Without a standard process for internal approvals, people may send out quotes and contracts without validating the content and what is being offered – from price to the ability to deliver the proposed solution. And with no control over what quotes and contracts are being sent out, it is difficult to manage related risks and uncertainties. Without proper processes, creating sales documents requires a lot of manual work which is prone to errors – and will require rounds of manual reviewing for acceptance. So how can you speed up internal approval processes? We look at a few ways to help you get that green light faster internally.
Before you can build a standardised process for internal approvals, you should consider the thresholds that actually require an approval. So determine when items above a certain threshold need more signatures or approvers and build your process around these. By creating thresholds for items above a threshold you’ll eliminate bottlenecks that can slow down quoting and contracting. Plus you can give more freedom to your teams to do their job effectively.
Speed up the flow of a document in an organisation
When you need to get an approval for a quote or contract, the speed of which you can get the document through the various stages of approvals is paramount. Managing the logistics of getting the document to the right people is important and how you do this has a huge implication on the speed.
Emails, meetings and calls are all valid ways of getting an approval but some pain can be caused by the tracking side of these. How do you make sure to keep track on who’s approved and what? When you save emails and meeting notes, it may be difficult to find these later on and sharing these may bring even more challenges.
So what can you do to speed up the flow of a document in an organisation? The answer is a well-thought workflow. It will streamline the time it takes to coordinate the approval process by managing and tracking the different stages of the process. You can use workflows to send reminders, track responses, request changes and create a record of the entire internal approval process for future reference.
Setting up quote and contract approvals
Build your workflows according to the business rules. An example of a contract approval process is one where any contract must be approved by the head of a department before it moves onto the financial team and from there to the legal team for review. The document moves along the process, and as and when each party approves or updates it, the document is stored centrally in for example contract database and automatically updated so that only one version of the contract is available and that it is always up to date. Once all parties have approved the document, it is returned to the original owner of the document and is now ready to be sent out.
Workflows allow organisations to streamline the cost and time it takes to get internal approvals for documents. They also mitigate risk and make the process more efficient. If you’re looking for a solution for getting speeding up the internal approval processes for documents, why not get in touch to learn more about Documill Dynamo which make implementing internal approval processes for documents a breeze?