---
title: "Managing workflows"
slug: "managing-workflows"
description: "Change an existing approval workflow in Payhawk: rename steps, update approvers, edit or remove conditions, and delete steps or approvals as needed."
updated: 2026-10-26T11:44:53Z
published: 2026-10-26T11:44:53Z
canonical: "payhawk.com/managing-workflows"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing workflows

You can modify the workflows you have already defined by editing the names of the approval steps, updating approvers, editing or removing conditions, and so on.

For these examples, let's take the bill payment workflow - open the app switcher in the top-left corner and go to **Settings**, then select **Workflows** in the left pane and open the **Spend types** tab, then click on **Bill** > **Edit workflow**. In order for your updates to apply, you need to publish them by clicking on **Publish workflow**. You can change all workflows at your company in an analogous way.

> [!WARNING]
> - Only expenses which have not yet been submitted will follow the updated approval process. Approved expenses will remain unaffected by any workflow modifications.
> - Expenses submitted before a workflow has been modified will not be automatically assigned to the new approvers and must be resubmitted.

## Editing the name of an approval step

To update the name of the approval step:

1. Select the step.
2. In the dialog that opens, click on the **Pencil** (edit) icon against the name of the step and modify the content.
3. Click on the **✔** button to save your changes.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_20250513_manual.png)

## Editing steps

To edit an approval step, click on its three-dot menu and select **Edit**. Now, you can [edit approvers](/help/managing-workflows#h_01fe1d969e), [edit](/help/managing-workflows#h_59fb8333b6) and [delete conditions](/help/managing-workflows#h_5ede636129), and [remove the whole approval](/help/managing-workflows#h_1ce05f74bb).

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_20240509_manual.png)

Alternatively, click on the step to open, modify the desired information, and click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_2_20240509_manual.png)

Once you are ready, click on **Publish workflow**.

## Deleting steps

To delete an approval step, including its approvers and conditions at once, click on its three-dot menu and select **Delete**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_3_20240509_manual.png)

Alternatively, click on the step and select **Delete**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_4_20240509_manual.png)

## Editing approvers

To change the approver for a step:

1. Select the desired approval.
2. In the dialog that opens, select the desired step.
3. Under **Approvals**, select the role, role extension, or employee you want to assign as the new approver.
4. Click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_2_20250513_manual.png)

## Editing conditions

To update an approval condition:

1. Select the desired approval.
2. In the dialog that opens, select the desired step.
3. Under **Approvals**, edit the desired approval condition.
4. Click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_3_20250513_manual.png)

## Deleting conditions

To remove an approval condition:

1. Select the desired approval.
2. In the dialog that opens, select the desired step.
3. Under **Approvals**, click on the three-dot menu of the condition you want to remove and select **Delete**.
4. Click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_5_20240509_manual.png)

## Deleting approvals

To remove approvals, including all its steps, conditions, and approvers, click on the three-dot menu and select **Delete**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_6_20240509_manual.png)

## Managing reviewers, roles, and role extensions for other steps

For this example, let's take the **Review** workflow.

To edit the reviewers:

1. Click on **Review**.
2. In the dialog that opens, select the desired reviewers from the drop-down list.
3. Click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_7_20240509_manual.png)

To remove reviewers:

1. Hover over the role, role extension, or employee you want to remove and click on **x**.
2. Click on **Save**.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_workflows_8_20240509_manual.png)

## Useful resources

- [Setting approval workflows for spend types](/help/setting-approval-workflows-for-expense-types)
- [Supported workflow types](/help/supported-workflow-types)
- [Workflow approvers](/help/workflow-approvers)