Workflow Automation Software

No-Code Workflow Builder

Similar to CRM workflows, users can create workflows with conditions, real-time triggers, loops, notifications, Email triggers, and WhatsApp messages. Workflows can be triggered when a new customer is created, when data is updated, or when approvals are required. By default, there are no approvals in the system until workflows are configured.

Workflow Builder Components

• Configurable Conditions & Business Rules
• Real-Time Trigger Configuration
• Loop-Based Automation Logic
• Email Notification Triggers
• WhatsApp Message Automation
• Customer Creation Trigger (When New Customer is Created)
• Data Update Trigger (When Data is Updated)
• Approval Trigger (When Approvals are Required)
• No-Code Visual Configuration
• Draft & Publish Workflow Management

Multi-Level Approval Configuration

Approval workflows support multiple approval levels up to 7 levels deep. Approvals can be assigned to specific roles or based on reporting hierarchy. For example, manager approval, then manager's manager approval, with escalation rules and rejection handling. You can also define whether transactions are allowed before approval completion.

• Up to 7 Levels of Approval Hierarchy
• Role-Based Approval Assignment
• Hierarchy-Based Approval Routing (Manager → Manager's Manager)
• Escalation Rules for Pending Approvals
• Rejection Handling & Re-Submission Workflows
• Transaction Control Before Approval Completion
• Auto Approval for Pre-Defined Conditions
• Pending Approval Visibility in Dashboard & Mobile App

Workflow Versioning & Publishing

Versioning is available similar to CRM. Workflows can be modified and published as new versions without directly impacting live configurations. This draft and publish approach ensures safe changes to production workflows without disrupting ongoing operations.

• Draft & Publish Workflow Versioning
• Modify Workflows Without Impacting Live Configuration
• Version History & Rollback Support
• Safe Production Workflow Updates
• Multiple Active Workflow Versions
• Workflow Status Management (Active, Draft, Archived)
• Audit Trail for Workflow Changes
• CRM-Style Workflow Management

Order Approval Workflows

If a customer wants order placement approval before processing, that can be configured through workflows. The system automatically checks stock availability, applicable schemes, pricing, and credit limit. Approval can be required before orders proceed to dispatch, delivery note, or invoice generation.

• Order Placement Approval Before Processing
• Credit Limit Validation Triggering Approval
• Role-Based Order Approval Routing
• Auto Approval for Orders Within Defined Limits
• Pending Order Approval Visibility
• Approval Required Before Dispatch & Invoice
• Order Value-Based Approval Thresholds
• Mobile App Pending Approval Visibility

Credit Limit & High-Value Order Approvals

Credit management workflows handle credit limit exceptions and approval flows for high-value orders. For example, if a retailer's credit limit is ₹1 crore but they place a ₹5 crore order, explicit approval is required. Once approved, the credit limit can also be updated simultaneously. Settings can stop orders after credit limit breach, allow first order only, or block future orders until outstanding dues are cleared.

• Credit Limit Exception Approval Flow
• High-Value Order Approval (e.g., ₹1 Crore Limit, ₹5 Crore Order)
• Simultaneous Credit Limit Update on Approval
• Stop Orders After Credit Limit Breach
• Allow First Order Only Configuration
• Block Future Orders Until Outstanding Cleared
• Outstanding Payment Visibility (e.g., ₹2,79,765 Over Limit)
• Over-Limit Status Tracking

Stock Replenishment Approval Workflows

Minimum stock levels are configured at SKU level. For example, if a minimum of 5 units should always be available, when stock drops below 5, the system can automatically place a replenishment order. There is a configuration to decide whether the replenishment order should directly proceed or go through an approval workflow.

• Auto Replenishment Order Generation on Low Stock
• Direct Proceed or Approval Workflow Options
• Pending Replenishment Approval Until Next Level Approves
• Distributor-Level Auto Replenishment
• Replenishment from Company or Super Stockist Hierarchy
• SKU-Level Minimum Stock Configuration
• Approval Notification to Next Level User

Return & Credit Note Approval Workflows

Returns can be initiated at different hierarchy levels: retailer, distributor, super stockist, or field sales. If a ₹100 order has ₹50 damaged stock returned, a ₹50 credit note is generated after approval by the higher-level party. Credit note requests go through configurable approval flows.

• Return Processing with Approval Workflow
• Credit Note Generation After Higher-Level Approval
• Multi-Level Return Approval (Retailer → Distributor → Super Stockist)
• Return Reason Capture & Approval Routing
• Credit Note Request Approval Flow
• Partial Return & Credit Note Calculation
• GST-Compliant Return Handling in India

Approval Status & Workflow Reports

Track approval status and workflow performance across the distribution network. Reports open in a side panel where users can explore data without leaving the current screen, apply filters like warehouse, brand, status, or any custom filter, and export directly.

• Pending vs Completed Approval Tracking
• Approval Turnaround Time Analysis
• Workflow-Wise Automation Logs
• Escalation & Rejection Reports
• Role-Wise Approval Activity
• Order Approval Status Reports
• Credit Exception Approval Tracking
• Workflow Version History Reports

Notification & Trigger Analytics

Monitor notification delivery and trigger performance across Email and WhatsApp channels.

• Email Notification Delivery Reports
• WhatsApp Message Trigger Logs
• Trigger-Wise Automation Activity
• Notification Failure Tracking
• Customer Creation Workflow Logs
• Data Update Trigger Reports
• Approval Request Notification Status
• Automation Frequency Analysis

Operational Reports

The dashboard shows KPIs, charts, top products, and all related analytics. Everything can be exported. We already have around 24 default reports in the system covering orders, inventory, approvals, outstanding payments, and operational activity.

• Order Summary & Approval Reports
• Customer Outstanding Reports
• Credit Limit & Exception Reports
• Return & Credit Note Status
• Replenishment Order Reports
• Salesperson Activity Reports
• GRN Discrepancy Reports
• Territory-Wise Operational Reports

Dashboard KPIs & Real-Time Charts

The dashboard loads the last 30 days' data by default and shows KPIs, charts, top products, and all related analytics. Everything can be exported.

• Pending Approvals Overview
• Workflow Automation Activity
• Active Users & Coverage Dashboard
• Sales Trend Charts
• Order Status Distribution (Delivered, Processing, Pending)
• Revenue & Order Count KPIs
• Recent Activity Log
• Customizable Date Range & Filters

Report Exporting & Caching

We already have around 24 default reports in the system. Once a report is exported, it is available in a dedicated Exports section for the next 7 days, so users do not need to regenerate the same report repeatedly. This helps reduce load on the system because reports are generated in real time.

• 24+ Default Reports Available
• CSV Format Export Support
• 7-Day Export Cache for Re-Access Without Regeneration
• Configurable Filters (Warehouse, Brand, Status, Custom Fields)
• Side Panel Report Exploration
• Shared Export Access Across Team Members
• Date-Wise & Territory-Wise Filtering
• Real-Time Report Generation