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Use Case

Approval Routing

Payment approval stuck 4 days. Vendor called twice. Agent escalated to CFO with full context.

The Problem

A $47,000 vendor payment sits in someone's inbox for 5 days. The vendor calls asking about status. Your AP team doesn't know who has it. The approver was out sick. The backup approver wasn't notified. Now you're paying expedite fees and damaging a relationship.

This happens because approval workflows are invisible. You can't see what's pending, what's stuck, or who's the bottleneck. So payments are late, vendors are frustrated, and early-pay discounts expire.

The Automation

Our approval routing agent manages the entire workflow: routing requests to the right approvers, escalating when deadlines approach, and handling exceptions like out-of-office coverage. Every approval has an audit trail. Nothing gets lost.

01

Route

Agent sends approval requests via email, Slack, or mobile based on amount and type

02

Track

Monitors response status, detects delays, checks approver availability

03

Escalate

Routes to backup approver after timeout, escalates to manager for urgent items

04

Complete

Posts approved transactions to ERP, notifies AP team, updates vendor

Approval routing dashboard showing stuck payment and escalation
68%Faster approvals
0Lost approvals
2.3 daysAvg. cycle time

Smart Routing Rules

  • Amount-based - Under $5K: Manager approval. Over $5K: Director + Finance
  • Category routing - Marketing spend to CMO, CapEx to CFO, HR to CHRO
  • Vendor-specific - New vendors require Procurement approval regardless of amount
  • Time-based - Escalate if no response in 24 hours, escalate again at 48 hours
  • Out-of-office - Auto-route to designated backup when primary is unavailable

Real Results

"We eliminated the 'where's my approval?' emails completely. The agent knows who's out of office, routes to backups automatically, and escalates before vendors start calling. Our average approval time went from 7 days to 2.3 days."
- VP Finance, 300-person professional services firm

Complete Audit Trail

Every approval is tracked:

  • Who requested and when
  • Who approved and timestamp
  • Approval method (email click, mobile app, Slack)
  • Comments and attachments
  • Escalation history
  • Final posting to ERP

Ready for auditors. Ready for compliance. Ready for your peace of mind.

Fix your approval bottlenecks

We'll map your current approval matrix and show you exactly where payments get stuck.

Book a demo