Memo approval workflow
A memo approval workflow that runs itself
Most memos ask for a decision. Smart Memo sends each one to the people who have to clear it, in the order your policy sets, and keeps the signed result where anyone with the right access can find it.
The problem today
- Printed memos walked from office to office, and lost when someone travels
- Email chains where nobody can say who approved what, or when
- Approvers who only learn a memo is waiting when the requester calls them
How it works in Smart Memo
- Step 1
Draft from a template
Pick the memo type. The template, reference number, letterhead and audience are already set, and AI can draft the body from a short brief.
- Step 2
Route by rule
The route is chosen from the memo type, the amount and the department, so the requester never has to guess who signs next.
- Step 3
Approve anywhere
Approvers act from the web, the mobile app, or a link in email or WhatsApp. They can approve, return with comments or reject.
- Step 4
Sign, stamp and publish
The approved memo carries each signature and your stamp, is published to its audience, and every reader is recorded.
What changes
Common in: Government and state corporations, NGOs and donor-funded programmes
Frequently asked questions
Can different memo types follow different approval routes?
Yes. Each memo type has its own route, and a route can branch on amount, department or any field on the memo. A procurement memo and a staff circular will not follow the same path.
What happens when an approver is away?
An approver can name an acting approver for a set period, and the route uses that person until the period ends. Overdue steps send reminders, then escalate to the person you nominate.
Can we keep our letterhead and stamp?
Yes. Templates carry your letterhead, the approved memo carries signatures and the stamp, and you can export it to PDF.
Related use cases
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.
Contract, permit and licence renewals
Never miss an expiry: reminders at 60, 30, 14 and 7 days, then escalation.
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.