Validation workflow
Eliminate repetitive tasks to focus on those with high added value!
- Optimize your validation circuit
- Meet your deadlines
- Follow your procedures
What Weproc Transforms in your management
A smooth and fully controlled approval process
Automate your validation circuits
Automate your validation circuits
Secure your commitments
Secure your commitments
Accelerate decision-making
Accelerate decision-making
The limits of a Manual validation
Companies face recurring issues when it comes to tracking their contracts: scattered documents, lack of visibility, missed deadlines and tacit renewals… These difficulties represent both a financial and organizational risk.
Slow and error-prone validations
When a validation circuit relies on emails, scattered files, or informal transmissions, the chances of errors increase. Requests get lost, approvals arrive late, and teams have to compensate with time-consuming reminders. An automated system eliminates this friction and ensures consistent processing, without repetitive interventions.
Lack of traceability and difficulties in tracking approvals
Without a dedicated tool, it quickly becomes impossible to know where a request stands, who must validate it, or what actions have been taken. This lack of visibility once again slows down the teams, lengthens deadlines and complicates internal arbitration. A centralized solution allows everyone to follow up with a clear and accessible history when needed.
Loss of Control and Financial Risk
Unformalized validations sometimes lead to unauthorized commitments, budget overruns or a lack of compliance with internal procedures. These failures put the company at operational and financial risk. By structuring the validation circuits, Weproc reinforces the security of commitments and ensures complete control of authorizations.
The solution? Define workflows!
A workflow in action: how does it work?
1. A request is created: The user issues a purchase, contract, or commitment request.
2. Rules apply automatically: Weproc determines the right circuit according to the defined rules.
3. Approvers (defined in the workflow) are notified: each one validates , rejects or comments from their interface.
4. Actions are recorded: everything is automatically traced and archived.
5. The request continues its cycle: once validated, it turns into an order, contract or invoice depending on your process.
The Heart of Workflow — The Key Features
With Weproc, you structure all your approval circuits without complexity. The workflow engine automatically analyzes the type of request, amount, department, or institution involved, and then triggers the appropriate approvals. Each step becomes fluid, coherent and totally controlled.
Create dynamic workflows
Define different channels according to your purchase thresholds, product families, cost centers or sensitive suppliers. The right approver always receives the right request, at the right time.
Automate reminders and reminders
Weproc automatically sends reminders in case of inactivity. No need to manually solicit decision-makers: validations move forward on their own.
Apply exceptions and advanced rules
Add mandatory approvers, enable alternate paths depending on the nature of the purchase, or enforce hierarchical validation for sensitive requests. Your workflow adapts to any situation.
Benefit from perfect traceability
Each validation, comment or rejection is recorded. You have a clear history, useful for internal audit and commitment control.
Supplier data analysis
Harmonize your business with our comprehensive and intuitive solution. Automate low-value tasks and control your actions in real time.
Analyze your circuits and improve your internal performance
Weproc sheds light on everything that goes into your approvals. At a glance, you can identify the sticking points, the average deadlines and the most requested teams.
Key metrics to understand your processes
- Average approval times
- Wait times by service
- Refusal or change rates
- Most Heavily Used Processes
- Load per approver
- Bottleneck Identifications
With this data, you can continuously improve your organization and reduce processing times.
Build your tracks in a few clicks
Configure your workflows according to the way you work
Weproc offers a simple and visual configurator to create your validation circuits. Whether your organization is centralized or multi-institutional, you can define precise rules independently.
Available triggers
Amount of the application
Type of purchase (good, service, service, stock, etc.)
Project or cost center
Issuing Service
Supplier (status, criticality, novelty)
Document Type (Request, Order, Contract, Invoice)
Establishment concerned
Budget overrun
Automatic or tacit renewal
Your organization remains consistent even as it grows.
Discover all our features
Security and compliance
Secure your commitments and ensure internal compliance
Structured workflows drastically reduce risks: unvalidated commitments, budget overruns, bypassed internal rules, etc.
Weproc ensures that every purchase is approved according to the right rules and that nothing is left to chance.
Enhanced compliance
Certified traceability
Full stock history
Internal rules always respected
Securing financial commitments
Better transparency for auditors
Real-world use cases
Validating a purchase requisition:
Precisely define approvers based on amount, issuing service, product type, or strategic issue. The right person receives the request instantly.
Budget validation:
Configure specific circuits as soon as a threshold is reached. The budget manager is automatically called upon in the event of an overrun or a sensitive line.
Multi-institution validation:
Approvers change depending on the site: handy for multi-site groups or decentralized organizations.
Validation of contracts or renewals:
Standardize and secure mandatory pages: business manager, legal department, purchasing department. Each step is guaranteed before commitment.
Additional features
FAQ – Features for Automate your process
Frequently Asked Questions
Have questions? We have the answers!
A validation circuit is a structured and organized process that allows you to control and approve purchase requests within a company. This mechanism promotes better management of suppliers, contracts and catalogues of products or services.
The workflow system is essential in procurement management because it helps ensure compliance with internal policies, avoid unnecessary expenses, and optimize allocated budgets . In addition, a well-defined validation circuit facilitates communication between the various stakeholders and ensures efficient follow-up of your files, projects and internal affairs.
To set up a validation circuit adapted to your company, it is important to follow several steps.
First, identify the key players involved in the purchasing process and define their respective responsibilities. Then, establish clear validation rules according to the purchase families and budget thresholds. Also remember to take into account the specificities of your company, especially if you manage several establishments. Integrate these rules into a workflow that will automate and streamline the validation process!
An automated validation circuit has several advantages for companies :
- It saves time by reducing the time it takes to process purchase requests and facilitating communication between the various stakeholders.
- It ensures better traceability of files and cases, thus promoting the analytical monitoring of expenses.
- Automating the validation circuit reduces human error and the risk of non-compliance, while providing a holistic view of budgets and contracts with suppliers.
Exception handling in a validation circuit is the process of identifying and addressing special cases that do not follow the standard validation process.
To effectively manage these exceptions, it is essential to have clear and appropriate procedures in place, to train the company’s departments and to ensure smooth communication between the various stakeholders. An exception analytics tracking system will also help identify any malfunctions and adjust the validation process accordingly.
To ensure the continuity of the validation circuit in the event of the absence or unavailability of a key player, it is important to provide alternative or delegation solutions. You can designate alternates to take over the validation responsibilities in the event of the absence of the lead validator.
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