Free BPMN Templates

By Nikhil Gupta

Free BPMN Templates

Short answer: These free BPMN 2.0 templates cover the processes almost every company runs: employee onboarding, invoice approval, purchase orders, support escalation, client onboarding, and software release. Open any template in Vevos's free modeler with no account, then change the details to match how your team works.

Each template lists its roles (swimlanes), key decisions (gateways), and the steps people most often forget.

1. Employee Onboarding BPMN Template

Use it for: Getting a new hire productive on day one.

Roles (swimlanes): HR · IT · Hiring Manager · New Hire

Flow:

1. Start: Offer accepted

2. HR: Send contract and collect documents

3. Gateway: Documents complete? No → HR follows up

4. In parallel: IT provisions laptop, email, and system access · Manager prepares the first-week plan

5. HR: Day-1 orientation

6. Manager: Introductions and first assignments

7. End: New hire onboarded

Often forgotten: a parallel gateway so IT and the manager start at the same time; access requests for role-specific systems; a 30-day check-in.

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2. Invoice Approval BPMN Template

Use it for: Controlled, auditable accounts-payable approvals.

Roles: Vendor · AP Clerk · Department Approver · Finance Director · Payments

Flow:

1. Start: Invoice received

2. AP: Match the invoice to the PO and goods receipt

3. Gateway: Matched? No → AP resolves the discrepancy with the vendor

4. Gateway: Amount over threshold? Yes → Finance Director approval · No → Department approver

5. Gateway: Approved? No → Reject and notify the vendor with a reason

6. Payments: Schedule payment

7. End: Invoice paid

Often forgotten: a rejection path back to the vendor; an escalation timer if approval stalls; separation between approver and payer.

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3. Purchase Order BPMN Template

Use it for: Requisition to goods receipt.

Roles: Requester · Budget Owner · Procurement · Vendor · Receiving

Flow:

1. Start: Purchase need identified

2. Requester: Submit requisition

3. Gateway: Within budget? No → Budget owner approval

4. Procurement: Select vendor (get quotes if above the policy limit)

5. Procurement: Issue PO

6. Vendor: Deliver goods

7. Receiving: Confirm goods receipt

8. End: PO closed

Often forgotten: a quote requirement above a threshold; partial deliveries; returns.

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4. Support Ticket Escalation BPMN Template

Use it for: Routing tickets by priority and meeting SLAs.

Roles: Customer · Tier 1 Support · Tier 2 Support · Engineering

Flow:

1. Start: Ticket submitted

2. Tier 1: Triage and set priority

3. Gateway: Critical? Yes → escalate straight to Tier 2

4. Tier 1: Attempt resolution

5. Timer event: SLA breach → escalate

6. Gateway: Resolved? No → Tier 2 → Engineering if it's a bug

7. Support: Confirm with the customer

8. End: Ticket closed

Often forgotten: timer events for SLAs; reopening a ticket when the customer says it isn't fixed.

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5. Client Onboarding BPMN Template

Use it for: Agencies, consultancies, and B2B services.

Roles: Sales · Account Manager · Delivery Team · Client

Flow:

1. Start: Contract signed

2. Sales: Hand off to the account manager

3. Client: Complete the intake form

4. Account manager: Kickoff meeting

5. Delivery: Deliver against milestones

6. Gateway: Milestone accepted? No → revise

7. Account manager: Hand over to ongoing account management

8. End: Client onboarded

Often forgotten: a structured sales-to-delivery handoff; a client acceptance gateway at each milestone.

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6. Software Release BPMN Template

Use it for: Build to production with quality gates.

Roles: Developer · Reviewer · QA · Release Manager

Flow:

1. Start: Feature complete

2. Developer: Open a pull request

3. Reviewer: Code review → Gateway: Approved? No → back to the developer

4. CI: Build and automated tests

5. QA: Test in staging → Gateway: Passed? No → back to the developer

6. Release manager: Deploy to production

7. End: Released

Often forgotten: a rollback path; release notes; post-release monitoring.

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How to adapt a template

1. Open the template in Vevos.

2. Tell Vevos what's different: "We need Legal to review contracts over $50k" or "IT and Facilities both provision equipment."

3. Export BPMN XML, SVG, PNG, JPEG, or PDF, or generate the written documentation, once you create a free account.

FAQ

Are these real BPMN 2.0 diagrams?

Yes. Vevos generates standards-compliant BPMN 2.0, which you can export as BPMN XML for other BPMN tools.

Do I need an account?

No account is needed to open and edit a template. Saving and exporting need a free account.

Can I create a template from my own SOP?

Yes. Upload your SOP and Vevos turns it into an editable BPMN model.