Financial & Administrative ProcessesPurpose
1.2. Centralize and streamline multi-level approval routing, mandate compliance, trigger real-time updates, and enforce organizational hierarchies.
1.3. Automates data handovers to ERP, finance, or project management platforms, ensuring that no authorized request is missed and spending is controlled.
1.4. Supports automated documentation, notification of stakeholders, and enforces vendor and budget rules as per policy.
Trigger Conditions
2.2. Request value exceeds predefined approval threshold or falls into specific project categories.
2.3. Required documentation attached or uploaded (invoices, specs, quotes).
2.4. Deadline approaching for pending approvals.
2.5. Change in project budget status or urgent procurement flagged by finance.
Platform Variants
3.1. Microsoft Power Automate
• Feature/Setting: Automated flows with “When a form response is submitted” (Microsoft Forms); configure conditional logic for approval chains.
3.2. SAP Ariba API
• Feature/Setting: “RequisitionApproval” API; automate creating, routing, and status-update of procurement requests.
3.3. Oracle Fusion Procurement Cloud
• Feature/Setting: “Approval Workflow Engine”; set dynamic approval hierarchies using procurement request object triggers.
3.4. DocuSign
• Feature/Setting: “eSignature Workflow Templates”; automate document routing and digital signature collection on procurement forms.
3.5. Google Workspace
• Feature/Setting: “Google AppSheet” automated workflow for creation and review of procurement approval forms and notifications.
3.6. ServiceNow
• Feature/Setting: Approval Rules in “Procurement Service Management”; automate rule-based routing and notification flows.
3.7. Jira Service Management
• Feature/Setting: “Automation Rules”; trigger procurement ticket creation on submit, automate approvals via group assignment.
3.8. Monday.com
• Feature/Setting: “Automations” → “When status changes to Request Submitted, assign to Approver X”; workflow reminders.
3.9. Zoho Creator
• Feature/Setting: “Approval Workflow”; automate multi-level approval based on amount or department.
3.10. Asana
• Feature/Setting: “Custom Rules”; automate task assignment for each approval step and alert on delays.
3.11. Slack
• Feature/Setting: “Workflow Builder”; instant notification to approvers and use of approval/reject buttons in channel.
3.12. Trello
• Feature/Setting: Power-Up “Approvals for Trello”; automate approval cards and flow tracking.
3.13. Workday
• Feature/Setting: “Procurement Request Business Process”; automated conditional routing, pre-configured chain of approvals.
3.14. Smartsheet
• Feature/Setting: “Approval Requests Automation”; auto-send requests to assigned contacts and update procurement sheets.
3.15. Salesforce
• Feature/Setting: “Process Builder” or “Flow Builder”; automate approval process on custom procurement object.
3.16. Freshservice
• Feature/Setting: “Workflow Automator”; automates procurement ticket generation and approval assignment.
3.17. QuickBooks Online
• Feature/Setting: “Custom Workflow Add-on”; purchase order approval on expense thresholds.
3.18. BambooHR
• Feature/Setting: “Custom Workflows”; integrate procurement request with employee role-based approval.
3.19. Odoo
• Feature/Setting: “Automated Actions/Server Actions”; procurement approval routing in Purchase module.
3.20. Kissflow
• Feature/Setting: “Procurement Cloud – Approval Workflow” automation; configure steps, escalation, and reminders.
Benefits
4.2. Automated auditable trails for every action safeguard compliance and reduce risk.
4.3. Eliminates bottlenecks with automatic reminders, escalations, and instant approvals.
4.4. Automates data push into finance, ERP, and project systems, ensuring accuracy.
4.5. Enables scalable and standardizable procurement processes across all company projects.
4.6. Reduces unauthorized spending with automated enforcement of rule sets and thresholds.
4.7. Improves vendor relationships by automating timely approvals and communications.