SimpleWorkflow – QuickBooks & Workflow Automation

Description

What SimpleWorkflow licenses

Included with a SimpleIndex Professional workstation license at no extra cost, with no separate serial number to activate. Workstation licenses only. A concurrent, or floating, SimpleIndex license does not carry the suite applications, because the number of seats a floating license entitles can only be handed out by the license server.

SimpleWorkflow is still sold on its own here, for SimpleIndex Standard installations that need to chain jobs together or post to QuickBooks and nothing else, for Professional Concurrent sites, and for anyone running it against a capture system other than SimpleIndex.

Several jobs, run in order, without anyone driving them

A workflow is a list of steps that runs start to finish on its own. SimpleIndex capture jobs go into it, and so do the other suite applications, so a batch can be separated by SimpleCoversheet, indexed by SimpleIndex, converted by SimpleExport and posted to your accounting system as one unattended sequence rather than four things somebody remembers to run in the right order.

Steps are not limited to Simple Software applications. A workflow can call an outside process as one of its steps, which is how SimpleWorkflow reaches systems that have no capture integration of their own.

Managing the jobs

The Workflow Manager gives those jobs one home: a switchable job list holding several at once, each editable without leaving the list. A job’s log shows what it is doing while it runs rather than only afterward, and can be saved to a file. Paths inside a job are stored relative to the job itself, so a working job list can be copied to another machine and still find its files.

Every SimpleIndex license, Standard or Professional, already includes the Workflow Manager for running capture jobs. SimpleWorkflow adds the accounting and outside-process steps on top of it, whether or not you run SimpleIndex at all.

QuickBooks Desktop and QuickBooks Online, both included

QuickBooks is the destination SimpleWorkflow supports most closely. The accounting module connects to QuickBooks Online directly, alongside every on-premise desktop edition it has always supported. One license covers both, with no separate bot or bridge in between.

How the handoff works

SimpleIndex and SimpleWorkflow share a common database. SimpleIndex captures and indexes a document, whether that is a scanned invoice, an emailed receipt or a batch picked up from a network folder, and writes the index values to that database. SimpleWorkflow reads them and creates the matching transaction, with the original file linked, so anyone looking at that transaction can open the source document in one click.

Because that handoff runs through an ordinary database rather than a private format, SimpleWorkflow works with SimpleIndex Standard for straightforward indexing, with Professional for higher-volume OCR and barcode work, or with any other capture or invoice system that can write to a file or a database.

Seeing documents from inside QuickBooks

SimpleWorkflow adds a menu to QuickBooks itself. Open a customer, a vendor or a transaction and the documents linked to it are there, without leaving QuickBooks. One license covers this however many people are viewing documents that way.

What SimpleWorkflow does not do

• It does not capture documents by itself. Something has to index them first and write the results where SimpleWorkflow can read them. That is normally SimpleIndex, but it does not have to be.
• The QuickBooks module is US only. The accounting integration is built against the US editions.
• It is Windows only. There is no macOS or Linux build.

Requirements

• Operating system: Windows 11 or Windows 10
• Server operating system: Windows Server 2016, 2019, 2022 or 2025
• .NET: .NET Framework 4.8
• Processor: 64-bit CPU, 2 GHz Intel Pentium or higher
• Memory: 8 GB of RAM
• Disk space: 465 MB installer, 1 GB total for all components
• QuickBooks, if you use the accounting steps: a US edition of QuickBooks Desktop, or a QuickBooks Online account
• Capture source: SimpleIndex, or any system that can write index data to a file or database
• Internet: web access for online activation, and for QuickBooks Online

Not sure it fits how you work?

Workflows follow whatever your process already is, so the useful conversation is about yours. Talk to us about your workflow.