How to Digitize Approval Processes That Are Still Manual

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 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.

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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 and discover how to take your company's management to a new level of efficiency and integration.

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