Requests & Approvals

One approval inbox for every document and request

Everything waiting on you — expenses, contracts, leave, AI actions — in a single inbox.

Invoices, POs, leave and contracts approved in one place
See who is holding each request and how overdue it is
Advances flow through settlement and payout to closure

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22
capabilities: 8
advanced & AI features: 1
AI assistants on this data: Yes
on mobile

Sound familiar?

The problems this app removes

Approvals by email, chat and paper, so nobody knows where things stall
Every tool has its own way of approving
Cash advances paid out but never settled
An absent approver brings the whole process to a halt

Capabilities

22 capabilities in Requests & Approvals

Catalogued against screens that exist in the product, grouped by the work they do — not a flat marketing list.

Shared approval inbox

My tasks
Every document awaiting your approval, from every app, in a single list.
Approve, reject, returnAdvanced
Decide quickly, or return for revision and resubmission on the same record.
Bulk approval
Select several requests and approve them at once, saving managers time.
Partial approvalAdvanced
Approve a lower quantity than requested on request types that support it.
Approve on mobileMobile
Get notified and approve requests right in the mobile app.
Track what you sent
Senders see which step a request is at, who holds it and for how long.

Employee requests

Request type library
Start from ready request templates, then copy and customise them for your company.
Dynamic formsAdvanced
Design custom fields for each request type without writing code.
Chains by request type
Pin an approval route to each request type and preview approvers before submitting.
Comments and attachments
Discuss and add supporting files on the request, with every trace kept.
Post-approval fulfilment
Assign someone to carry out the request after approval and close it when done.

Advances and settlement

Multiple advancesAdvanced
Advance, top up and adjust the estimate on a single request record.
Settlement and refundsAdvanced
Settle actual costs and generate the extra payment or refund receipt automatically.
Accounting entries
Advance payouts post journal entries and expense requests create Expenses in accounting.

Rules and signing

Conditional rulesAdvanced
Route approvals by amount, department, document type or other conditions.
Delegation
Delegate approvals while away so the process keeps moving.
Overdue escalation
Overdue requests escalate automatically to the next level as configured.
Sign when approvingAdvanced
Require a handwritten signature, email OTP or biometrics per document type.

Reports and AI

Approval time
Measure average approval time by approver and by document type.
Overdue requests
A list of overdue requests and who holds them, for timely follow-up.
Approval rate
Track approval and rejection rates by request type and approver.
AI approval assistantAI
AI summarises each request so approvers grasp the essentials quickly.

Real screens

Inside Requests & Approvals

Approvals — My Tasks queue awaiting decisions

On mobile

Work anywhere with XBuddy Office & XBuddy Work

In practice

When you reach for it

The director travels for ten days

Without a delegation path everything above the threshold stops — and nobody knows where it stopped.

1.Delegation is declared in advance, with a time window and a scope of request types
2.New requests route straight to the delegate
3.The log records who approved on whose behalf, and over which dates

Operations keep moving, and accountability still traces to a person.

Assistants on this app

1 assistants work on this data

Each assistant carries its own skills on this app’s data, inside the caller’s permission scope.

Approvals Steward8 skills

Monitors approval queues, enforces SLA, analyzes rejections, and routes escalations to available approvers.

Explore skills

Approval SLA EnforcerWarns approvers approaching deadlines and auto-escalates overdue approval requests
Approval Decision PrepAssembles the research an approver would otherwise do by hand for each waiting request: how this amount compares to peer norms, the requester's recent approval record, and how long it has waited versus a typical cycle. Reports only — approving remains a human judgement.
Approval Rejection AnalyzerAnalyzes rejection patterns across entity types, clusters root causes, and recommends rule improvements to reduce rejection rates
Approver Availability OptimizerMonitors approver workload and inactivity. Alerts when approvers are overloaded or unresponsive and suggests delegation targets
Delegation Rule OptimizerAnalyzes approval bottlenecks and recommends delegation rules and threshold adjustments
Approval Compliance AuditorWeekly audit of approval decisions for documentation completeness. Flags missing comments and generates per-approver compliance scores
Workflow Bottleneck AnalyzerIdentifies approval workflows stuck at the same step for too long. Pinpoints the people and process steps causing the most delays.
Request Backlog MonitorFinds employee requests past their SLA and alerts the approvers who can act on them

Solutions

Requests & Approvals in end-to-end solutions

SME CEORun the whole company in five minutes a morning Project managerOn time, on budget, properly staffed Procure to payBuy right, receive in full, pay the right party Request to paymentAdvances and reimbursements in one tidy flow

FAQ

Frequently asked

Which documents go through the approval inbox?

Invoices, bills, POs, PRs, quotations, leave, contracts and employee requests. Every app shares one approval gate.

What if the approver is travelling?

They can delegate to someone else or approve on their phone. Overdue requests escalate automatically as configured.

Does a wrong request have to be cancelled and redone?

No. The approver returns it for revision, and the sender edits and resubmits the same request.

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