Every payment passes its control points — automatically
Approval Request is a web platform for corporate finance: payment requests with multi-level approval, budget compared against actuals, payroll analysis and two-way integration with your ERP. One system, from the plan to the bank order.
Approving a cost should not mean chasing a thread
Payment approval is typically scattered across email, messengers and verbal agreements. Approval Request collects the process into a single register, where every step has an author, a timestamp and a reason.
“Who approved this payment?” — the answer lives somewhere in an email archive.
All four signatures are on the document, with the user and the exact time at every level. A rejection records who rejected it and why.
The budget is in Excel, the actuals are in the ERP. They meet after the month closes.
Plan and actual sit in one table, month by month. From any actual figure you can drill down to the payments behind it.
An approved payment is retyped into the ERP — with delay and room for error.
Synchronisation is automatic. An approved request appears in the ERP as a payment order, and catalogues match on both sides.
The manager is travelling — the payment waits for their return.
Approval happens in a browser, including from a phone. Urgent requests are flagged and move to the top of the list.
Seven modules, one login
Users see only the sections they have access to — the menu is assembled from their roles.
Payments
The register of requests, from creation to the payment itself.
- Vendor and employee payments
- Multi-currency, with rate and GEL equivalent
- Documents attached to the request
- Bulk sending of confirmation letters
- Turnover report for a period
Budget
The annual plan by department and expense line.
- Plan vs actual by month
- History of budget changes
- Locking a department or a period
- Drill-down from actuals to documents
Payroll
Payroll analysis by department and employee.
- Accruals, deductions, pension, income tax
- Net pay — fixed and variable
- Three views: full, short, HP
- Access limited to permitted departments
Catalogues
A shared base kept in sync with the ERP.
- Vendors — with tax ID validation
- Contracts
- Bank accounts
- Currencies and rates
Dynamic reporting
Report templates the finance team builds itself.
- Template constructor
- Excel import and export
- Separate rights for viewing and editing
Access and roles
Who can do what — down to the department.
- Approval right: level plus department
- Budget and payroll departments set separately
- Permitted sender bank accounts
Multiple companies
One platform across several legal entities of a holding.
- Switch companies with a single login
- A separate set of roles in each
- Data fully separated
The limit decides whose signature is needed
Every cash-flow line carries four thresholds. When a request is created the system compares the amount against them and determines how many signatures are required — nobody assigns the route by hand.
The person responsible in the department confirms the cost is needed and fits the budget.
Engaged once the amount passes the second threshold of the line.
The third-level approver can additionally escalate a request to the fourth level, even when the amount does not require it.
Large payments. After the final signature the request becomes approved and moves on to the ERP.
How the limits work
The thresholds shown are illustrative — each expense line is configured separately, and a line can be excluded from approval altogether.
| Amount | Signatures required | Typical turnaround |
|---|---|---|
| ≤ 1,000 ₾ | Level 1 only | same day |
| 1,000 – 10,000 ₾ | Levels 1 + 2 | same day |
| 10,000 – 50,000 ₾ | Levels 1 + 2 + 3 | 1 working day |
| > 50,000 ₾ | All four levels | 1–2 working days |
A plan the actuals come to meet
The budget is filled in as a table — expense lines down the rows, months across the columns. The same cell shows actual performance, assembled from approved payments.
Every correction is kept: who changed it, when, and by how much. When the month closes, a department or a specific period is locked and further changes become impossible.
From an actual figure you can move straight to the payments that produced it — the question “where did this amount come from?” closes in one click.
Two-way exchange, no manual entry
An extension sits on the ERP side, tracking changes and exchanging data with the platform. Catalogues come from the ERP, approved payments go back as payment orders. The exchange runs off a change register: only what actually changed is synchronised, and a failed send stays in the queue and is retried.
- Catalogues: vendors, contracts, bank accounts, currencies, departments, cash-flow lines
- Operations: payments and their statuses, budget records, actual costs
- Payroll: employees, accrual components, monthly records
What the company gains
Costs are controlled before they are spent
Limits work at the request stage, not at month close. A large payment cannot pass without the signatures it requires.
A complete audit trail
For every payment you know who requested it, who approved it, on what date and on the basis of which document.
Budget in real time
Plan performance is visible during the current month — decisions no longer wait for the actuals.
Less load on accounting
An approved request appears in the ERP by itself. Double entry and reconciliation disappear.
The process does not stall
Approval from a browser and from a phone. The manager no longer has to be physically present.
A holding in one system
Several companies, one login, separated data and a uniform process.
Technologies already in production
The system runs in a browser — nothing needs installing on office computers. The payments list has a dedicated mobile view, and any table exports to Excel.
The interface terminology is currently in English; the data — departments, expense lines, counterparties — appears in Georgian exactly as entered in the ERP. Multilingual support is built in and Georgian localisation is being rolled out in stages.
Technologies: .NET · React · PostgreSQL · ERP extension · REST API · Docker · JWT with refresh · API-key integration.
See the system running on your own data
In the demo we show how your processes look inside the real interface. Questions get answered in the same meeting.