Understanding When to Use Each and Why It Matters #
When you’re building support documentation or onboarding new users, it’s important to know the difference between a workflow and a how-to guide. While both help people complete tasks, they serve distinct purposes and support users in different ways.
This guide explains how workflows and how-to guides differ, when to use each, and how to make the most of both.
What Is a Workflow? #
A workflow is a visual or step-sequenced overview of how a process moves from start to finish. It shows the flow of tasks, decision points, and dependencies across people, systems, or tools.
Workflows are best used for:
- Outlining end-to-end processes
- Showing roles and responsibilities
- Mapping how information or actions move between steps
- Training users to understand the full picture before executing details
Workflow Example:
A workflow for processing a customer return might include:
- Customer brings item to register
- Team member locates transaction
- Manager approval if item is over $100
- Inventory updated automatically
- Refund issued to customer
- Sync confirms in QuickBooks Online
Pro Tip: Workflows are strategic—they help people understand how things connect before they focus on how to do each step.
What Is a How-To Guide? #
A how-to guide is a detailed, step-by-step instruction set for completing one specific task. It focuses on execution, user actions, and interface-level instructions.
How-to guides are best used for:
- Teaching a user how to do one defined action
- Providing click-by-click instructions
- Including screenshots, field labels, and form details
- Supporting new users during onboarding
Workflow Example:
A how-to guide for issuing a refund might include:
- Open the “Sales History” panel
- Locate the original transaction
- Click “Refund” in the bottom corner
- Select items to return
- Choose payment method
- Confirm and issue refund
Pro Tip: How-to guides are tactical—they help users take action confidently in the system.
Summary: Workflow vs. How-To Guide #
| Comparison Point | Workflow | How-To Guide |
| Purpose | Explain full process flow | Show how to complete a specific task |
| Focus | Process overview and roles | Step-by-step execution |
| Format | Flowchart or sequenced steps | Numbered instructions with visuals |
| Best for | Training & onboarding | Daily tasks, support, user assistance |
| Level of detail | Moderate – process-level | High – user-action level |
Why It Matters: Features & Benefits Recap #
Clearer Training Material
Using workflows early helps users grasp systems, while how-to guides support practice.
Reduced Confusion
Users see why and when they’re doing something—not just how to do it.
Improved Support Efficiency
Support teams can share workflows to troubleshoot logic and walk users through screens.
Stronger Documentation Strategy
By using both formats, you offer layered learning for all user levels (new hires to managers).
Final Thoughts #
Workflows and how-to guides aren’t interchangeable. They’re complimentary. Workflows give users context and clarity. How-to guides give them confidence and control.
The best systems training uses both: start with the why and flow, then move into the what and how. That’s how your teams will not only have good direction to follow, but they also understand the why behind the work.
If you ever notice inconsistencies, it’s usually a sign to review your account mappings, confirm item setups, or check for sync interruptions and we are available to help ensure the sync is functioning as you need it to.
