Everything around the memo, in one platform
Request, decide, act and prove. Here is what Smart Memo does at each step.
Memo management
Memos, circulars and requests, from draft to archive
Every memo type has its own template, letterhead, reference numbering and audience. Memos are reviewed in threaded comments, approved, signed, published and kept with links to the memos they amend, supersede or follow up.
- Memo types per organisation with templates and reference numbers
- Audience by person, department or whole organisation
- Read receipts and acknowledgements
- Recurring memos on a schedule
- Linked memos: amends, supersedes, follows up
- PDF export with signatures and stamp
Delegation of Authority
Approval routes that follow your limits of authority
Routes are built from your Delegation of Authority. Stages switch on by amount, currency, unit or category, run in sequence or in parallel, and resolve approvers from roles and reporting lines.
- Thresholds by amount and currency
- Sequential and parallel stages with conditions
- Approve, return, sign, countersign, witness and acknowledge actions
- Acting approvers for leave and travel
- Segregation of duties
- Stage deadlines with reminders and escalation
Work and routines
Decisions that turn into work, and routines that prove they happened
Workstreams hold the work that follows a decision and the routines that keep the organisation running. Approved memos create their follow-up tasks. Routines repeat daily, weekly or monthly and can require evidence before they close.
- Workstreams with leads, owners and checklists
- Approved memos create follow-up work automatically
- Photo, file, note and reading evidence
- Out-of-range readings raise exceptions immediately
- Escalation ladder: lead, unit head, executives
- Quiet hours and a morning digest of missed work
- Ready-made packs for retail and hospitality, banks, MFIs and SACCOs
- Offline capture in the mobile app
Renewals
Permits, licences, contracts and insurance that never lapse by accident
One register for everything with an expiry date. Owners are reminded at 60, 30, 14 and 7 days, managers are told when an item expires, and every renewal is recorded with its certificate or contract.
- Your own categories, sites and owners
- Import from Excel or CSV with a preview
- Reminder ladder and escalation
- Renew on evidence, with full history
- Bulk-create renewal tasks
Executive view
One view of what was decided and what got done
Leaders see on-time completion, routine compliance, overdue work, open exceptions, lapsed renewals and approval cycle time, broken down by workstream, unit, site or person. Each person has My Work: one page of everything they owe.
- On-time and routine compliance rates
- Approval cycle time, median and 90th percentile
- Drill down by unit tree, region and branch
- My Work for every member of staff
- Export to CSV and PDF
Governed documents and attestation
Forms, policies and attestations for regulated institutions
Design governed document types with a form designer, version them, and route them on staged workflows. Publish policies and collect an attestation from everyone in scope, with a receipt per person and per version.
- Form designer with 15 field types and conditional sections
- Versioned document types with pinned routes
- Registers updated when a document completes
- Policy versions, supersede and re-attestation
- Attestation campaigns by unit and group
- Retention rules that block early deletion
Audit and evidence
A record that shows any attempt to change it
Every create, edit, read, approval, signature and register update is written to a hash-chained evidence log. Nothing is deleted; records are voided with a reason. Signed documents carry a QR code that anyone can use to confirm they are genuine.
- Hash-chained evidence log per document and per work item
- Chain verification on demand
- Evidence packs with signature page
- Public QR verification
- Five governed-document reports with CSV export
Mobile, messaging and AI
Approve from anywhere, write faster with AI
Approvers act from the iOS and Android apps, from email, or from a WhatsApp prompt, and can reply to acknowledge or mark work done. AI drafts memos from a brief, rewrites them and summarises long ones.
- iOS and Android apps with push notifications
- WhatsApp prompts, with opt-in, and reply actions
- Email links that open the right task
- AI drafting, rewriting and summaries
- In-app signatures, Adobe Sign and DocuSign
- Sign in with Microsoft; Entra ID single sign-on
See your own approval process in Smart Memo
Bring one memo or request that takes too long today. In 30 minutes we will show it routed by your Delegation of Authority, signed, and turned into tracked work.