Approval workflow software with AI: authority limits that ask, chase and record every decision
The approval is stuck in the inbox of a director who is traveling. The approval matrix exists in a PDF, but in practice whoever is available approves. At audit, nobody can show who approved and on what basis.
Approvals with AI, step by step
An approval matrix, configured
Amounts, request types, cost centers and substitutes become rules. The agent always knows who has to approve each item.
A summary to decide fast
The approver gets a summary in Teams, Slack or WhatsApp: what it is, what it costs, why it was requested and the supporting documents.
Chasing and substitution
The SLA chases a late approver on its own, and when the approver is away the request goes to the substitute defined in the matrix.
A record for audit
Each decision is logged in the audit trail with who approved, when, through which channel and on what information.
Less repetitive work. More control.
- Approvals that do not sit idle
- Authority limits that are actually respected
- Approvers deciding with context
- Audits with evidence of every decision
Systems used in this solution
Ready-made AI teams for this work
Real estate lead team
The lead asks about the apartment at 9 p.m. It gets an answer, a few questions about budget and timing, and a viewing on the calendar.
Inventory planning team
Stock, sales and lead times are checked every day. You get a reorder list per SKU and a warning about what is not selling.
Procurement and quotes team
Requests go out to suppliers, quotes come back into one table, and the approver sees price, terms and past orders before saying yes.
Logistics and deliveries team
Routes, drivers and delivery status in one place, with customers told about delays before they have to ask.
Questions about approvals with AI
Is approving through WhatsApp secure?
Yes, with identity verified and every decision recorded. For more sensitive items you can require approval in a corporate channel or with a second factor.
Does it work with the approvals in our ERP?
Yes. The agent can read pending approvals from SAP, TOTVS and others and return the decision to the ERP.
Can agents approve anything?
Only what you define as automatic, such as orders below a set amount and within budget. The rest stays with people.
Can we change the approval limits later?
Yes. The matrix can be edited by anyone with permission, and every change is also recorded.
