The discount was approved on a phone call, and nobody remembers who gave it.
Workflow and approvals put the yes in writing: what needs whose approval, what waits meanwhile, and where it goes when nobody acts. A purchase past a limit, a discount below the floor, a leave request, a payment release. Each carries a name, a time and, where it was refused, a reason.
The buyer rings the owner, who is in traffic near Tumakuru, and hears that the rate is fine. The order goes out that evening. Three weeks later the bill is disputed, the owner remembers a different figure, and the only evidence anyone has is a call log.
Rules are written once, in your own words. Past this amount, the partner approves. A discount below that line waits for the manager. Leave of more than two days goes to the department head. Whoever must act sees it on his phone, and his decision is stamped with the time he made it.
What workflow and approvals does.
Rules in rupees and in plain words
By amount, by type of document, by branch, or by who raised it. Two levels where the money is large, none where it is not.
It goes to a person
Named approvers, with someone standing in when he is away. Not a group message where everyone assumes another will act.
Approved from a phone
Open, read the figure, approve or send it back. It takes a partner less time than answering the call would have.
Held, not hidden
Whatever is waiting stays visible as waiting, with how long it has waited. The order does not quietly go out anyway.
A refusal carries a reason
Sent back with a line the next person can read, so the same request does not return unchanged the following day.
Nothing sits forever
Past the hours you set, the request moves up or reminds again. Silence stops being a decision.
The people who open this every day.
Owner or partner
Clears the day’s approvals between meetings, and sees what he cleared last week.
Department head
Approves what belongs to his team and nothing beyond it.
Whoever raises it
Knows where his request is standing without ringing anyone.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Purchase orders
- Price lists and schemes
- Credit control
- Leave and holiday management
- Audit trail
Products that include it.
How we would put it in.
Questions owners ask about workflow and approvals.
Where is this already working?
Loan Management System sets approval levels by amount or product, and a file cannot be disbursed until the right people have signed off. Building Material Trading Software holds an order past the credit limit until the owner releases it, and the release is recorded.
Will this slow us down?
It will, if you approve everything. Put approvals only where money or risk actually sits, usually three or four points, and leave the rest alone. A firm that routes every purchase order through the owner abandons the system in a month.
What if the approver is travelling or on leave?
A stand-in is named in advance, and requests move to him after a set time. The record shows that he approved in place of somebody else, which matters later.
We are a small firm and the owner sees everything. Do we need it?
Not for its own sake. One owner in one office who signs every bill already has an approval system. This starts to pay when a second branch opens, or when a manager begins to commit money you have not seen.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle workflow and approvals today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- We reply the same working day
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