Purchase order approval workflows

Purpose

1.1. Automate digital approval of purchase orders for aerial photography equipment, drone repairs, licensing fees, or subcontractor payments, reducing manual administrative delays and ensuring clear audit trails for procurement, tailored for professional services in aerial imaging.
1.2. Centralize approval steps across teams (pilots, accountants, directors), enforce budget checks, notify stakeholders, and archive all approvals/documents for regulatory or client reporting.

Trigger Conditions

2.1. New purchase request submitted via online form or email
2.2. Invoice or purchase order document uploaded to shared system
2.3. Threshold spending exceeded (e.g., purchase >$2,000)
2.4. Vendor selected from pre-approved list
2.5. Contract renewal or subscription payment due

Platform Variants

3.1. Microsoft Power Automate
• Trigger: “When a new response is submitted (Form)”
• Action: “Start and wait for an approval”
• API: /approvals/startApproval

3.2. Zapier
• Trigger: “New Purchase Order” (Google Sheets)
• Action: “Send Approval Request” (Slack or Gmail)
• API: Google Sheets/Slack API integration

3.3. DocuSign
• Feature: “Automated Workflow Routing”
• Setting: Specify document type “Purchase Order”; assign sequential approvers
• API: eSignature REST API /envelopes

3.4. Adobe Acrobat Sign
• Feature: “Document Approval Workflow”
• Setting: Map recipients, set reminders
• API: POST /agreements

3.5. Salesforce
• Trigger: “New Purchase Order Object”
• Process Builder/Flow: Route for multi-stage approval
• API: /services/data/vXX.X/process/workitems

3.6. Slack
• Workflow Builder: “Message to Approval Channel when Purchase Order is submitted”
• Setting: Interactive approval buttons
• API: chat.postMessage, views.open

3.7. Google Workspace
• Trigger: “Form Submission” (Google Form)
• Action: “Send Approval Email” (Gmail), update Sheet
• API: Apps Script, Gmail API

3.8. Monday.com
• Automation: “When status changes to ‘Submitted’, notify manager for approval”
• API: /v2/boards/{board_id}/items

3.9. Trello
• Trigger: “New Card in ‘Purchase Orders’ List”
• Action: “Add Approvers as Members, post checklist completion request”
• API: /1/cards/{id}/members

3.10. Asana
• Rule: “When task moved to ‘Approval’, comment & notify owner”
• API: /tasks/{task_gid}/stories

3.11. QuickBooks Online
• Feature: “Purchase Order Approval Workflow; set spending rules”
• API: /v3/company/{companyId}/purchaseorder

3.12. Xero
• Feature: “Create and route purchase orders for approval”
• API: /api.xro/2.0/PurchaseOrders

3.13. Airtable
• Trigger: “Purchase Order Record Created”
• Action: “Send approval request through email”
• API: Airtable Automations

3.14. Pipefy
• Feature: “Purchase Approval Pipe with stage gating”
• API: /pipelines/{pipelineId}/cards

3.15. Jira Service Management
• Trigger: “New Purchase Request Ticket”
• Automation: “Transition to ‘Approval’ state; assign approver group”
• API: /rest/api/3/issue/{issueIdOrKey}

3.16. Kissflow
• Feature: “Automated Purchase Order Workflow Template”
• API: /api/v1/workflows

3.17. Oracle NetSuite
• Feature: “Advanced Approval Routing for Purchase Orders”
• Setting: Route by department/limit
• API: /record/v1/purchaseOrder

3.18. SAP Concur
• Feature: “Automated Invoice Approval Workflow”
• API: /api/invoice/v3/approvals

3.19. BambooHR
• Feature: “Approval Flow for Expense Requests”
• API: /api/gateway.php/company/v1/time_off/requests

3.20. Dext Prepare
• Feature: “Set up approval rules for submitted bills/purchase orders”
• API: /api/v1/purchase/documents

Benefits

4.1. Reduces manual intervention, latency, and bottlenecks in aerial imaging procurement
4.2. Ensures compliance—financial controls, mandatory documentation, approval logs
4.3. Facilitates remote approvals for field teams, expedites urgent equipment/service acquisition
4.4. Centralizes communications and document trails for audits and client assurance
4.5. Instantly notifies stakeholders at every workflow step, avoiding missed approvals or overspending