Can we have rules by department?

Yes. Routing rules can differ by department, category, value or request type. We define them with you and test them with real cases.

Are several approval levels supported?

Yes. A request can go through one or more approvals, one after another or in parallel when the process requires it.

What happens when the owner is away?

A stand-in or a delegation for a period can be set. The delegation is recorded, so it is clear who decided on whose behalf.

Can we change the procedure?

Yes. Some rules can be changed by an administrator, others through development, depending on how the solution is built. We define this from the start.

How are requests already in progress handled?

When the procedure changes, it is decided whether requests in progress continue under the old rules or move to the new ones. The choice is documented and applied the same way to all of them.

Does it connect to ERP or CRM?

Often, yes, through APIs or other methods the systems offer. For each action we track whether it was sent, confirmed or needs attention.

Is electronic signature included?

Not automatically. It can be integrated when a document requires it, with the provider and type of signature that fit the case and the applicable jurisdiction.

Can we start with a single process?

Yes, and it is often the best way. A single process, such as purchase requests, tests the rules and adoption before expanding.

PROCESS AND APPROVAL AUTOMATION

Every request has an owner.Every decision has a history.

We build workflows that route requests, assign tasks and organise approvals according to your business rules. The team sees what needs to be done, who is responsible and where the process stands.

Discuss your process An approval example

Requests in progressIllustrative concept

Request	Owner	Due	Status
Laptop for salesPR-2026-0061	A. Kola	14 Mar	In review
External trainingTR-2026-0019	E. Prifti	18 Mar	Needs completion
Supplier paymentSP-2026-0107	D. Leka	10 Mar	Approved

Approval flow

Department managerApproved
FinanceIn review
DirectorPending

History

11 Mar: approved by E. Prifti. 12 Mar: moved to Finance.

Clear rules
Deadlines and reminders
Decision history

THE PROBLEM

When a process is followed up by messages, ownership becomes unclear.

Messages and calls are quick, but they do not keep order. After a few days nobody knows for sure where the request is or why it is stuck.

What usually happens

Requests lost in conversations
Approvals without context
Deadlines nobody follows
No stand-in when the owner is away
Hard to see why something is delayed

By messageIllustrative concept

M. DidaDid you send the laptop request to finance?
Request lost in conversation
E. PriftiYes, I approved it. What was the amount?
Approval without context
M. DidaThe supplier needs an answer by Monday.
Deadline nobody follows
E. PriftiA. Kola is on leave this week. Who signs it?
No stand-in when the owner is away
M. DidaWhy hasn't it moved yet?
No way to see the reason for the delay

Compare the same request in a message thread and in a system with an owner.

FEATURES

Workflows built on your rules.

Your process rules become routing, deadlines and checks. The system applies what has been agreed, and every decision stays visible.

Routing and decisions

Automatic assignment by category
Approvals by amount or department
Sequential steps
Parallel steps when needed
Approve, reject or return for completion

Deadlines and control

Reminders and deadlines
Escalation
Controlled delegation
Decision history
Reporting and search

EXAMPLE

Example: approving a purchase.

An illustrative six-step flow. Choose the limit and the department, then follow the request to the end.

Purchase request PR-2026-0061Illustrative concept

Value

Department

1The employee submits the requestPending
2Completeness is checkedPending
3The request is routed by the rules: Sales managerPending
4The owner makes a decisionPending
5The approved request goes to FinancePending
6The outcome or problem is recordedPending

Decision historyIllustrative concept

No actions yet. Submit the request to start.

The approval limit is illustrative. Real values are set by your business.

The limits are not real values: you define them during the analysis. Nothing is sent.

EXCEPTIONS

Exceptions need their own path.

A workflow is reliable when it knows what to do even when something does not go to plan.

Incomplete information
Handling: the request does not move on and goes back to the requester with the list of missing fields.
Change after approval
Handling: significant changes send the request back for approval; the history keeps both versions.
Request cancelled
Handling: the cancellation is recorded with a reason and everyone who received it is notified.
Owner away
Handling: the request goes to the assigned stand-in, according to the delegation rule.
Deadline passed
Handling: a reminder is sent and, depending on the rule, the request is escalated.
Integration failure
Handling: the action is marked “needs attention” and the error is logged for handling.
Slow response from the other system
Handling: the request stays pending with a check deadline, without being sent twice.

When the rules change, it is also decided what happens to requests already in progress: they continue under the old rules or move to the new ones.

INTEGRATIONS

Connect the decision to the action in other systems.

After approval, the system can carry out the related action in another program. The decision and its execution are tracked separately.

Each action goes through three states: approved in the process, sent to the other system, and confirmed or needs attention. Checks against repeated sends and error logging are part of the solution.

Examples

Update in the CRM
Create a task
Record in the finance system
Move a document to the archive
Notify the relevant party

API Development & Integration

Action after approvalIllustrative concept

System response (simulated)

Approved in the process
Sent to the other system
Confirmed

No actions yet.

Choose the system and its response, then run the action. Everything is simulated on this page.

APPROVAL AND SIGNATURE

Internal approval and electronic signature.

They are two different things, even when they appear on the same screen.

Inside the process

Internal approval

Records the decision of an authorised person within the workflow: who decided, when and on what information.

Identified user
Date and time
Comment and documents

A separate requirement

Electronic signature

Can be integrated when the document requires it. The type of signature, the provider and its use depend on the document, the provider and the applicable jurisdiction.

Integration with a signature provider
Type chosen per case

Clicking “Approve” is not a qualified electronic signature. This information is not legal advice.

MEASUREMENT

Measure how the process performs.

The indicators come from your own process data. We do not give values in advance.

Process indicatorsIllustrative concept

Open requests
The number by status and team.
Time at each step
How long a request stays with each owner.
Requests past deadline
Which ones and why they are late.
Cases returned for completion
How often and for which information.
Workload by team
Open requests for each person or group.
Exceptions needing attention
Failed integrations, missed deadlines, conflicts.

The values come from your own process data after go-live.

FAQ

Questions about process automation

Organise your approvals and workflows.

Tell us how a request moves today from submission to decision. Together we will define the rules and the first step.

What happens after you write to us

1We read your descriptionWe look at the process, the systems you mention and where it gets difficult.
2We contact youWe clarify the questions we need to understand the process.
3We propose the first stepAn analysis, a limited trial or an estimate, depending on the case.

Please do not send confidential documents or data at this stage.