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Workflow and approval processes

Define and control your approval processes.

Approval processes are essential for larger companies. Thanks to the workflow and approval processes in Poool, administrators can provide each team lead and employee with only the information they need. This reduces the overload of unimportant information for employees and allows them to focus on what is essential.

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Processes are the key to sustainable success.

Clear rules, confident decisions, complete success.

Ensure that decisions are made where responsibility lies. Our approval processes enable managers to clearly define approval workflows for important documents such as incoming invoices or orders. This ensures that expenses flow through the right hands and directly support the success of your project.

The key benefits for...

Management | CEO

Define individual approval limits: approvals that exceed a certain threshold are automatically escalated to management. This minimizes financial risks and ensures compliance with your internal guidelines.
Audit-proof control of essential processes is fundamental for management. Our workflows ensure automatic compliance with the dual control principle. This minimizes the risk of fraud and errors.
The system visualizes the entire approval chain from the request to the final approval. This enables management to review the quality of decisions and assign responsibility precisely.

Project manager

Your critical workflows never stop. You can define flexible fallback persons in the system for your employees who seamlessly take over approval tasks in the event of absence.
Project management no longer involves time-consuming email exchanges for coordination and approvals. All relevant decisions and documents are handled centrally in the workflow system.
The approval processes are directly linked to the relevant documents and displayed in a clear, traceable history. This central repository ensures that you have all important documents and the approval chain immediately at your fingertips.

Account Manager

Anchor your account manager's knowledge authority directly in the approval process. Our ERP workflow ensures that all outgoing communications to customers—whether from project management or other departments—are only sent after receiving final, historically informed approval.
Dank unseres intelligenten Workflow- und Freigabemanagements kann er Engpässe und redundante Schritte (z. B. wiederholte Prüfungszyklen oder bereits abgelehnte Ideen) sofort identifizieren.

Joana Engel-Soulakis

SYZYGY Group | Germany

„The measurable benefits are that we have become much faster in everything we do. Processes, billing, approvals, etc. And on top of that, there is the partnership-based collaboration.“

Ensuring responsibility

All important functions at a glance.

Trust is good. Control is (sometimes) better.

Full control over large amounts: Our approval processes allow you to set specific approval rules based on value limits for incoming invoices and receipts. This ensures that only the responsible persons make the decisions.

Thanks to fallback contacts, work doesn't get left undone!

If a responsible person is ill, on vacation, or otherwise unavailable, day-to-day business does not come to a standstill. Simply define a fallback person and the approval will be automatically redirected to the right person.

Share responsibility? Then do it properly.

Are there joint managers in teams or projects? If so, you can also map this and, for example, only approve an ER once both have agreed to it.

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Download our list of features. It contains all the important information about our range of functions and direct contact details for our consultants should you have any questions.

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Poool is also your perfect partner.

Unlimited, free support
Bilingual team of experts
Help with functions & processes
Personalized and friendly support

Poool's intuitive interface and innovative features have transformed our workflow. We're now able to work more efficiently and collaboratively than ever before. The detailed reports provide valuable insights into our data, allowing us to make informed decisions and track our progress towards our goals. The customer service is exceptional, with quick and helpful responses to our questions. Poool has exceeded our expectations and become an invaluable tool for our business. - Dipl. Ing. Clemens Kerschbaumer

Dipl. Ing. Clemens KerschbaumerCK Ziviltechniker GmbH

Poool has been a true partner from the very beginning. I appreciate the personal contact on-site and the simple and optimized handling of the tool. The most important key figures are always available at the push of a button, which makes planning much easier.

Florian KoflerHoch3 GmbH

Poool has become essential for managing our agency's workflow. It helps our entire team stay organized and work more efficiently. Plus, it's incredibly easy to use!

Armin KünigImagine GmbH

Poool has transformed the way we work at IMARK. Since 2018, we've been using it for time tracking, project management, accounting, and reporting. It's easy to use, customizable, and the support is fantastic. Highly recommended!

Katrin EggerInstitut für Marketing – Strategieberatung GmbH & CoKG

Thanks to poool, we were able to automate crucial elements of our daily workflow, not only saving an enormous amount of time but also gaining valuable insights through detailed reporting.

Philip GrobShuttle Design Studio Grob & Nath GbR