Intelligent Approval Routing
Policy-based approval workflow engine with dynamic routing rules based on amount thresholds, GL codes, categories, risk factors, and parallel approvals reducing approval cycles from days to hours.
Why This Matters
What It Is
Policy-based approval workflow engine with dynamic routing rules based on amount thresholds, GL codes, categories, risk factors, and parallel approvals reducing approval cycles from days to hours.
Current State vs Future State Comparison
Current State
(Traditional)1. Employee submits requisition via email to direct manager for approval. 2. Manager approves and forwards to department head if >$1K via email. 3. Department head approves and forwards to finance director if >$5K via email. 4. Finance director approves and forwards to CFO if >$25K via email. 5. Serial email chain creates 3-7 day approval cycle with delays when approvers unavailable or on vacation. 6. No policy-based auto-approval rules (all requisitions require manual approval).
Characteristics
- • ERP Systems (SAP, Oracle, Microsoft Dynamics)
- • CRM Systems (Salesforce, Microsoft Dynamics CRM)
- • Email & Spreadsheets
- • Document Management Systems (SharePoint, Google Drive)
- • Workflow Automation Tools (Kissflow, Stampli, IntelliChief, Creatio)
- • CPQ Systems (Configure, Price, Quote)
Pain Points
- ⚠ Manual Routing leads to delays, lost requests, and lack of visibility.
- ⚠ Lack of Standardization results in inconsistent decisions across regions and products.
- ⚠ Bottlenecks occur when requests are stuck waiting for approvers, especially during busy periods.
- ⚠ Limited Visibility prevents managers from easily tracking approval status or identifying bottlenecks.
- ⚠ Compliance Risks arise from manual processes that increase the likelihood of errors and missed approvals.
- ⚠ Manual processes become unmanageable as organizations grow, leading to scalability issues.
- ⚠ Integration Challenges with legacy systems that do not work well with modern tools, creating data silos.
Future State
(Agentic)1. Intelligent Approval Routing Agent receives submitted requisition and analyzes policy rules: amount ($500 = manager only, $5K = manager + dept head, $25K = manager + dept head + CFO), GL code (IT purchases require IT director approval regardless of amount), category (hazmat requires safety approval). 2. Agent calculates optimal routing: parallel approvals when possible (finance + IT concurrently), serial when dependencies exist (manager must approve before CFO). 3. Agent applies policy-based auto-approval: requisitions <$500 from preferred vendors with budget availability auto-approved instantly (50-70% of requisitions). 4. Agent routes for manual approval with all context: cart details, budget status, policy rationale, recommended action. 5. Agent monitors approval SLAs, sends reminders at 24/48 hours, escalates to delegates if approver unavailable. 6. Approval cycle reduced to 4-8 hours for manual reviews vs 3-7 days traditional.
Characteristics
- • Approval policy rules (amount thresholds, category exceptions, GL code routing)
- • User roles, reporting hierarchy, and delegation settings
- • Budget availability and GL code validation data
- • Vendor risk scores and preferred vendor lists
- • Historical approval patterns and SLA compliance data
- • Approver availability and out-of-office status
Benefits
- ✓ 50-70% faster approval cycles (4-8 hours vs 3-7 days)
- ✓ 50-70% auto-approval rate for low-risk requisitions eliminates manual review
- ✓ 100% policy enforcement through systematic rule engine vs manual inconsistency
- ✓ Parallel approvals reduce waiting time when multiple approvers required
- ✓ Smart delegation and escalation prevent delays from unavailable approvers
- ✓ Real-time approver visibility into pending approvals and context
Is This Right for You?
This score is based on general applicability (industry fit, implementation complexity, and ROI potential). Use the Preferences button above to set your industry, role, and company profile for personalized matching.
Why this score:
- • Applicable across multiple industries
- • Strong ROI potential based on impact score
- • Time to value: 3-6 months
- • (Score based on general applicability - set preferences for personalized matching)
You might benefit from Intelligent Approval Routing if:
- You're experiencing: Manual Routing leads to delays, lost requests, and lack of visibility.
- You're experiencing: Lack of Standardization results in inconsistent decisions across regions and products.
- You're experiencing: Bottlenecks occur when requests are stuck waiting for approvers, especially during busy periods.
This may not be right for you if:
- Requires human oversight for critical decision points - not fully autonomous
Parent Capability
Multi-User Buying & Approvals
Accelerates approvals dramatically with complete visibility, zero lost requests, and high auto-approval rates through intelligent automation.
What to Do Next
Related Functions
Metadata
- Function ID
- function-intelligent-approval-routing