Audit-ready approval evidence
Approval evidence your auditors accept
When an auditor asks who approved a payment, whether they were allowed to, and whether the document changed afterwards, Smart Memo answers from the record. Each event is chained to the one before it, so any edit or deletion shows.
The problem today
- Audit findings on missing or unauthorised approvals
- Days spent assembling evidence from email and paper files
- No way for a supplier or regulator to confirm a document is genuine
How it works in Smart Memo
- Step 1
Record everything
Creation, edits, reads, approvals, signatures and register updates go onto a hash-chained evidence log.
- Step 2
Verify the chain
Re-check any document's chain at any time to confirm nothing was altered.
- Step 3
Export the pack
Produce an evidence pack with the document, its signature page and its full history.
- Step 4
Verify by QR
Signed documents carry a QR code that lets a third party check they are genuine.
What changes
Common in: Government and state corporations, Banks, MFIs, SACCOs and insurers, NGOs and donor-funded programmes
Frequently asked questions
Can records be deleted?
Records are voided with a reason rather than deleted, and completed documents inside their retention period cannot be deleted or archived.
Related use cases
Memo approval workflow
Route every internal memo to the right approvers, in the right order, with a signed record.
Purchase and spending approvals
Requisitions and spending requests that go to the person authorised for that amount.
Capital expenditure approvals
Capex memos with the business case, budget check and board-level sign-off in one trail.
New to the subject? Read what memo management is and how Delegation of Authority approvals work.
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.