Ship Log / Approvals
Multi-Layer Travel and Expense Approval Routing
Replacing approval requests that got lost in shared folders
Problem
Travel and expense requests lived in shared folders and email. Nobody could say where a request was, or whether it had actually been approved.
Every request got the same single approval step, regardless of amount, destination, or funding source.
Conference travel, grant-funded travel, and a routine client trip each need different information — a single static form collects the wrong things for all three.
Finance learned what had been committed after the money was spent.
Solution
The whole process modeled in BPMN before anything was built, so the sequence was agreed before it was coded.
A dynamic, conference-aware request form that only asks the questions the trip actually raises.
Sequenced approval layers, each firing on the state the previous one leaves behind.
A signature automation that maps record data into the correct PDF, routes it for signature, and writes completion back onto the record.
Result
Finance gained real-time visibility into requests against budget — before the spend, not after it.
Auditable trails replaced paperwork nobody could locate.
No re-keying between the request, the form, and the signed document.