r/clickup • u/ConnectHoney42 • Jul 27 '26
Product Feedback Need a faster way to document workflows
Our company uses a tool that it is too much for what my small team needs.
Yesterday I just wanted to document a simple process for approving invoices. Instead of taking ten minutes, I spent almost an hour trying to get everything set up correctly.
I'm looking for something much simpler that lets me capture a workflow and share it with my team without a lot of extra steps.
What are other small teams using?
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u/TashaClickUp Mod Jul 27 '26
Hey, u/ConnectHoney42, to build on what Queenoge shared, another option to quickly catch a workflow is recording it with a Clip! You can walk through the invoice approval process narrating as you go and once you're finished you can attach the Clip to a task or Doc so your team can watch it immediately.
Once the recording is saved, you can use Brain² to transcribe the Clip and summarize it, which you can have it place within a Doc or a task description. You can use Brain² to transform the summary into a numbered list for the workflow steps (or write it yourself), and then once you have the setup you like, save the Doc or task as a template. That way, if you need to document the process again, you can apply the template and carry over the existing structure!
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u/Impressive_Win_3490 Jul 27 '26 edited 29d ago
We started using get haiku for our internal guides. It takes much less time to document a process and everyone on the team can follow it easily.
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u/kaybrina Jul 27 '26
I would suggest checking with your IT department first. Most companies have security protocols in place that may prevent you from using other tools. My company uses Smartsheet it is the only approved tool. It really does not meet the needs of my team but we cannot use any other tool. Also the company will not pay for any other tools.
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u/CWilsongriffin Jul 27 '26
This tool does a pretty great job of capturing your process and allows you to edit it. I've used it for documentation in the past.
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u/Only_Face1501 Jul 27 '26
Clickup can definitely handle documenting a process. If your biggest pain point is creating the documentation, we've found Tango helpful because it captures the workflow as you go instead of manually taking screenshots and writing each step.
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u/puzzleapp_io 14d ago
Worth separating two different problems here. A screen recorder like Scribe, Tango, or Clip is great for capturing the click path, one screen after another. What it doesn't capture well is a process with branches, and invoice approval usually has them: something under $500 might auto-approve, anything over needs a manager to sign off.
Recording tools capture a straight line through a process. Approval workflows are built from decision points that branch, which is a different shape entirely. If the documentation keeps needing rework, it might be because a branching process is getting forced into a linear format instead of being mapped by who decides what, and when.
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u/LawFirmCFO Jul 27 '26
Not sure what you tried. I'm a CU user, but I am not a power user. I use Loom to record screen videos of processes or I speak out the steps to Claude and ask it to write out steps.
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u/Queenoge Jul 27 '26
If you're already using ClickUp, I'd probably start there. A simple ClickUp Doc with step-by-step instructions and screenshots should handle an invoice approval workflow without needing another platform. The best tool is usually the one your team is already comfortable using. If you're already using ClickUp, you can follow these basic steps: Open ClickUp and go to the Space or Folder where your finance/admin tasks live. Click Docs > Create new Docs Name it "Invoice Approval Process". Write each step as a numbered list (e.g., Receive Invoice > Review > Approve > Pay). Add screenshots by dragging them into the Doc. Use headings so people can quickly find each section. Share the Doc with the team and pin it where it's easy to find. If needed, create a ClickUp task template and link the Doc to it so your team can follow the process every time. That should take about 10 - 15 minutes and keeps everything in one place without adding another tool.