ago | |
| INV-2026-0851 | In Progress | David R. | 5 min ago |
The engine computes execution counts, success and failure rates, average execution time, throughput per day, and per-node performance, then ranks the bottlenecks, so the slow step names itself instead of waiting to be found. Figures below are illustrative.
A designer is the easy half. These are the properties that decide whether the engine can be trusted with work that matters.
Open a template, rewire it to match how your organisation actually works, and publish it as version 1. The shapes below are the ones teams reach for most.
General-purpose review and sign-off: route a document to reviewers, collect comments against a version, and capture a signature at the end.
Use templateRequisition through to purchase approval, with amount-based routing so small spends clear locally and large ones climb the authority ladder.
Use templateCapture the invoice, extract its fields with OCR, check it against the order, and route exceptions to a human queue rather than failing silently.
Use templateAssemble a client file, run the review steps in parallel, and hold the case open until every required document is present and verified.
Use templateAccount creation with document collection, verification steps, and a case file that stays queryable long after the workflow closes.
Use templateScheduled review cycles that open themselves on a cron trigger, gather manager input, and escalate when a deadline passes unactioned.
Use templateBuild your first workflow in under five minutes. No credit card required.