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White labelHospitality and F&B

Approval Workflow

From chat threads to one system in 4 weeks

We keep this client’s name private. The client is real, and so is the system.

Client
A 50-year-old Philippine food manufacturer with seven companies in 15 cities, from Metro Manila and Cebu to Davao and General Santos
Industry
Food Manufacturing
Services
Process Mapping, Product Design, Web App Development
The pipeline board: every active signage request by stage, each card with its control number, current owner and time in stage, and the late and at-risk counts.
The product’s own screens, white-labelled as Approval Workflow: its name, logo, colours and type are ours, not the client’s. Names and figures on screen are samples.
01

The challenge

Sales teams in every city ask for tarpaulins and in-store signage. Each request went through 16 roles, from sales to designers, suppliers, and finance, all on Viber, WhatsApp, email, and spreadsheets. Nobody could tell who was holding a request.

02

What we built

We turned the client’s process document into a 13-stage workflow. Requests move up a three-level sales approval chain, then to designers, who get work based on their current load. After that, suppliers quote, produce, and upload receipts. Each stage has a timer and an owner.

A tarpaulin request at its third sales approval: the step tracker, a running stage timer with its owner, Approve, Return and Reject, and the chain from area to national sales manager.
The design queue: each designer’s current load in design days, and the assign dialog listing designers with the lightest load first.
Supplier quotations for one request: three suppliers with price, production deadline and notes, two of them sent in through the supplier’s quote link.
The requests list for one company’s area sales manager: only that company’s requests, four of them waiting on her approval.
03

The result

  1. Live 4 weeks after signing.

  2. Every request from 15 cities and seven companies is in one system.

  3. Each company’s managers can approve only their own company’s requests.

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