Digital approval workflows move a request through the people who need to review it. The request could be a purchase, an expense claim or a quote that exceeds an agreed discount.
The starting point is the decision itself. Identify who is responsible, what they need to check and what should happen when the request is accepted, rejected or returned for changes.
Define the approval rules
Different values or request types may need different reviewers. A small purchase could require a team leader, while a larger commitment needs a director’s approval.
Write the thresholds and exceptions clearly. Decide how the workflow handles a request that sits exactly on a limit, changes value after submission or belongs to more than one department.
Provide the information reviewers need
A reviewer should see the purpose, supporting documents and relevant totals in one place. Requests missing essential information can be returned with a reason rather than left waiting indefinitely.
Separate internal comments from information visible to the requester. Make the current stage and next responsible person clear so staff do not have to chase progress through several inboxes.
Handle absence and delays
Agree what happens when an approver is away. Delegation should be explicit and temporary where appropriate, with a record of who made the decision.
Set reminders around the business need rather than sending constant alerts. Escalation may be useful for overdue requests, but it should not silently bypass the approval level required.
Protect the accepted version
Record the version that was approved, the decision and the person responsible. If important details change afterwards, define whether a fresh approval is required.
Test rejected requests, amended requests and competing decisions from two reviewers. Digital Solutions can help build approval workflows into bespoke software so the rules, records and staff responsibilities stay connected.