The Importance of Approval Workflows
Published: 07/02/2022
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This article is aimed at time-deprived project managers, HR personnel, and anyone who regularly reviews expenses and timesheets submitted by either contractors or permanent employees. We will explore how approval workflows and automation can make your daily life easier, smoother, and more efficient.
Eighty per cent of the surveyed staff who work with paper timesheets reported that eighty per cent of these require correction. Whether it is due to incorrect timings, illegible handwriting, or other reasons, one thing remains clear: it places a strain on the staff reviewing these sheets. They ultimately waste time that should be devoted to progress-driven tasks rather than rectifying errors and engaging in back-and-forth communication with the other party.
It’s not just the approvers who face inconveniences due to this; the workers who have filled in the sheets incorrectly also bear the consequences. For them, this may result in delayed payments or receiving an incorrect amount. All of this reflects negatively on relationships and may lead to a decline in work quality or even the dissolution of a partnership. In this article, we will present a solution to this issue: automated approval workflows.
When it comes to timesheets and expenses, errors frequently occur. There are several reasons why they happen, all leading to one consequence: financial loss. Naturally, you want to avoid that, which is why an approval process is essential. However, as mentioned above, it is time-consuming, and that time could be better spent on more meaningful tasks. Let’s explore your options further.
The good news is that, like many mundane, repetitive tasks, the approval process can be made smoother and less burdensome. While it will still require some human judgement regarding spotting errors, approval workflow software can save you a significant amount of time by eliminating the need to correct the submitted documents. Instead, it will assign this responsibility to the submitter, simultaneously encouraging them to be more accountable in the future. There are a few other benefits that arise from this.
Adobe has recently discovered that, on average, an office worker spends 3.1 hours a day either reading or responding to emails. An approval process that involves email communication directly contributes to this, as it necessitates numerous inputs. This results in considerable back-and-forth, which hinders progress.
Utilising approval management software addresses this concern by eliminating the need for lengthy email threads. Instead, it streamlines the process by simplifying it to either approving submitted documents or rejecting them. If the submitting party disagrees with the decision or requires clarity, communication can then be initiated. Reducing unnecessary email threads enhances overall efficiency as it recaptures time that can be repurposed, while also helping to avoid confusion and miscommunication.
By automating processes and intervening only when necessary, you save a considerable amount of time. Logically, a quicker approval process leads to faster payments, resulting in more satisfied employees who trust you. Trust-based relationships encourage better alignment and, ultimately, improved outcomes.
You can also integrate your approval workflow solution with other tools for even better outcomes. For instance, if your automated approval process is linked to an automated invoicing system, the moment you approve a timesheet, an invoice will be generated based on it and sent out. If you include the accounting system as well, the invoice will be automatically added to the operations and reports there too.
A good digital solution can be optimised and customised to meet your business needs. SaaS technology (software-as-a-service) is designed to scale with your organisation; therefore, it can be truly personalised. From built-in templates to develop your own processes from scratch, the right software can be tailored to provide an ideal match.
Depending on your company's size and structure and the documentation that requires approval, the process can sometimes entail multiple stages. An effective solution enables you to customise a workflow to meet your specific needs, such as having different reviewers for various phases of the approval process.
For instance, an employee submits an expenses report that is part of a project they are engaged in. The project entails two approvers: a project assistant and a project manager. As the project manager is too busy to review every claim, they only participate in the workflow if the project assistant, the first reviewer, approves the claim. However, if the claim is rejected, the project manager is never informed of the rejection.
Mobile devices today are as capable as computers; thus, many approval automation platforms are also accessible on phones and tablets. This allows both parties to submit or approve documents while on the move. Centralised file storage provided with a solution can also be beneficial and streamline the process.
Let’s use the above example of an expense claim to illustrate. The expense was something an employee purchased in real life; therefore, the receipt they received is also physical. Not providing a receipt will result in a claim rejection, and attaching a physical receipt would mean scanning it into a digital format— a hassle that can be time-consuming if the employee does not have computer access for some time. However, if the system operates on their mobile device, they can take a picture of the receipt right as it is given and attach it to the expenses report on the spot.
Let us clarify something - it’s uncommon for the approval workflow solution to exist as a stand-alone system. More often, it is a feature incorporated within a larger platform and should not be the sole selling point. Also, consider the other functionalities of the software you’re considering - do they align with your business goals, or do you find most features to be unnecessary? What about the payment plan? Do you pay for the entire system, or does the cost depend on the modules you utilise? These questions should direct you in selecting the appropriate solution.
In our case, the creation of approval workflows is a comprehensive feature for nearly every module of Timesheet Portal. From timesheets to holiday approvals, it is also fully customisable to fit your existing processes and enhance them. Whether you choose to use one of the built-in templates or tailor it to your needs, we’ve placed a strong emphasis on empowering our clients to construct both simple and complex approval workflows.
Timesheet Portal integrates with a wide variety of other software, features centralised document storage, and is available as a mobile app. Its intuitive interface makes it easy for everyone in your company to submit or approve timesheets, holiday requests, invoices, and other documents. We are always happy to assist you in setting up the workflows.
An approval process is essential for any business that aims to succeed. It helps maintain high service standards, keep track of time and finances, and ensure that everyone is aligned. However, it can often be time-consuming, which may prove counterproductive and exhausting. Creating approval workflows to streamline this process can be significantly beneficial.
Integrating an approval automation support system with your existing tools can streamline various operations within your business, such as invoicing. Whether your native approval process is straightforward or involves multiple parties across different tasks, quality software like Timesheet Portal will adapt to your requirements.
Are you prepared to reduce the time wasted on back-and-forth communications? Reach out to us.