XBuddy67 Pre-Built Workflow Templates
Approval chains, compliance workflows, and escalation automation for every department. No code required — pick a template, configure, and go live.
67 templates
Asset Purchase Approval
Approves new asset acquisition: Department Head → Asset Manager → Finance → CEO (tiered by value).
Asset Audit & Physical Verification Sign-off
Periodic physical asset audit: Audit team verifies locations → Asset Manager reviews discrepancies → Finance approves write-offs.
Warranty Claim Approval
Processes warranty claims: Maintenance team submits → Asset Manager validates → Finance authorises replacement cost.
Coaching Engagement Completion Approval
HR Manager formally signs off on completed coaching engagements before releasing final payment.
Coaching Program Enrollment Approval
Line Manager confirms relevance, HR Manager allocates budget and approves enrollment.
Coaching Session Reschedule Approval
Coach approves or rejects coachee request to reschedule a confirmed coaching session.
Variation Order Approval
Multi-level approval for construction variation orders: Site Manager → QS → Contract Manager → Client.
Progress Billing Certification
Certify and approve construction progress claims: QS certifies → Client approves for payment.
Subcontractor Onboarding
Vet and approve new subcontractors: Procurement assesses → Legal reviews contracts → Project Director approves.
Contract Renewal Approval
Customer contract renewals: Account Manager proposes → Legal reviews terms → Finance validates → Director approves.
Sales Commission Run Approval
Monthly commission approval: Sales Ops prepares → Sales Director verifies → Finance confirms before payroll.
Churn Intervention Plan Approval
Recovery plans for at-risk accounts: CSM proposes intervention → CS Director reviews → Finance approves discount.
Customer Onboarding Plan Approval
Tailored onboarding plan approval: CSM drafts → Solutions Engineer validates → Customer Success Manager signs off.
Support Escalation Resolution
Resolves escalated support tickets: Support Manager investigates → Technical Lead proposes fix → Director authorises.
Field Work Order Approval
Complex or high-cost work orders: Planner creates → Customer confirms scope → Finance approves budget.
Spare Parts Requisition Approval
Spare parts request: Field tech requests → Team Lead validates → Inventory checks availability → Finance approves cost.
Service Contract Renewal Approval
Field service / maintenance contract renewals: Account Manager proposes → Legal reviews → Finance validates → Director approves.
Capital Expenditure (CAPEX) Request
CAPEX approval tiered by amount: Dept Director → CFO → CEO. Includes ROI analysis and budget impact.
Bank Reconciliation Sign-off
Monthly bank reconciliation: Accountant prepares → Finance Manager reviews discrepancies → CFO sign-off.
Accounting Period Closure
Month-end / year-end close: Accountant prepares trial balance → Finance Manager reviews → CFO approves closure.
Bad Debt Write-off Approval
Write off uncollectable receivables: Finance prepares ageing report → Legal confirms exhaustion → CFO approves.
Menu Item Approval
New or modified menu items: Chef creates recipe → Nutritional/allergy review → Operations Manager approves → pricing sign-off.
New Ingredient / Supplier Approval
New ingredients or substitutions: Head Chef validates quality → Procurement reviews pricing → Food Safety Officer approves.
Food Safety Incident Report
Food safety complaints: Staff reports → Food Safety Officer investigates → Operations Manager approves corrective action.
Daily POS Session Settlement
End-of-day POS reconciliation: Cashier closes session → Supervisor verifies cash → Finance records closing balance.
Overtime Request Approval
Employee overtime: Employee requests → Manager approves → HR records (escalates if >20h/month).
Employee Promotion Approval
Employee promotion: Manager nominates → HR reviews compensation band → Finance approves budget impact → CEO signs off.
Employee Termination Approval
Voluntary & involuntary terminations: HR documents → Manager confirms → Legal reviews compliance → HR Director approves.
Off-Cycle Payroll Approval
Ad-hoc salary payments outside normal payroll: HR prepares → Finance validates budget → CFO approves disbursement.
Internal Transfer Request
Employee transfer: Employee requests → Receiving manager approves → Current manager releases → HR updates records.
Performance Improvement Plan (PIP)
Underperformance management: Manager documents → HR reviews PIP content → HR Director approves → Employee acknowledges.
Training Enrollment Approval
External training enrollment: Employee requests → Manager approves with budget justification → HR confirms calendar.
Course Publication Approval
Review and publish new training courses: Content Author submits → Learning Manager approves publication.
Shipment Dispatch Approval
Outbound dispatch: Warehouse picks & packs → Logistics coordinates carrier → Finance confirms insurance for high-value.
Freight Rate Approval
New or revised freight carrier rates: Logistics proposes → Finance validates budget impact → Director approves.
Customer Return Authorization (CRA)
Incoming returns: Customer service validates claim → Warehouse confirms receipt slot → Finance approves credit note.
Delivery Exception Resolution
Failed or exception deliveries: Driver reports → Customer service contacts customer → Logistics supervisor resolves.
Breakdown Maintenance Request
Fast-track approval for emergency equipment breakdowns: Operator reports → Maintenance Manager authorises.
Preventive Maintenance Completion
Sign off completed preventive maintenance work orders: Technician reports → Supervisor verifies → Asset Manager closes.
Bill of Materials (BOM) Change Approval
BOM engineering change: Design Engineer → QC Review → Production Manager → Finance (for cost impact >5%).
Production Schedule Approval
Weekly/monthly production plan: Planning → Capacity check → Material availability → Production Director approves.
Production Order Release
Releases manufacturing orders: Production Planner creates → QC confirms material specs → Supervisor releases to floor.
Goods Receipt Note (GRN) Inspection
Incoming goods validation: Warehouse receives → QC inspects quality → Warehouse Manager approves for stock entry.
Production Scrap Write-off
Production scrap: Shop-floor supervisor documents → QC verifies defect root cause → Finance approves write-off.
Marketing Budget Approval
Approve marketing spend requests and campaign budgets: Marketing Manager submits → Finance Director approves.
OKR Objective Approval
OKR objectives before cycle begins: Individual/team submits → Manager aligns → Department Head confirms.
OKR Cycle Sign-off
Closes OKR cycle: OKR Champion compiles results → Management reviews overall achievement → CEO approves close.
Project Closure Approval
Project close: PM submits lessons learned → Sponsor reviews deliverables → Finance reconciles budget.
Project Milestone Sign-off
Project milestone completion: PM attests deliverables → Sponsor signs off → Finance releases milestone payment.
Timesheet / Work Log Approval
Weekly timesheet for billing and payroll: Employee submits → Manager reviews hours → Finance approves for billing.
POS Large Transaction Void Approval
POS void above threshold: Cashier requests → Shift Supervisor authorises → Finance records adjustment.
POS Discrepancy Review
Investigate and resolve POS session discrepancies: Cashier explains → Shift Manager reviews and resolves.
Quality Inspection Approval
Incoming or finished goods inspection: QC inspector records findings → QC supervisor signs off → Production proceeds.
Non-Conformance Report (NCR) Resolution
NCR resolution: NCR raised → Root cause analysis → Corrective action plan → Effectiveness verification.
Quality Waiver / Deviation Approval
Use of off-spec materials: Engineering reviews → Quality Manager approves → Customer concession if required.
Supplier Audit & Qualification
New supplier qualification: Procurement assesses commercially → Quality audits → Management approves approved vendor list.
Lease Agreement Approval
Review and execute property lease agreements: Property Manager reviews → Legal approves terms → Director signs.
Property Inspection Sign-off
Sign off property inspection reports: Inspector submits findings → Property Manager approves report.
Tenant Deposit Refund
Tenant security deposit refund with deduction assessment: Property Manager calculates → Finance approves disbursement.
Special Discount / Price Exception Approval
Discounts beyond standard policy: Sales Manager approves up to 20% → Sales Director for 20%+ → Finance for margin impact.
Ticket Escalation Approval
Escalated service tickets: Team Lead reviews priority → Service Manager authorises resources → SLA commitment issued.
Service Contract Approval
Service contract approval: Account Manager reviews scope → Finance approves contract value.
Service Project Kickoff Approval
New service project kickoff: PM scopes resources → Sponsor approves budget and timeline.
Service Timesheet Approval
Single-step timesheet approval by Line Manager for service team hours with 48-hour escalation.
Van Route Approval
Approve daily van sales routes before dispatch: Route Planner submits → Sales Supervisor approves.
Van Cash Reconciliation
Daily van cash collections: Driver submits cash report → Sales Supervisor verifies → Finance posts closing balance.
Van Stock Write-off
Authorize write-off of damaged or lost van stock: Driver reports → Sales Supervisor validates → Finance approves write-off.
Deploy in 3 Steps
Choose a template, configure approvers, and turn it on — no code needed.
Choose Template
Browse 67 templates and pick the one that fits your process
Configure
Assign approvers, set escalation conditions and SLA settings
Go Live
Activate and every request automatically flows through your process
22 Business Policy Rules
Attach to any workflow step to automatically enforce business rules — no need to build logic from scratch.
CAPEX Tiered Approval
Automatically routes CAPEX requests by value: <$10k → Manager, $10k–$100k → CFO, >$100k → CEO.
IF amount < 10000 → Manager ELSE IF amount < 100000 → CFO ELSE → CEO
Discount Limit Policy
Sales discounts auto-approved up to 5%; 5–15% requires Sales Manager; >15% requires Finance Director.
IF discount ≤ 5% → Auto-approve ELSE IF ≤ 15% → Sales Manager ELSE → Finance Director
Daily Expense Cap
Block expense submissions exceeding daily per-user budget cap; notify Finance for manual override.
IF daily_total > user.daily_limit → BLOCK + notify Finance
Purchase Order Approval Tiers
PO approval routing: Team Lead up to $5k, Procurement Manager up to $50k, CFO above.
IF value ≤ 5000 → Team Lead ELSE IF ≤ 50000 → Procurement Manager ELSE → CFO
Overtime Monthly Cap
Blocks overtime approval when monthly accumulated hours exceed the legal or policy limit per employee.
IF monthly_ot_hours > 40 → BLOCK submission with alert
Finance-Only Period Close
Restricts accounting period close actions to Finance Manager and CFO roles only.
REQUIRE role IN [finance_manager, cfo] TO proceed
HR Sensitive Data Gate
Prevents non-HR roles from viewing compensation, disciplinary notes, or medical data in workflow forms.
HIDE fields[salary, medical] UNLESS role IN [hr_manager, hr_director]
Legal Review Gate
Requires Legal team review for any contract above a value threshold or containing non-standard clauses.
IF contract_value > 50000 OR has_custom_clauses → REQUIRE legal_team step
QC Sign-off Requirement
Mandatory QC role sign-off before any production release, goods receipt, or shipment approval proceeds.
REQUIRE role IN [qc_inspector, qc_supervisor] AT step 'quality_check'
Document Upload Requirement
Prevents workflow from advancing until required documents (invoice, quote, contract scan) are attached.
REQUIRE attachment[invoice_pdf] BEFORE step can complete
Pre-Approval Checklist
All checklist items must be confirmed before the approver can submit their decision.
REQUIRE checklist[items] ALL checked BEFORE approve button enables
Budget Code Mandatory
Any purchase or expense request must have a valid budget code before entering the approval queue.
VALIDATE budget_code EXISTS AND is_active BEFORE submit
Month-End Freeze
Blocks new expense or PO submissions during the last 2 business days of each month (period close window).
IF business_day_of_month ≥ (last_day - 2) → BLOCK new submissions
Business Hours Only
Restricts submission and approval actions to business hours (Mon–Fri, 8am–6pm local time).
IF current_time NOT IN [08:00–18:00, Mon–Fri] → BLOCK action
Budget Period Lock
Prevents new CAPEX or budget requests once the annual budget allocation for a cost centre is exhausted.
IF cost_centre.remaining_budget ≤ 0 → BLOCK + escalate to Finance Director
24-Hour Approval SLA
Auto-escalates to the next level if an approver has not acted within 24 business hours.
IF step.pending_hours > 24 → escalate_to(next_level) + notify
Critical Request 4-Hour SLA
For high-priority or flagged-critical requests, escalates if not actioned within 4 hours.
IF request.priority = 'critical' AND pending_hours > 4 → page manager
Multi-Reminder Sequence
Sends reminders at 8h, 16h, and 24h; then auto-escalates at 48h if no action taken.
REMIND at [8h, 16h, 24h] → ESCALATE at 48h
Weekend SLA Pause
Pauses the SLA timer during weekends and public holidays; resumes on next business day.
PAUSE timer DURING [Saturday, Sunday, public_holidays]
Vendor Blacklist Check
Automatically checks vendor against internal blacklist and sanctions list before PO proceeds.
IF vendor.code IN blacklist → BLOCK + alert Procurement
Three-Quote Compliance
Procurement over a threshold requires at least 3 vendor quotes to be attached before approval.
IF po_value > 5000 REQUIRE attachments[quotes] COUNT ≥ 3
GDPR Data Handling Gate
Flags workflows that process personal data, requiring DPO review and audit log before completion.
IF form.has_pii → ADD step[dpo_review] + LOG to audit trail
13 Delegation & Proxy Configurations
No workflow ever stuck because someone is away. Pick a template, configure, and activate in seconds.
Annual Leave Delegation
Automatically forwards all approval tasks to a designated colleague during a pre-set leave period.
Trigger
Current date is within the configured leave start–end range
Delegates to
Named colleague or backup approver set by the user
Audit log
Approved by [delegate] on behalf of [original approver] — Annual Leave
Business Trip Delegation
Routes approvals to a deputy for the duration of a business trip; auto-cancels on return date.
Trigger
Trip start date ≤ today ≤ trip end date
Delegates to
Pre-designated deputy (set at delegation creation time)
Audit log
Approved by [deputy] on behalf of [approver] — Business Trip
Parental Leave Long-Term Delegation
Long-duration delegation covering maternity, paternity, or extended personal leave with monthly review.
Trigger
Leave type = parental/extended; active until return-to-work date
Delegates to
Acting manager or HR-designated replacement
Audit log
Approved by [acting manager] covering [employee] parental leave
Full Role Proxy
Transfers all responsibilities of a role (e.g. Finance Manager) to another user temporarily.
Trigger
Role proxy is manually activated for a specified period
Delegates to
Specific user granted the proxy role for the duration
Audit log
Acting as [role name] — proxy for [original holder]
Scoped Approval Proxy
Delegates only specific approval types (e.g. HR approvals only) to another person, not the entire role.
Trigger
Proxy scope = specific workflow types (defined at setup)
Delegates to
Designated colleague with permission for the scoped workflow types
Audit log
Approved by [delegate] under scoped proxy from [approver]
Cross-Department Acting Role
Grants a manager from one department temporary approval authority over another department's workflows.
Trigger
Cross-department acting role is activated by admin or HR
Delegates to
Manager from a peer department with equivalent authority level
Audit log
Cross-dept approval by [manager] acting for [department]
Upward Escalation to Manager
When an approver is unresponsive for the SLA period, auto-escalates to their direct manager.
Trigger
Approver has not acted within the configured SLA window
Delegates to
Direct manager of the unresponsive approver (from org chart)
Audit log
Auto-escalated to [manager] after [N]h inactivity by [original approver]
Cascade Escalation Chain
Escalates through a defined chain: Team Lead → Manager → Director → VP, stopping when someone acts.
Trigger
Each level unresponsive after configurable interval (e.g. 24h each)
Delegates to
Next person in the escalation chain
Audit log
Cascade level [N] — escalated from [prev] to [next] after [N]h
Parallel Escalation Notify
Keeps original approver active but simultaneously notifies manager — pressure without removing authority.
Trigger
Overdue threshold reached (configurable, e.g. 24h)
Delegates to
Original approver stays active + manager notified in parallel
Audit log
Parallel notify sent to [manager] — [approver] still active
OOO Auto-Detect Delegation
Integrates with calendar to detect out-of-office blocks and automatically activates delegation.
Trigger
Calendar OOO event detected for the approver on the due date
Delegates to
Pre-configured backup in user settings
Audit log
Auto-OOO delegation: [delegate] acted for [approver] (OOO detected)
Manual OOO Activation
User manually activates OOO mode from their profile, instantly routing all pending tasks to backup.
Trigger
User clicks 'Set OOO' in profile and sets a delegate
Delegates to
Manually selected delegate with optional scope restriction
Audit log
Manual OOO: [delegate] acted for [user] (user-activated)
Org Chart Auto-Routing
Uses the live org chart to automatically identify and route to the next eligible approver.
Trigger
No manual delegate set; system resolves from org chart
Delegates to
Immediate manager or next available approver per org hierarchy
Audit log
Org-chart routed to [approver] — hierarchy level [N]
Skip-Level Emergency Approval
Bypasses intermediate levels and routes directly to a senior approver for urgent or time-critical requests.
Trigger
Request flagged as 'urgent' or intermediate approver unavailable >8h
Delegates to
Senior approver (2 levels up) bypassing intermediate steps
Audit log
Skip-level approval by [senior] — urgent bypass of [intermediate]
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