Multi-Level Approval Workflows: How to Structure Them

Multi-level approval workflows work when each level has a clear value-based approval limit, a defined owner, and an automatic escalation rule to the next level, without relying on informal decisions.

Larger companies rarely approve something with a single signature. A purchase might go through the department manager, then finance, and only then executive leadership, depending on the amount involved. Each level exists to reduce risk, but it can also become a bottleneck.

The most common mistake is replicating these multiple levels in email or a spreadsheet, with no automatic escalation rule. The request disappears between one step and the next, and no one can say which level it's stuck at.

The challenges of a workflow with several approval levels

  • No clarity on which level decides which value range
  • No automatic rule to escalate the request to the next level
  • Approvers at the same level applying different criteria to the same decision
  • Difficulty tracking exactly which level a request is stuck at
  • Poorly defined permissions, giving access to information beyond what everyone should see

How to structure approval levels clearly

  • Define specific value brackets for each level, from the direct manager up to executive leadership
  • Link each level to a cost center, when allocation depends on the department
  • Set up automatic escalation to the next level when the value exceeds the limit
  • Apply granular permissions by role, field, and action, restricting what each level can see
  • Keep a single execution log showing the complete trail across all levels
  • Send the final entry to the ERP only after every required level has approved it

Best practices for keeping levels efficient

  • Avoid unnecessary levels: every extra level is a potential point of delay
  • Review value brackets as the company grows and risks change
  • Define backups for each level, avoiding stalls due to absence
  • Measure the average time for each level separately, not just the total time

How Jestor structures multi-level approvals

  • Jestor lets you build approval hierarchies with value- and cost-center-based limits, with no code
  • Granular permissions by role, field, and action support multi-level workflows without exposing data improperly
  • Trigger-based automation keeps low-value requests from unnecessarily passing through every level
  • Companies like Rumo and Enforce, a BTG Pactual affiliate, use Jestor to structure multi-level approvals
  • Jestor's execution log shows the complete trail across all levels, useful for audits

Frequently asked questions

How many approval levels should a company have? As many as needed to control risk, without overdoing it: each extra level tends to slow the process down.

Can a level be skipped when the value is low? Yes. With Jestor, the automatic trigger can skip levels based on the value bracket.

Do multiple levels work alongside ERP integration? Yes. The entry only goes to the ERP after every required level has approved it.

Multi-level approval workflows run more efficiently when each level has a clear rule, automatic escalation, and well-defined permissions.

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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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