Approval Workflow
Eliminate repetitive tasks to focus on high-value work!
- Optimize your approval process
- Meet your deadlines
- Enforce your policies
What Weproc transforms in your process
A seamless, fully controlled approval process
Automatisez vos circuits de validation
Automatisez vos circuits de validation
Sécurisez vos engagements
Sécurisez vos engagements
Accélérez les prises de décision
Accélérez les prises de décision
The limits of a manual approval process
Companies face recurring problems when tracking contracts: scattered documents, lack of visibility, missed deadlines, and automatic renewals. These challenges create financial and organizational risks.
Slow, error-prone approvals
When an approval process relies on emails, scattered files, or informal messages, the risk of error multiplies. Requests get lost, approvals are delayed, and teams waste time on tedious follow-ups. An automated system eliminates this friction and ensures consistent processing without repetitive manual work.
Lack of traceability and difficulty tracking approvals
Without a dedicated tool, it’s nearly impossible to know a request’s status, who needs to approve it, or what actions have been taken. This lack of visibility slows down teams, extends deadlines, and complicates internal decisions. A centralized solution gives everyone a clear, accessible history of every request.
Loss of control and financial risks
Informal approvals can lead to unauthorized commitments, budget overruns, or non-compliance with internal policies. These failures expose the company to operational and financial risk. By structuring approval workflows, Weproc strengthens commitment security and ensures full control over authorizations.
The solution? Define your workflows!
A workflow in action: how does it work?
1. A request is created: A user submits a purchase requisition, contract, or commitment.
2. Rules are applied automatically: Weproc determines the right approval path based on your predefined rules.
3. Approvers are notified: Each person in the workflow can approve, reject, or comment directly from their interface.
4. Actions are logged: Everything is automatically tracked and archived.
5. The request moves forward: Once approved, it becomes a purchase order, contract, or invoice, depending on your process.
The Core of the Workflow — Key Features
With Weproc, you can structure all your approval workflows without complexity. The workflow engine automatically analyzes the request type, amount, department, or business entity, then triggers the appropriate approvals. Every step becomes fluid, consistent, and fully controlled.
Create dynamic workflows
Define different routes based on purchase thresholds, spend categories, cost centers, or critical suppliers. The right approver always gets the right request at the right time.
Automate follow-ups and reminders
Weproc automatically sends reminders for pending approvals. No more manual chasing—approvals keep moving forward on their own.
Apply exceptions and advanced rules
Add mandatory approvers, activate alternate paths based on the purchase type, or require hierarchical approval for sensitive requests. Your workflow adapts to any situation.
Get a complete audit trail
Every approval, comment, or rejection is logged. You have a clear history, perfect for internal audits and controlling commitments.
Process Analytics
Streamline your operations with our complete and intuitive solution. Automate low-value tasks and monitor your actions in real time.
Analyze your workflows and improve internal performance
Weproc shines a light on everything happening in your approval process. At a glance, you can identify bottlenecks, average turnaround times, and the most solicited teams.
Key metrics to understand your processes
- Average approval time
- Wait time per department
- Rejection or modification rate
- Most frequently used workflows
- Workload per approver
- Bottleneck identification
With this data, you can continuously improve your organization and reduce processing times.
Build your workflows in just a few clicks
Configure workflows that match your way of working
Weproc offers a simple, visual builder to create your approval workflows. Whether your organization is centralized or has multiple sites, you can define precise rules autonomously.
Available triggers
Request amount
Purchase type (goods, service, project, stock…)
Project or cost center
Requesting department
Supplier (status, criticality, new)
Document type (requisition, PO, contract, invoice)
Business entity / site
Budget overrun
Automatic or tacit renewal
Your organization stays consistent, even as it grows.
Discover all our features
Security and Compliance
Secure your commitments and ensure internal compliance
Structured workflows drastically reduce risks like unapproved commitments, budget overruns, or bypassed internal rules.
Weproc ensures every purchase is approved according to the correct policies, leaving nothing to chance.
Reinforced compliance
Certified traceability
Complete action history
Internal policies always enforced
Secure financial commitments
Greater transparency for auditors
Real-world use cases
Purchase requisition approval:
Precisely define approvers based on the amount, requesting department, product type, or strategic importance. The right person gets the request instantly.
Budget approval:
Configure specific workflows when a threshold is reached. The budget owner is automatically notified in case of an overrun or for a sensitive budget line.
Multi-site approval:
Approvers change depending on the site involved—perfect for multi-site groups or decentralized organizations.
Contract or renewal approval:
Standardize and secure mandatory steps: business owner, legal department, procurement department. Every stage is guaranteed before commitment.
Related Features
FAQ – Feature for automating your process
Frequently Asked Questions
Have questions? We have answers!
An approval workflow is a structured and organized process that allows you to control and approve purchase requisitions within a company. This mechanism promotes better supplier management, contracts, and product or service catalogs.
The workflow system is essential in procurement management because it ensures compliance with internal policies, prevents unnecessary spending, and helps optimize budgets. Additionally, a well-defined approval process facilitates communication between different stakeholders and ensures effective tracking of your files, projects, and internal business cases.
To set up an approval workflow tailored to your company, it’s important to follow several steps.
First, identify the key stakeholders involved in the purchasing process and define their respective responsibilities. Next, establish clear approval rules based on spend categories and budget thresholds. Also, consider your company’s specific needs, especially if you manage multiple sites. Integrate these rules into a workflow that will automate and streamline the approval process!
An automated approval workflow offers several advantages for businesses:
- It saves time by reducing processing times for purchase requisitions and facilitating communication between different stakeholders.
- It ensures better traceability of files and business cases, promoting analytical tracking of spend.
- Automating the approval process limits human error and compliance risks, while providing a comprehensive view of budgets and supplier contracts.
Managing exceptions in an approval workflow involves identifying and handling special cases that do not follow the standard approval process.
To manage these exceptions effectively, it is essential to establish clear and adapted procedures, train the relevant company departments, and ensure smooth communication between all parties. An analytical tracking system for exceptions will also help identify any potential issues and adjust the approval process accordingly.
To ensure the continuity of the approval workflow when a key person is absent or unavailable, it’s important to plan for substitutes or delegation. You can designate alternates who will take over approval responsibilities if the primary approver is away.
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