FMCG, logistics, real estate

Invoice approval workflow

The challenge

Invoices circulated as paper folders for signatures: slow, unauditable, and dependent on who was in the office. Approval rules varied by amount, cost center and budget holder, with delegation during absences.

What we did

We digitized the full flow: intake with document capture, itemized splits across cost centers, dynamic multi-level approval routing with substitutes and reminders, and hand-off to the finance system for payment.

The routing rules are configuration owned by finance - organizational changes don't need a developer.

The outcome

• Approval time cut from weeks of internal mail to days
• Complete audit trail for every invoice and approval decision
• Absences covered by automatic delegation instead of stalled folders