Use case · Approvals
Stop chasing approvals across five different apps.
Procapy routes every expense, purchase and payment request through the approval chain you actually use: multi-level, multi-entity, multi-condition. And it shows everyone exactly where each request is sitting.
The problems
Sound familiar?
Approvals arrive late, and everyone knows it.
The request was submitted on Monday. It gets signed three weeks later, one day before your payment run. Nobody can say what happened in between.
Requests live in email, WhatsApp and three chat groups.
The approval exists, but it is a message in someone’s thread, not a record anyone can find nine months later during audit, especially once the approver and the requester have both left the company.
Multi-level chains break down when they are managed by hand.
Two approvers is manageable. Four approvers, with threshold rules across projects, departments, vendors and expense types, is not.
Nobody can see what is pending.
Finance answers the same question all week: “where is my request?” Requesters and vendors ask because they have no other way to know. When payment is late, suddenly it is your team’s fault.
Half the delay is missing information.
The request was incomplete, so it sat. Nobody noticed it was incomplete until an approver opened it three days later.
Your new use case with Procapy
What approvals looks like once Procapy runs it.
Approval chains that match your delegation-of-authority matrix.
The ProcApprove engine builds rules by amount, cost centre, product, expense category, expense type, project, vendor, or any other attribute your policy depends on. Chains run as many levels as you require, branch conditionally, and differ per legal entity. Configured once, applied automatically to every request.
Approvers act where they already are.
Approve or reject from mobile, at any hour. What reaches them has already been checked by ProcAI, so they are reading a clean request rather than auditing one. When they need another perspective, they can pull a colleague into the request in a tap. Every reason to delay is removed.
Nothing incomplete enters the chain.
Procapy validates the request before it moves: required fields, attachments, policy limits, budget availability. The system warns the requester, or blocks the submission outright, so it can be fixed in the moment instead of three days later on someone else’s screen.
Reminders and escalation that run themselves.
Automatic nudges on pending requests, out-of-office delegation so nothing stalls behind one person’s leave, and escalation rules when an approval passes its SLA.
A complete record, automatically.
Every submission, tag, note, attachment, edit, approval and rejection is timestamped and kept with the transaction. Give your auditors their own read-only access and the evidence is already assembled. No more interrogating team members about a receipt-less transaction everyone forgot eight months ago.
Approvals that react when the request changes.
Edit an amount upward, switch the cost centre, or add a line after submission and the chain re-evaluates itself. An approval given for one version of a request never silently covers another.
Context at the moment of decision.
The approver sees the policy and budget warnings, and what this request would leave behind, on the same screen as the approve button. Approval becomes a decision rather than a reflex.
Segregation of duties, enforced by the system.
A requester can never be their own final approver. Self-approval, circular chains and single-person payment paths are blocked automatically at configuration time.
Bulk actions for the people who approve hundreds.
High-volume approvers such as heads of department or directors can filter, review and act on a batch in one pass, with anything ProcAI has flagged separated out and held back for individual attention.
Live status, visible to everyone.
Every request shows its full chain, who has acted, who is next, and how long it has been waiting. Questions, clarifications and the attachment someone asked for sit on the transaction itself.
Break-glass approval for the genuine emergency.
An override path exists for the request that truly cannot wait, with a mandatory justification. The exception is recorded in the platform, rather than happening over WhatsApp and never appearing anywhere.
See your own approval matrix running in Procapy.
Bring your delegation-of-authority policy to a 30-minute session and we will configure the first chain live.