What slows down businesses is often not the work itself but the waiting around it. A leave request takes three days to circulate for signatures. Purchase approvals are written in WhatsApp, then no one can find the message. To find out which desk a document is stuck at, you need to ask three people.
At Baksoft, we develop a workflow and approval system tailored to your company's rules, eliminating these delays. Requests enter the system, automatically route to the next person, trigger reminders if delayed, and keep a record of every step.
If these symptoms sound familiar, the problem lies in the process
If you have to enter the same information in multiple places, need to chase people to track a request, work halts completely when an approver is on leave, or no one knows who approved a document, the issue isn’t your employees—it’s the process itself.
The cost of this inefficiency is often invisible. No one invoices for 'waiting for approval,' but delays, repeated tasks, and forgotten requests equate to a full-time employee’s workload every month. Workflow automation makes this hidden cost visible and eliminates most of it.
Which processes can be automated?
Leave and overtime requests
Employees submit requests, which route to managers and, once approved, reflect in HR and payroll. Remaining leave days auto-calculate—no one needs to check calendars.
Purchase requests and approvals
Requests are created, with approval levels tied to amount thresholds. Smaller amounts end at department heads; larger ones go to the CEO. Quotes attach to requests, and decisions are logged with rationale.
Expense and advance processes
Employees snap receipts on their phones and submit requests. Approval chains process them, and accounting sees payments in the system. End-of-month reports replace envelope shuffling.
Proposal and contract approval
Drafts route to relevant departments (legal, accounting, management) for approval before signing. Feedback consolidates on one screen—no lost email threads.
Document and file management
Incoming/outgoing records, version control, and a central archive. No more debates over which document is the latest—search finds it in seconds.
Fault, service, and support requests
Field or branch teams log requests, assign them to technicians, and track resolution times. Reports show recurring issues.
Recruitment and onboarding
Candidate tracking, interview steps, and new hire checklists for equipment, accounts, and training. No step is forgotten.
These are our most common workflows. If your process isn’t listed, no problem—the system is built to adapt.
Why a custom system over off-the-shelf software?
Pre-built workflow tools are powerful but often charge per user monthly, scaling costs with company growth. Worse, most force your processes into their logic. You either bend your workflows or spawn unofficial workarounds.
A custom system aligns approval tiers, form fields, permissions, and reports with your operations. No per-user fees. Data stays on your infrastructure—critical for HR and contract systems.
Traceability and audit
Every action logs who did what, when, and why. Six months later, decision rationale is retrievable. This structure serves as direct evidence for audits, certifications, and ISO processes.
Permissions are role- and department-based. Department heads see only their team’s requests; HR accesses all personnel processes; accounting touches only payment steps.
How does the process work?
First, we map your current flows: Where requests originate, who handles them, where they stall, and where information vanishes. Often, this discussion alone reveals gaps no one had pieced together.
Next, we finalize screen mockups and scope, then provide a fixed-price quote. We deploy the system process by process, starting with the most painful one. As teams adapt, we add others—minimizing resistance and delivering ROI early.
How is pricing determined?
No per-user monthly fees. Pricing is project-based, fixed upfront, and depends on process count, integration needs, and role complexity. A single approval flow costs less than managing ten processes. Initial consultation and analysis are free.
Frequently asked questions
Can we define our own processes? Yes. Approval tiers, form fields, and rules are configurable via the panel. No need to loop us in for new flows or step changes.
Does it integrate with our accounting or ERP? If your software supports data sharing, we set up integration. Otherwise, we configure regular exports.
Can we use e-signatures? Yes. Steps can require e-signatures or KEP integration. Some steps auto-approve; others need signatures.
Will employees struggle to use it? Screens use your terminology and omit unnecessary fields. For most, it’s two actions: submit or approve. We train at launch and support the first weeks.
Where is our data stored? Your servers, a leased server, or our infrastructure—your choice. For HR/contract systems, GDPR-compliant storage and access logs are standard.
Can we add processes later? The system is designed for this. Add flows, modify steps, or include new departments anytime.
If you know which task stalls most in your company, you’re halfway there. Describe it, and we’ll map how to automate it end-to-end—and what it’ll cost.