*Workflows › Build*

# Templates

> A template is a ready-made workflow. Choosing one gives you a draft with the trigger and steps already in place and the blanks that are yours to fill in. Nothing runs until you publish it.

## The gallery

Press «New workflow» and choose «Start from a template». Templates are grouped in categories, with a featured row and a search box. Anyone can browse the gallery; creating a workflow from a template needs an administrator.

The templates are grouped in categories: orders and logistics, sales, customer portal, billing and collections, purchasing, maintenance, alerts and monitoring, reports, AI, communication, contacts and inventory. The [templates reference](https://docs.filmo.io/workflows/reference/templates) lists every template with its trigger, its steps and what it needs; each category has a section there.

## What happens when you choose one

- The workflow is created as a draft: status Draft, switched off, with no published version. Nothing fires yet.
- Every step gets a new id, and the references between steps are rewritten to match, so two copies of the same template never share anything.
- The workflow takes the template's name. Rename it from the header.
- Email and calendar steps are tied to your provider when all of your accounts of that kind use the same one. A template with any of them is created private.
- Nothing links the new workflow back to the template. Later changes to the template do not reach it, and choosing the same template twice gives you two independent workflows, with duplicated notices.
- A webhook address and secret are created, as for every workflow.
- The text written inside the steps (messages, task titles, email bodies, the keywords a switch looks for) is copied as the catalog has it, in Spanish. Read it and rewrite it before you go live.

## The blanks

Many templates leave required fields empty on purpose: a Slack channel, the recipients of an email, a role to notify, a mailbox label, a chat channel, a treasury account. You can publish with them blank. You cannot «Publish and activate» (or switch live) until you fill them in; the refusal lists every field, as "<step> → <field>".

- Fill in the blanks, then press Publish and activate. Test first by hand where the trigger allows it.
- Check the time zone of any scheduled template. All of them are written with Europe/Madrid.
- The templates that use Neo spend AI credits on every run.
- The gallery card does not tell you which connections are missing. The integration's own page does, with the badge Connections missing, and the badge does not block.

## Patterns worth copying

| Pattern | How the template does it | Guide |
| --- | --- | --- |
| Follow up later, but only if still needed | Wait, read the record again, act only if its status is still pending. | Quote viewed, not signed |
| Escalate in rounds | Wait until the due date, check, remind; a week later check again, then escalate. | Chase unpaid invoices |
| Notify only when there is something | Search, count, and only if the list is not empty, notify. | Orders leaving tomorrow |
| Check again after a delay | Wait 24 hours, read the incident, notify only if still unresolved. | Incidents left unattended |
| Route by content | Switch on the subject, iterate attachments, file them away. | Triage incoming email |
| Ask for input | A manual trigger with a form. | An on-demand report |
| Mirror to accounting | A filtered event, one action, a task if it needs review. | Send payments to accounting |

## Accounting templates

Xero, Holded and QuickBooks each have a set of templates that are meant to be installed in order, in five groups:

- Billing from Filmo to the package: validated invoices, payments, supplier invoices, supplier payments, updated contacts.
- Collections and payments from the package: payments that someone registers there are imported into Filmo.
- Credit notes.
- Optional ones that void or delete. They are irreversible in the package. Where there is nothing to void, the template leaves a task with the reason; a call that the package rejects can fail the run (see Integrations).
- Alerts: when something is voided or removed in the package, a task is created. Alerts change no data. A reconciliation template compares open invoices each week. Holded has only the reconciliation, because Holded sends no such events.

Each package must be configured first: default accounts, tax maps and bank accounts. The check runs when you switch live; see [Integrations](https://docs.filmo.io/workflows/integrations#accounting).

> **Note:** Template names and descriptions are written in the template catalog and may differ in your language. This page uses descriptive names.

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Canonical URL: https://docs.filmo.io/workflows/templates  
Last updated: 2026-10-09