Workflow and Approval Automation
An approval engine that routes purchase orders, discounts, expenses and similar requests to the right person based on your rules, escalates anything left unread, and keeps a record of every decision.
What Approval Automation Solves
Requests that need someone's sign-off — a discount above a limit, a purchase order, a leave application, a refund — get routed automatically to whoever has the authority to approve them, based on rules like amount, department, or branch. Nothing waits in an inbox or a chat thread hoping to be noticed.
Where Approvals Usually Break Down
- A request sits unread in a chat or inbox because the approver did not see it come in
- The wrong person approves something because there is no clear rule for who should
- Nobody can say how long an approval typically takes or where it usually gets stuck
- A verbal approval is later disputed because there is no record of who agreed and when
- One person's absence stops every approval that would normally go through them
How the Approval Engine Works
Rule-Based Routing
Requests are sent to the correct approver automatically, based on the type of request, its value, the branch it came from, or the department raising it.
Multi-Level Chains
A request can require more than one sign-off — for example a manager and then finance — with each stage only opening once the one before it clears.
Time-Based Escalation
If an approver does not act within your defined window, the request automatically moves up the chain or alerts a second person, instead of waiting indefinitely.
Mobile Approvals
Approvers can review and act on a request from a phone, so travel or a full calendar no longer holds up a decision.
Full Decision Trail
Every approval, rejection and comment is logged against a name and a timestamp, giving you a record to check back against later.
Approvals We Commonly Automate
- Purchase orders against spending limits
- Discount and pricing exceptions
- Expense claims and reimbursements
- Leave and attendance regularisation
- Credit notes and refunds
- Vendor and contract sign-off
Frequently asked questions
Can approval rules differ by branch or department?
Yes. Rules are defined per branch, department, request type or value, so a small discount at one branch can clear locally while a larger one routes to head office, all within the same system.
What happens if the approver is on leave?
You define a backup approver or an automatic escalation path for that situation, so a single person's absence does not stop requests from moving.
What drives the cost of setting this up?
The main factors are how many distinct approval chains you need, how many levels each one has, whether limits vary by branch or role, and whether the requests originate from an existing system that needs to feed into the approval flow.
What determines how long it takes to build?
Timeline follows the number of approval types and how well-defined your current rules already are. A single, clearly understood approval chain is quick to configure; several chains with conditional rules and exceptions take longer to get right.
Can this connect to our accounting or ERP software?
Yes. Approved requests — a purchase order, an expense claim — can be pushed automatically into Tally or a similar system once they clear, instead of being re-entered by hand afterward.
Who owns the approval rules once this is live?
You do. Rules, limits and approver lists are configurable from an admin screen your team controls, so a change in policy or personnel does not require coming back to us for every adjustment.
What do you need from us to get started?
A clear list of what currently needs sign-off, who approves each type today, and any limits or exceptions already in place. Where those rules only exist informally, our process discovery service can document them first.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private