Workflow templates: 67 ready-made approval processes

Customer service

4 templates

Customer complaint

Customers open a complaint through a public link, follow it on their own page and get an answer within the deadline.

Complaint → Triage → Resolution → Closing Public request form

Warranty claim

Customers send photos of the defect through a public link, the technical team inspects it and a signed warranty decision is issued.

Claim → Technical inspection → Decision Public request formGenerates a PDFPhoto evidence

Field service visit

Schedule a technician, record the visit with located photos, collect the customer's signature and issue the service report.

Request → Scheduling → Visit → Review Generates a PDFPhoto evidenceSignature

Service request

A public service desk: anyone asks for something, the team answers and the requester follows it on their own page.

Request → Handling Public request form

Finance

11 templates

Purchase request

Ask for something to be bought, get it approved and track the order until it arrives.

Request → Director approval → Place the order → Confirm delivery

Travel advance and expense report

Ask for an advance before the trip; after the return date the traveler reports the expenses and finance settles the difference.

Request → Advance payment → Trip → Expense report → Settlement Waits automatically

Purchase order with approval limits

Small purchases go straight through, larger ones need the manager, and the biggest go to the board. The purchase order PDF is issued at the end.

Request → Purchasing Approval limits by amountGenerates a PDFSignature

Customer credit limit

Sales asks for a credit limit, finance analyzes it and the approver depends on the amount.

Request → Credit analysis → Registration Approval limits by amount

Asset write-off

Record why an asset leaves the company, with photos of its condition, and update the books.

Request → Accounting Photo evidence

Petty cash replenishment

The cash holder lists what was spent, attaches the receipts and finance replenishes the fund.

Statement → Replenishment

Expense reimbursement

Submit what you paid out of pocket, get your manager's approval and receive the money back.

Expense report → Manager approval → Payment → Confirm receipt

Invoice approval

Register a supplier invoice, confirm the delivery and schedule the payment.

Invoice → Delivery check → Finance approval → Schedule payment

Budget request

Ask for extra budget, have finance analyse it and get a decision from the board.

Request → Finance analysis → Board decision → Release the budget

Corporate card request

Ask for a corporate card, agree on the limit and acknowledge the usage policy.

Request → Manager approval → Issue the card → Receipt and policy

Supplier payment

Request a one-off payment such as an advance, a fee or a service, with the right approvals.

Request → Manager approval → Director approval → Payment

IT

5 templates

Access request

Ask for access to a system, get the right approvals and keep a record of who can do what.

Request → Manager approval → Security approval → Grant access → Confirm access

Equipment request

Ask for a laptop, monitor or accessory and follow it until it is in your hands.

Request → IT assessment → Purchase approval → Prepare and deliver → Confirm receipt

Incident report

Report something that is down or broken, follow the fix and learn from the serious ones.

Report → Triage → Resolution → Post-mortem → Confirm the fix

Software license request

Ask for a new tool, have IT and security check it and get the recurring cost approved.

Request → IT review → Security and privacy review → Budget approval → Purchase and setup

Change request

Plan a change in a production system, get it approved, execute it and record the outcome.

Change → Technical plan → Approval → Execution → Validation and closing

Operations

11 templates

Supplier onboarding

Register a new supplier with the documents and checks needed before the first purchase.

Supplier → Documents → Finance check → Registration

Maintenance request

Report something that needs fixing, approve the cost when needed and confirm the repair.

Request → Assessment → Cost approval → Execution → Confirm the repair

Vehicle booking

Book a company vehicle and record mileage, fuel and any incident on pick-up and return.

Booking → Approval and vehicle → Pick-up → Return → Inspection

Travel request

Plan a business trip with its estimated costs, get approval for the expensive ones and have everything booked.

Trip → Approval → Booking → Trip report

Quality nonconformity

Record a quality problem, contain it, find the root cause and check that the fix really worked.

Report → Containment → Root cause and action plan → Plan approval → Effectiveness check

Safety inspection

Walk the site with a checklist, prove it with located photos and open corrective actions for anything wrong.

Inspection → Corrective action → Verification Generates a PDFPhoto evidenceSignature

Proof of delivery

The driver records the delivery with located photos and the receiver's signature; a delivery receipt PDF is issued.

Shipment → Delivery Generates a PDFPhoto evidenceSignature

Inventory adjustment

Justify differences between the system and the shelf; the size of the loss decides who approves.

Count → System adjustment Approval limits by amount

Equipment loan

Lend a tool or device, record its condition with photos and get a reminder on the return date to check it back in.

Loan → In use → Return Photo evidenceSignatureWaits automatically

Store opening checklist

The daily opening routine with a photo of the shop floor. Schedule it every morning and set who takes turns.

Store → Opening → Follow-up Photo evidence

Vehicle incident

Report an accident or damage to a company vehicle with photos from the scene, then handle insurance and repair.

Report → Insurance → Vehicle back Photo evidence

People

12 templates

Employee onboarding

Get a new hire ready: paperwork, equipment, accesses and a proper first day.

New hire → Paperwork → Equipment and accesses → First day → 30-day check-in

Employee offboarding

Handle a departure without loose ends: handover, accesses, equipment and termination paperwork.

Departure notice → Handover → Accesses and equipment → Termination paperwork

Vacation request

Pick your dates, get your manager's approval and let HR take care of the rest.

Request → Manager approval → HR records → Sign the notice

Job opening request

Ask for a new position, have HR define the package and get it approved before hiring starts.

Request → Package and budget → Director approval → Publish the job

Performance review

Self-assessment, manager evaluation and a feedback meeting that ends with a development plan.

Self-assessment → Manager evaluation → Feedback meeting → Employee acknowledgment → HR follow-up

Training request

Ask for a course or event, get the investment approved and share what you learned.

Request → Manager approval → HR approval → Enrollment → Completion

Job offer

HR prepares the offer, the manager approves, the candidate accepts and signs online, and the offer letter PDF is issued.

Offer → Candidate answer → Admission Generates a PDFSignatureStep for an outsider

Overtime request

Ask your manager before working overtime and confirm the hours actually worked for payroll.

Request → Hours worked → Payroll

Doctor's note

Send a doctor's note to HR. The diagnosis stays confidential: your manager only sees the days off.

Doctor's note → Manager notice → HR review Confidential fields

Salary adjustment

A manager proposes a raise or promotion, HR checks the salary range, approval depends on the size of the increase, and the change letter is issued.

Proposal → HR analysis → Payroll update Approval limits by amountGenerates a PDF

PPE issue and training

Record the protective equipment issued to each worker, with the signed training acknowledgment OSHA expects

Request → Delivery Generates a PDFSignature

Internal transfer

Move an employee to another team: both managers agree, HR updates the records and IT adjusts the accesses.

Request → HR update → Access review

Routines

11 templates

Office cleaning checklist

Clean every area to the same standard and prove it with photos of the kitchen, restrooms and meeting rooms. Schedule it every evening and set who takes turns.

Office → Cleaning → Follow-up Photo evidence

Store closing checklist

The nightly closing routine: cash handed over, alarm set and a located photo of the locked storefront. Schedule it every evening and set who takes turns.

Store → Closing → Follow-up Photo evidence

The driver starts it before the first trip, from the app or a QR code in the vehicle, and checks it with photos of every side. Defects go to maintenance with a deadline, and a vehicle that is not fit to drive is flagged on the spot.

Pre-trip check → Maintenance Photo evidence

Fire extinguisher and first-aid check

A monthly walk past every fire extinguisher and first-aid kit, with photos and a signed record. Anything missing or wrong goes to facilities with a deadline. Schedule it every month per location and set who takes turns.

Location → Check → Facilities Generates a PDFPhoto evidenceSignature

Food temperature log

Each shift logs the temperature of every fridge, freezer and hot-holding unit. A reading out of range opens a corrective action for the manager on duty. Schedule it for every shift and set who takes turns.

Shift → Readings → Corrective action Photo evidence

End-of-day cash count

The cashier starts it at closing, from the app or a QR code at the register, counts the drawer against the register report and photographs the report. A manager reviews only when the count does not match.

Count → Manager review Photo evidence

Meeting room reset

A quick reset that leaves each room ready for the next meeting, with a photo to show it. Schedule it every day for each room and set who takes turns.

Room → Reset → Follow-up Photo evidence

Backup restore test

Once a month, restore a real backup and prove it works with a screenshot. A failed restore opens an incident with a deadline. Schedule it every month per system and set who takes turns.

System → Restore test → Incident

Restroom check

A check that takes under a minute, started from a QR code on the restroom door or from the app: tick four items and take a photo. Problems go straight to the cleaning team.

Check → Cleaning team Photo evidence

Visitor sign-in

Visitors sign in at reception from a QR code on their own phone, accept the visitor rules, and reception lets the host know.

Sign in → Reception Public request formSignature

Corrective action

Fix what a checklist or inspection found: what is wrong, where, who fixes it by when, and a photo of the fix. Start it by hand, or let a checklist start it when an answer fails.

Issue → Fix Photo evidence