Use case · Approval workflows

Build approval workflows without a developer.

The invoice sits in someone's inbox. The contract got approved - verbally, in a hallway. Nobody remembers who signed off on the $8k expense. Approval-by-email-chain is how mistakes and audit nightmares happen. Describe your approval rules in plain language; Chromoly builds the system that enforces them.

What your generated approval system includes

Intake, structured

  • Submit via form, email, or webhook
  • AI extracts vendor, amount, dates from PDFs
  • Low-confidence extractions go to human review
  • Duplicates flagged automatically

Routing that follows your rules

  • Thresholds: under $500 auto-approve, over $5k to a founder
  • Different paths per type - invoice, expense, contract
  • Escalation if untouched for 48 hours
  • Delegation when an approver is away

The approval moment

  • Review inbox: approve, approve with edits, reject with reason
  • Email + Slack notifications per approver's preference
  • Reminders that send themselves
  • Post-approval actions: mark paid, notify, sync via webhook

The paper trail

  • Immutable audit log: who, what, when, before/after
  • AI-initiated actions explicitly flagged
  • Exportable for finance and compliance reviews
  • EU-hosted, GDPR-ready

Try this exact prompt

Example prompt - paste it as-is

Build an invoice approval system. Invoices arrive as PDF uploads or via a webhook from our inbox tool. Extract vendor, amount, due date, and line items with AI - anything the AI isn't confident about goes to manual review. Under $500: auto-approve and log. $500-$5,000: route to the team lead. Over $5,000: route to a founder. Approvers get a Slack ping and can approve, edit, or reject with a reason. If nothing happens in 48 hours, escalate. Log every step for our accountant.

Preview the working system in your browser before paying anything, then refine in plain language - "add a second approver above $20k" - with the dependency map showing what each change affects.

Why this beats email chains and generic tools

Email approvals have no thresholds, no escalation, and no memory. Dedicated approval SaaS exists, but it's another subscription that handles one process generically and integrates with nothing you actually run. Built on Chromoly, the approval flow lives in the same system as your invoices and vendors, connects to anything via webhooks, and stays maintained for life - when your accounting tool changes its API, the platform migrates the integration, not you. Coming from Zapier-style glue? See how Chromoly compares.

Frequently asked questions

Can approvals route by amount or type?

Yes - conditional branching on any field: thresholds by amount, different paths per document type, escalation rules. Every decision audit-logged.

Can AI read the invoice automatically?

Yes - AI extraction pulls vendor, amount, due date, line items from PDFs into the record. Below-confidence extractions route to human review; the AI never approves anything alone.

Is there an audit trail?

Immutable log of who submitted, what AI extracted, who approved/rejected and when - with AI actions flagged. Exportable for compliance.

How do approvers get notified?

Email and/or Slack per their preference, with a review inbox (approve / edit / reject), automatic reminders, and time-based escalation.

Turn your approval rules into a system

Describe them in plain language. Working preview in your browser - free tier forever, no credit card.

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AI extraction · human approval · audit-logged everything