Approval Workflows Without Paper: A Guide for Small Businesses

"Sir, is this approved?" in a WhatsApp group isn't a process. Structured approvals save time and settle disputes.

#Why move approvals off chat and paper

- Requests get **lost** in busy groups. - Nobody can **prove** who approved what, and when. - **Edits** after approval cause arguments. - **Paper** forms wait on desks for days.

#How approvals work in Yapie Work

1. Create workflows

Admins create **workflows** (Work › Organisation › Workflows) such as *Leave*, *Expense claim*, *Purchase request* or *Payment*. Each has **steps** — for example *Line manager → Accounts → Director*.

2. Submit a request

Employees open **Work › Approvals**, choose the workflow, fill in details (amount, dates, reason) and attach files like receipts or quotations.

3. Approve, reject or return

Each approver is notified in turn and can: - **Approve** — moves to the next step. - **Reject** — with a required comment. - **Return** — sends it back for changes, with a comment.

4. Status by person

Anyone involved can open **Status by person** to see who approved, who's pending and who rejected.

5. Locks and the audit log

Approved requests are **locked**. Every administrative change is written to the **audit log** that admins can review — a complete modification history.

#Tabs that keep you organised

- **To approve** — waiting for you. - **My requests** — what you submitted. - **Decided by me** — your history.

#Good practice

- Keep workflows **short** — two or three steps. - Set **amount thresholds** in your policy (e.g. over a set amount needs the director). - Require **attachments** for expenses.

Read why audit logs matter and the leave request workflow.

#Frequently asked questions

What is an approval workflow?

A defined path a request follows — such as manager then accounts — with each approver approving, rejecting or returning it.

Can approved requests be edited?

No. Approved requests are locked, and administrative changes are recorded in the audit log.

Can I attach receipts to an expense request?

Yes, attach files when submitting the request.