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Automate Approval Workflows — No IT Required

Route invoices, contracts, purchase orders, and HR documents to the right approvers automatically — with conditional logic, audit trails, and built-in eSign. Built for operations teams who can't wait on IT.

 

 

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An approval workflow is an automated routing sequence that sends a document or request to designated reviewers in a defined order, notifies them, escalates if they don't respond, and logs every decision. altaFlow automates this end-to-end — invoices, contracts, purchase orders, and HR requests flow through no-code conditional routing rules you define, without email chains, manual handoffs, or IT tickets. Every action is logged with timestamps and user details for compliance.

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What Is an Approval Workflow?

An approval workflow is a structured process that routes a document, request, or transaction through one or more designated reviewers before it can be acted on, signed, or filed. Each step has an assigned approver, a defined order or condition, and a record of what was decided and when.

In practice, approval workflows govern invoices that need sign-off before payment, contracts that require legal and executive review before execution, purchase orders above a spend threshold, and HR requests like offer letters or policy exceptions. At smaller organisations, these often run through email and Slack. As headcount and document volume grow, that approach breaks — approvals stall, audit trails disappear, and compliance exposure accumulates.

Approval workflow software replaces the ad-hoc process with governed, automated routing. Rules replace memory. Logs replace assumptions. And the process runs the same way every time, regardless of who is absent.

Why Teams Replace Manual Approval Processes

Most organizations running document-heavy approvals through email and Slack reach a breaking point. The symptoms are predictable:

  • Approval cycles stretch from hours to days because documents sit in inboxes with no visibility or SLA enforcement.
  • Compliance exposure grows as approval decisions happen in Slack threads or verbal conversations with no retrievable record.
  • IT becomes a bottleneck — every time a routing rule changes, someone has to file a ticket and wait.
  • Tool sprawl: approval requests live in email, approvals in Slack, signatures in DocuSign, and records in the ERP — each requiring manual reconciliation.

altaFlow consolidates the entire process. One platform handles [LINK: /use-case/document-generation document generation], conditional routing, eSign, and data write-back to CRM/ERP. Customers using altaFlow have reported reducing automation setup from 100+ hours to 20–30 hours,² replacing three separate tools with a single platform,³ and achieving 2x+ return on investment through lower licensing costs and reduced manual labour.⁴

altaFlow Approval Workflow Features

Conditional routing logic Route based on document values, field data, department, or custom attributes — no code required.  
Multi-step and parallel approvals Build sequential chains, parallel review paths, or hybrid combinations depending on your process requirements.  
No-code workflow builder Drag-and-drop interface. Operations teams configure and modify routing rules independently — no IT tickets, no developer time.  
Automated reminders and escalations Configurable reminder schedules and SLA-based escalation to backup approvers ensure approvals never stall indefinitely.  
Complete Audit Trail Every approval action is logged with timestamp, user identity, IP address, and decision record. Exportable for compliance reviews, SOX audits, or regulatory inspections.  
Native CRM and ERP Integration Certified integrations with Salesforce,  NetSuite, Microsoft Dynamics, and SharePoint. Approval triggers and status write-back happen automatically.  
Built-in eSignature Approved documents route directly to eSign collection — no separate tool, no additional licence.  
SSO and RBAC Enterprise access controls built in — single sign-on, role-based permissions, and session management aligned with your identity provider.  
Compliance certifications SOC 2 Type II certified. Aligned with HIPAA, GDPR, PCI DSS, CCPA, FERPA, and ISO 27001.  

How Approval Workflows Work in altaFlow

altaFlow's no-code workflow builder gives operations teams full control over routing logic without involving IT. Here is how a typical approval workflow is built and run:
Step 1

Connect your data source

Start a workflow from a form submission, a Salesforce record, a NetSuite transaction, or a document trigger. Data pre-fills automatically — no manual entry.
Step 2

Build the approval chain

Use the drag-and-drop builder to define who approves, in what order, and under what conditions. Add sequential steps (one after another) or parallel approvals (multiple reviewers simultaneously).
Step 3

Set conditional routing rules

Define logic based on document values, field data, or custom attributes. For example: contracts above $10,000 route to Legal and CFO; contracts below $10,000 route to department manager only.
Step 4

Configure notifications and escalations

Approvers receive instant notifications with one-click approve or reject. Automated reminders fire on your schedule, and overdue approvals escalate to a backup approver automatically.
Step 5

Track in real time

Every stakeholder — requester, approver, administrator — sees live status. No chasing. Every action is logged with timestamp, user identity, and decision record.
Step 6

Route to eSign or file to system of record

Once approved, documents move automatically to eSignature collection or are filed back to Salesforce, NetSuite, or SharePoint — without manual

See a Live Approval Workflow — Request a Demo

Watch altaFlow route a real document through conditional approval logic, escalation rules, and eSign — in under 20 minutes.
Request a Demo

Approval Workflow Use Cases

Invoice Approval Workflows

Finance teams use altaFlow to automate. invoice approval workflows from submission to payment authorization. Invoices route based on amount thresholds — smaller invoices go straight to department managers, larger ones escalate to Finance Directors or CFOs. Approval status syncs back to NetSuite or Salesforce automatically, so accounting records stay current without manual updates. Every approval is logged with timestamp and user details for audit readiness.
Contract Approval Workflows
Legal and Sales Operations teams route contract approvals through multi-stakeholder review chains — sales manager, legal counsel, and executive sign-off — with parallel or sequential steps depending on contract value and risk profile. Conditional logic ensures high-value or non-standard contracts escalate automatically to the appropriate authority without rebuilding the workflow. Once approved, contracts route directly to eSignature collection.
Purchase Order Approvals

Operations and procurement teams enforce spending policies through automated PO approval routing. Set spend thresholds, department budget rules, and delegation of authority once — altaFlow enforces them on every submission. High-value POs get escalated approval paths; routine POs move through faster, lighter chains. Approved POs write back to ERP records automatically.
HR Document Approvals

HR Operations teams route offer letters, compensation change requests, policy exceptions, and onboarding documents through defined approval chains involving hiring managers, department heads, and HR leadership. Routing logic accommodates role level, location, and compensation thresholds. Documents reaching final approval move directly to eSign — removing the final manual handoff from the process.
Vendor Onboarding Approvals
Procurement and operations teams standardise vendor onboarding by routing supplier agreements, compliance documentation, and due diligence packets through a governed approval sequence. Risk and legal reviewers are included automatically based on vendor type or contract value. The full approval chain — from initial submission to final sign-off — is logged and exportable for compliance purposes.

Who Benefits from Approval Workflow Automation?

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Finance and Accounting 

Finance Operations leads use altaFlow for invoice approvals, expense authorizations, and budget exception routing. Spend thresholds and delegation-of-authority rules are enforced automatically on every submission. Audit trails are available on demand for compliance reviews and SOX reporting — no manual log assembly required.

 

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Legal Teams

Route contracts through legal review, compliance checks, and executive sign-off with defined SLAs. Track redline cycles and capture approval decisions with complete documentation.

 

 

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HR Operations Teams

HR Operations teams route offer letters, compensation changes, and policy exception requests through defined approval chains with full confidentiality controls. New hire onboarding documents flow from submission to manager approval to eSign without manual handoffs. Routing adjusts automatically based on role level and compensation thresholds.

 

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Sales Operations Teams

Get quotes and proposals approved faster. Discount requests route to the right authority level based on deal size, and approved documents return to Sales ready for customer signature.

 

 

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IT and Platform Teams 

Govern access requests, change management approvals, and vendor onboarding with standardized workflows. Enforce security policies while reducing ticket backlogs for your IT team.

 

 

 

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Operations and Business Operations Teams

Operations leads use altaFlow to standardise approval routing across departments — purchase orders, vendor agreements, operational change requests — without building custom scripts or managing email threads. Routing rules live in the platform, not in someone's head. When a rule needs updating, the operations team changes it directly, without filing an IT ticket.

 

 

 

 

Questions & Answers

Can altaFlow integrate with our existing CRM or ERP?

Yes. altaFlow offers native integrations with Salesforce, NetSuite, Microsoft Dynamics, and SharePoint. Approval workflows can launch directly from these systems, and status updates sync back automatically to keep records current.
How does altaFlow handle compliance and audit requirements?

Every approval action is captured with timestamps, user identity, and IP address. Complete audit trails are stored securely and exportable for compliance reviews, SOX audits, or regulatory inspections.
Can approval workflows route based on document values?

Absolutely. Configure routing rules based on any field value: dollar amounts, department codes, risk levels, or custom attributes. Documents automatically flow to the appropriate approver without manual intervention.
What happens if an approver misses their deadline? altaFlow sends automated reminders before deadlines and can escalate to backup approvers when SLAs are breached. You define the escalation path and timing to ensure documents never stall indefinitely.
What is an approval workflow? An approval workflow is an automated sequence that routes a document or request to designated reviewers in a defined order. Each reviewer is notified, reminded if action is pending, and their decision is logged. It replaces manual email chains with governed, trackable routing.
What types of documents can be routed through altaFlow?

altaFlow routes invoices, contracts, purchase orders, HR documents, vendor onboarding packets, proposals, and any other document type built with altaFlow's document generation or webform tools. If the document lives in your CRM or ERP, it can be routed.
Does altaFlow support conditional approval routing? Yes. Routing rules can include conditions based on document value, field data, department, role level, or any custom attribute. For example, contracts above a defined threshold can automatically escalate to Legal and CFO, while contracts below that threshold route to a department manager only — without modifying the base workflow.
Does altaFlow integrate with Salesforce and NetSuite for approval workflows?

Yes. altaFlow has certified integrations with Salesforce, NetSuite, and Microsoft Dynamics. Approval workflows can trigger directly from CRM or ERP records, and approval status writes back to source records automatically.
Is altaFlow's approval workflow builder truly no-code? Yes. Workflows are built using a drag-and-drop visual builder. Operations teams and business analysts configure routing rules, conditional logic, parallel approval paths, and escalation rules without writing code or involving IT. Changes to existing workflows take effect immediately on new submissions.
What is the difference between altaFlow and a basic eSignature tool for approvals? eSignature tools collect signatures. altaFlow manages the entire pre-signature process — form or document creation, data collection, conditional routing, multi-step approvals, and compliance logging — and then routes directly to eSign as the final step. After signing, data writes back to your CRM or ERP automatically. The result is a complete, governed document lifecycle rather than a signature collection step.
Does altaFlow support parallel approvals? Yes. altaFlow supports parallel approvals (multiple reviewers simultaneously), sequential approvals (step-by-step review chains), and hybrid workflows that combine both. You configure the structure once in the visual builder; the platform enforces it on every submission.
How does altaFlow handle missed approvals or stalled workflows? altaFlow sends automated reminders on a configurable schedule before deadlines. If an approver misses their SLA, the workflow escalates automatically to a designated backup approver. Escalation paths and timing are set once in the workflow builder and apply to every submission.

Move Approvals from Days to Hours 

See how altaFlow automates your approval workflows with conditional routing and real-time tracking. Book a personalized demo with our team.

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*Disclaimers: We believe in transparency. Here's what you should know:

  1. 30% Less: Based on actual customer deal comparisons against Conga as of 2025–2026. General market positioning reflects approximately 30% savings vs. DocuSign, Conga, and PandaDoc.
  2. 80% faster setup: Based on a verified G2 user review reporting automation setup reduced from 100+ hours to 20–30 hours. Individual results will vary based on workflow complexity.
  3. 3 tools in 1: Based on a verified G2 user review reporting that AltaFlow replaced three separate software platforms for document generation, e-signing, and workflow automation. Actual tool consolidation will vary based on your existing tech stack.
  4. 2x ROI: Based on combined savings from licensing costs, labour reduction through automation, and tool consolidation compared to using multiple standalone solutions. ROI calculation assumes a mid-market deployment and will vary based on organization size, number of workflows, and existing tooling. Results vary.