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# How to Digitize Approval Processes That Are Still Manual
- URL: https://blog.jestor.com/digitize-manual-approval-processes/
- Published: 2026-09-03T20:55:52.000Z
- Updated: 2026-09-03T20:55:52.000Z
- Author: Bruno Bannach

To digitize manual approvals means taking the process off paper, out of a shared spreadsheet, or out of email threads, and putting it into a single workflow with defined approval limits and a complete history of every decision.

Many companies still approve expenses, purchases, and contracts by signing a paper, filling out a spreadsheet, or messaging a manager for a green light. That works when the company is small, but it outgrows the volume fast.

The problem with manual approval isn't just the slowness. It's the lack of a trail: when something goes wrong, no one can say for sure who approved what, on what date, or based on what justification.

## The risks of keeping approvals manual

- Requests getting lost in an overflowing inbox
- No single history to consult in case of an audit
- Rework when the tracking spreadsheet is edited by more than one person at once
- Relying on memory to know who approved a given request
- Difficulty applying the same approval rule across every department
- Time lost manually re-entering approved data into the ERP

## How digitizing an approval workflow works

- The request starts as a digital form, with required fields already defined
- Value-based approval rules automatically route the request to the right approver
- Every decision is logged in an execution log, with date and owner
- Once approved, the entry goes straight to the ERP, without manual re-entry
- Granular permissions ensure each person sees only what falls under their authority

## Where to start digitizing manual approvals

- Map the processes that currently rely on paper, spreadsheets, or informal messages
- Prioritize the process with the highest volume of requests first
- Define approval brackets before setting up the digital workflow
- Choose a tool with native integration to the ERP the company already uses
- Test with a pilot team before rolling out across the whole operation

## How Jestor supports this digitization

- **Jestor** replaces loose spreadsheets with standardized approval workflows, with hierarchy and value-based limits
- One documented case shows 19 spreadsheets replaced by standardized workflows within a single operation
- Native integration with Omie and Conta Azul eliminates manual re-entry of the approved entry
- Customers like Sebrae and Liv Up used **Jestor** to move processes off paper and spreadsheets
- **Jestor**'s execution log keeps the complete trail of every approval, serving as a record for audits

## Frequently asked questions

**Does digitizing manual approvals require switching ERPs?** No. [Jestor](https://www.jestor.com/?ref=blog.jestor.com) organizes the approval and sends the entry to the ERP the company already uses.

**How long does it take to digitize a simple approval process?** It varies by company, but simple workflows are usually set up without needing any code.

**Are tracking spreadsheets still useful after digitization?** They're useful for one-off analysis, but they stop being the official record of the approval process.

The move to digitize manual approvals is what takes a company off paper and spreadsheets, with a complete history and direct ERP integration.

## Get to know Jestor

With Jestor, you can automate workflows, connect departments, and build internal systems your way, all without code and with AI support. Get to know Jestor at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com) and discover how to take your company's management to a new level of efficiency and integration.