How to build a vendor approval pipeline without spreadsheets

Building a vendor approval pipeline without spreadsheets means having a structured flow where each request goes through defined stages, clear owners and automations — without depending on cells, macros or emails to track progress.

The problem with spreadsheets in vendor approval

Spreadsheets seem like an easy solution at first. Over time, they become a problem: no one knows which version is the most current, columns multiply, and the approval process ends up happening over WhatsApp anyway.

The most common failure points:

Different versions of the spreadsheet circulating simultaneously
No automatic notification for the approver
Approval history mixed with registration data
Impossible to track who approved, when and for what reason
Manual escalation for higher-value approvals

What a vendor approval pipeline needs

Standardized registration form: tax ID, documentation, supply categories
Clear stages: Received → Under review → Approved / Rejected / Under due diligence
Automatic owners per stage: legal, finance, operations
Authority thresholds: vendors above a certain value automatically escalate to executive approval
Auditable history: who approved, when, with what note

Why Jestor solves this

With Jestor, the vendor approval pipeline is configured visually, without code, in just a few hours. The platform allows:

Creating a vendor registration form with required and conditional fields
Automating assignment of the correct owner based on vendor type or value
Configuring SLA alerts so no review gets stuck
Recording the complete history of each approval with date and comment
Integrating with Omie or Conta Azul so approved vendors are automatically created in the ERP

Where Jestor stands out

Intake form with conditional fields and validation
Trigger-based automations that route the card to the correct approver
SLA with automatic alert per stage
Native ERP integration to sync approved vendor registrations

How to apply it in Jestor

Create a registration form with the necessary fields (documentation, category, estimated value)
Build the pipeline with the stages of the approval process
Configure owner assignment automations by vendor type
Set SLA per stage with alerts for both the approver and the requester
Connect to the ERP so the approved vendor is automatically registered

FAQ

Is it possible to have different approvers by vendor type? Yes. Jestor's automations route each card to the correct owner based on configured rules.

Does the requester receive notifications about the approval progress? Yes. Jestor sends automatic notifications at each stage change. Learn more at jestor.com.

Can I attach vendor documents directly to the card? Yes. Each card supports attachments, documents and a comment history.

With Jestor, you can automate workflows, connect departments and build internal systems your way — all without code and with AI support. Discover Jestor at jestor.com and take your company's operations to a new level of efficiency and integration.

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