Use case
Set up multi-level approval for spending and purchasing without code
With CloudotNet you set up a multi-level approval process for spending and purchase requests without code: a request goes to the manager first, then the director, and also to senior management if the amount is above the limit you set. Who made each decision, and when, is kept on record.
How it's done today, and what's hard
Spend requests are often approved by email, by message or on a sheet of paper passed around for signatures. People roughly know who approves what, and it works.
The hard part is seeing where a request is waiting. If the approver is on leave, it sits for days. Which amount needs whose approval varies from person to person, and later someone has to find out who approved it.
Step by step with CloudotNet
- Set up the request recordCreate a record type for spend requests and add its fields, such as amount, description, supplier and attachment. The entry form is prepared for you. Record types are set up with Records & Forms, which is part of a higher plan.
- Order the approval levelsChoose how many levels there are and who approves at each one, for example the team lead first, then the operations manager.
- Set chains by amountRequests below a certain amount only need the manager; those above also go to the director and senior management. The right chain is picked automatically when a request is submitted.
- Switch the process onOnce saved, the process starts running. The requester submits the request for approval.
- Approvers decide from one listEach approver sees the requests waiting for them in a “pending approvals” list and approves, rejects or asks for changes. If unsure, they can first ask an expert for an opinion.
- The outcome is recorded and people are notifiedEvery decision goes into the history and the right people are notified. A request sent back for changes is updated and resubmitted.
Frequently asked questions
Can I set up approval levels without code?
Yes. You choose how many levels there are, who approves at each level and which chain applies to which amount. You don't need a developer.
Can the approval chain depend on the amount?
Yes. Requests below a certain amount can go only to the manager, while larger ones also need the director and senior management. The right chain is picked automatically when the request is submitted.
What happens if an approver rejects a request?
If any level rejects it, the process stops there and the request counts as rejected. If the approver asks for changes instead, the requester updates the request and resubmits it.
Can I withdraw a request after submitting it?
Yes. While the request is still in approval you can withdraw it; this ends the approval chain and cancels the request.
Are purchase orders and inventory tracked too?
Approval processes are available today. Purchasing, with request, quote and approval steps, and Inventory and Warehouse are on our roadmap and will be added to the same account.
Other use cases: Assign jobs to field staff, Job tracking instead of WhatsApp, Scheduled maintenance without spreadsheets, Fault reports and work orders, Mobile checklists, Equipment and vehicle records · All use cases →
Got a question? Let's talk directly.
Tell us about your work and we'll walk you through the right setup on screen. Or just give us a call.
Prefer to try it yourself? Create a free account →
