Recursos-Humanos · Feature

Automated Approvals: Expenses, Time Off, Purchases and Permissions Routed to the Right Channel, No Manual Chasing

One unified queue for the expenses, discounted proposals, milestone sign-offs, time-off requests and content that need your OK. Each item travels to the right supervisor, sends a notification via Slack or WhatsApp, and resolves in one click — no chasing anyone over chat or email. It's built into Pilot, the AI-driven all-in-one business system: the approval flow runs across every module (expenses, HR, sales, marketing) with no separate connectors.

Beginner 5 min read aprobacionesworkflowjerarquía
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Screenshot of the Approvals module in Pilot Desk
In 30 seconds
  • A queue with everything waiting for your sign-off.
  • It comes from several modules: expenses, discounted proposals, tasks closing a milestone, documents being published.
  • You approve, reject or request changes with a comment.
  • Whoever submitted the item gets a notification with your decision.

What are Approvals?

If your role includes approving other people's work, this is your inbox. Every time someone sends something for approval (an expense, a discounted proposal, a month-end close), it lands here until you respond.

Quick tour

  • A list of pending items with type, who submitted them, what they're asking for and the date.
  • Filters by type (all / expenses / proposals / documents).
  • Click an item: you see the full context.
  • Buttons: Approve / Reject / Request changes (with a comment).

Example: approving an expense

Example

Diego logged an ₡80,000 expense for the month's fuel.

  1. As his supervisor, you get a notification.
  2. You open Approvals and see the item at the top.
  3. Click: you see the amount, date, photo of the receipt, Diego's comment.
  4. It's within the monthly budget. You approve.
  5. Diego gets a push and email: approved.

2 minutes. No tedious email, no meeting, no lost context.

Which modules they come from

How it connects: Approvals (receives from)

AccountingExpenses above a set amount go to approval. CRMProposals with a high discount require sign-off. ProjectsClosing a milestone may require approval. HRTime-off and leave requests.

Tips

  • Review them first thing, every day. Don't let them pile up: you're blocking work.
  • If you reject, leave a clear comment on what to change. A 'no' with no context is frustrating.
  • If an approval is recurring and you always approve it the same way, set up an automatic rule (in Admin → Approvals).

Real use cases

Approval automation

Rules by amount, hierarchy and category route each request to the right approver.

Sales automation

Deep-discount proposals get approved inline, without stalling the close.

Automated accounting

Expenses above the threshold pass through approval before they hit cash flow.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

SlackSlack Whatsapp-BusinessWhatsapp-Business MondayMonday QuickBooksQuickBooks Microsoft 365Microsoft 365

Industries where it shines

Professional services

Cómo Pilot ayuda al sector professional services.

Retail

Cómo Pilot ayuda al sector retail.

Manufacturing

Cómo Pilot ayuda al sector manufacturing.

Logistics

Cómo Pilot ayuda al sector logistics.

Frequently asked questions

What kinds of approvals can Pilot handle?
Any flow where someone has to confirm before things move forward: expenses above a set amount, sales proposals with a steep discount, project milestone sign-offs, time-off and leave requests, content publishing, supplier purchases. Each type has its own template with relevant fields (amount, date, attachment, reason) and routes based on hierarchy. If your company has a special workflow, you configure it yourself without writing code.
How does it decide who approves?
By rules you define in the admin panel. The most common: by amount (the direct supervisor approves expenses up to a figure, above that it goes to the manager), by category (a sales discount is approved by sales, not finance) and by org hierarchy. If the primary approver is on vacation, Pilot automatically routes to the backup you configured, so the process never stalls.
Can I approve from WhatsApp or Slack without opening the app?
Yes. When a request lands in your queue, you get a notification on your preferred channel — app push, Slack or WhatsApp Business. From there you see the context (amount, receipt photo, reason, who sent it) and reply with a short message: approve, reject or request changes with a comment. It's recorded just as if you'd opened the module.
Is there an auditable history of who approved what?
Yes. Each request stores who created it, who approved or rejected it, with what comment, on what date and through which channel. If you later need to review why a large expense or an aggressive discount was approved, the audit log is complete. Useful for internal audits, board reports or conversations with accounting.
How much does it cost?
The Approvals module is included in plans that already have Productivity active. Pricing is built to fit, based on number of users, monthly approval volume and modules contracted — contact us for a specific proposal with terms for teams in the region.

How many decisions stall today waiting for an OK?

Book a 30-minute demo. We'll show you how to build approval rules by amount and hierarchy, what the approver's queue looks like, and how the team stops chasing each other over chat to unblock expenses, proposals and time off.

Request a demo