TechAppForce

Approvals and back office

Purchase and expense approvals

Route every purchase request and expense claim to the right approvers, with deadlines.

Book a demoSee how it runs
  1. Draft
  2. Submitted
  3. Manager reviewApproval
  4. Finance reviewApproval
  5. Approved
  6. Ordered
  7. ClosedDone
PassedWaits for a personEvery move is kept in the record's history

The problem

What goes wrong today

Today
Requests arrive by email, get forwarded to whoever seems right, and wait in an inbox until someone asks where they are. Finance cannot see what is committed until the invoice lands, and the approval rules live in one person’s head.
Who feels it: Finance and procurement teams, with every manager who signs off spend

How it runs on TechAppForce

A day with it, step by step

Amber steps wait in a person's work inbox; everything else moves on its own.

  1. A request goes inAt a regional distributor, a warehouse lead asks for a replacement forklift battery. She fills in the request form, attaches the quote and submits it.
  2. Her manager decidesApprove, return or rejectThe request lands in her reporting manager’s work inbox. He approves it with a note about the preferred supplier.
  3. Finance, above the limitApprove or rejectThe amount is over the level-2 limit, so it moves to finance review. The controller is travelling, so after 48 hours a reminder goes out, then the request escalates to the finance head.
  4. The order goes outOn approval, a workflow creates the purchase order, generates the PDF and emails it to the supplier. The warehouse lead gets a notification.
  5. Month endOn the first of the month, finance receives the committed-spend report by email, already grouped by cost centre.
Illustration. The organisation and people are invented.

What gets configured

Settings you can read, change and release

No code for any of this, unless a rule truly needs it.

Records 4

  • Purchase request5 fields + history, files, comments
  • Expense claim5 fields + history, files, comments
  • Purchase order5 fields + history, files, comments
  • Cost centre4 fields + history, files, comments

Stages 7

  1. Draft
  2. Submitted
  3. Manager reviewdecides
  4. Finance reviewdecides
  5. Approved
  6. Ordered
  7. Closed

Automatic 4

  • NotifyOn approval, a workflow creates the purchase order and emails it to the supplier contact
  • NotifyThe requester is notified in-app and by email at every decision
  • ScheduleA nightly scheduled workflow lists requests still waiting on each approver
  • CodeA C# record hook checks the request against the cost centre’s remaining budget

Screens and reports 7

  • Request form with receipts attached through the file manager
  • Data grid of open requests, grouped by stage and cost centre
  • Work inbox for approvers, with the record a click away
  • Charts of spend by cost centre on the finance screen
  • Monthly committed spend by cost centre, in Excel, emailed to finance on the first of the month
  • Purchase order PDF generated from a template
  • CSV export of any grid for the auditors
Who approves, in detail

Level 1 goes to the requester’s reporting manager. Above an amount you set, level 2 goes to the finance role, and very large requests need two of three directors (N-of-M). Each level has a time limit: a reminder after 48 hours, then escalation to the finance head. The request is locked while it is under approval.

When the rules change

Bring your version of this.

A change a few months in is a reviewed release, not a rebuild. We will configure your version with you in a demo.

Book a demoAll use cases

Release: Approvals: purchase request

Routing
Unchanged: Level 1 Reporting manager
Removed: - Level 2 Above 5,000
Added: + Level 2 Above 2,500
Fields
Added: + Project code (required)
  1. Developmentmake the change
  2. QAreview the diff, test it
  3. Productionpromote the release
Illustration.