01 — The problem
Why approvals stall in email and spreadsheets
Most approval processes look simple on paper and messy in practice. A request goes out by email, the approver is traveling, someone forwards it to a deputy, and the requester asks for status in chat. Nobody can see where a request is stuck or prove who signed off.
Generic approval workflow tools help with simple yes/no steps, but real rules have conditions: different limits per cost center, a second approver above a threshold, legal review only for certain contract types, and delegation during absence. Those exceptions are where off-the-shelf setups get bent out of shape.
02 — What to build
Building blocks of a multi-level approval workflow
A request form with required fields, attachments and category, such as PO, invoice or contract.
Routing rules based on amount, cost center, category and requester.
Multi-level steps
manager, then budget owner, then finance for larger amounts.
Delegation and escalation when an approver is out or a request waits too long.
Statuses everyone can see
submitted, in review, approved, rejected, returned for changes.
An audit trail with decision, comment and timestamp for each step.
Role views
requesters track their own requests, approvers see a queue, finance sees everything.
03 — How to build it
How to set up an approval app in Henosia
Create a private project for the workflow.
Add mock data
sample requests, your approval matrix and a list of cost centers and approvers as CSV files.
Connect a database to store requests, steps and decisions.
Write down the rules in Plan mode
The agent asks clarifying questions about edge cases and proposes a plan before anything is built.
Build a first version and run test requests through every path, including rejections and delegation.
Publish with access control based on your company email domain and app-level permissions.
Plan a purchase request approval workflow using the attached requests, approval_matrix and cost_centers CSVs.
Route each request to the cost center manager; above the matrix threshold, add the budget owner, then finance.
Approvers can approve, reject or return for changes, and must comment when rejecting.
If an approver is marked absent, route to their delegate. Escalate requests waiting longer than the matrix allows.
Keep a full audit trail per request.Paste it into a private Henosia project in Plan mode. The agent asks questions and proposes a plan first.
04 — Before you go live
Rules for the routine, people for the judgment
In a Henosia webinar, Danish e-commerce company 4tal described using deterministic rules for stable, repetitive steps and AI only where interpretation is needed, while keeping a human in the loop for critical decisions. That maps well to approvals: routing should be predictable and testable, and the decision itself stays with a person.
Before going live, name an owner for the approval matrix, decide whether approved data is written back to finance or procurement systems, and agree on who approves changes to the rules. Scope each integration per system, data direction and access level; more point-and-click connector interfaces are on Henosia's roadmap.
Start a private project with your current approval matrix and plan the first version. For the purchasing side, see our procurement app guide.
Start a private project05 — FAQ
Frequently asked questions
What is approval workflow software?
Approval workflow software routes requests to the right people in the right order, applies your rules for amounts and categories, and records every decision. Common uses include purchase order, invoice approval, contract and travel request workflows. A custom approval app follows your exact matrix instead of a generic template.
Can I build a multi-level approval workflow without coding?
Yes, for the first version. A finance or operations lead can describe the routing matrix, thresholds and delegation rules in Plan mode and build without writing code. Ask IT to review integrations and permissions before approved requests trigger changes in other systems.
Should AI make approval decisions?
For critical decisions, keep a human approver. Use clear rules for routing, thresholds and reminders, because they are predictable and easy to test. AI can help where interpretation is needed, such as summarizing a request or flagging missing information, but the approval itself should stay with an accountable person.
How do I control who can see requests in an approval app?
Henosia Authentication can tie access to your company email domain, add more granular app-level permissions and optional IP restrictions. Inside the app, define role views so requesters see their own requests and approvers see their queue. Confirm your specific security requirements before using real financial data.