Get purchase requests approved
ActaFlow gathers the reason, cost, and attachments for the purchase into a record and asks the manager you specified for approval.
The request
Prepare the purchase request record with cost, duration, and attachments. Ask the designated manager for approval.
ActaFlow organises the steps of the request. Add the documents and check the data before using the result.
The workflow steps
- Describe the requested purchaseIndicate what's needed, why, the supplier, and the cost. Add the quote and terms.
- Prepare the purchase recordActaFlow summarises the cost, duration, and reason, and indicates the information to add.
- Identify who should approveActaFlow suggests the manager based on the amounts, thresholds, and rules you've specified.
- Approve or reject the requestThe authorised person reads the record and confirms or rejects the purchase.Manager check
- Communicate the outcome to the requesterActaFlow prepares a summary of the decision and any conditions to be met.
Cost and conditions on the same card
The manager finds the reason for the purchase, amount, duration and quotation to review.
Request to the designated manager
The person to involve depends on the thresholds and rules defined by the company.
Outcome to communicate to the team
The summary reports the manager’s decision. If they don’t respond, the request remains pending.
How you set up the automation
ActaFlow summarises the cost, duration, and reason, and indicates the information to add. The authorised person reads the record and confirms or rejects the purchase.
What you need
- Purchase request and reason
- Quote and terms available
- Manager, thresholds, and internal approval rules
Describe the requested purchase
Indicate what's needed, why, the supplier, and the cost. Add the quote and terms.
Prepare the purchase record
ActaFlow summarises the cost, duration, and reason, and indicates the information to add.
Identify who should approve
ActaFlow suggests the manager based on the amounts, thresholds, and rules you've specified.
Approve or reject the request
The authorised person reads the record and confirms or rejects the purchase.
Communicate the outcome to the requester
ActaFlow prepares a summary of the decision and any conditions to be met.
Describe the work. AI helps you prepare your workflow.
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Frequently asked questions
Can the manager approve within ActaFlow?
Yes. You can configure an internal confirmation with the authorised person. For a request by email, you need to separately configure the recipient, Gmail and response handling.
What happens if the manager doesn’t respond?
The request remains pending and the purchase is not approved. In the workflow, you define how to handle the delay and any request for clarification.
Can I have different thresholds and managers for approval?
Describe in chat the internal rules, spending thresholds and authorised people. Check that the proposed workflow represents those rules before the first run.
Does the approval also send the order to the supplier?
The approval step records the decision set out in the workflow. Creating an order and other operations must be configured separately with the available tools.
Prepare the next purchase request
Describe what the card should contain and who approves at the different spending thresholds.