Internal workflows
Document workflow automation: every document reaches the person who acts next
With document workflow automation, nobody chases sign-offs. Each document or task follows your rules: approvals, reminders for whoever hasn’t acted, and one queue where a person decides anything unusual.
We build it as a project, not software you buy, for owners and managers of small and mid-sized companies. Reading documents, storing files and AI steps are separate jobs. Enterprises with in-house IT are outside our format.
Where the time goes
- Approvals take longer than the work itself.
- People chase sign-offs and ask around for status.
- The same item is handled twice, passed on by meetings and copy-paste.
If that sounds familiar, the time goes into waiting for the first action and into handoffs, more than into the work.
In one of our projects, at a wholesale distributor
The route came first there.
Time the wait and the work on a few items yourself. If waiting wins, the fix is an automated document workflow.
When software you can buy, or something simpler, is enough
Your situation
What’s enough
What document workflow automation does, step by step
Document workflow automation is what happens to a document or task after it arrives: who gets it, who approves it and on what condition, who is reminded, what goes to a person, and where its status shows. Reading the document (OCR) is separate work, and storing and finding files is the job of a document management system.
It arrives and gets an owner
From email, forms, spreadsheets or apps.
It’s handed to the next person
Nobody forwards it by hand.
Approval follows your rule
Your approval chain: who approves, in what order, on what condition. Above a set amount, a second approver signs.
A nudge before the deadline
Only to people still holding the item.
Exceptions land in one queue
A person decides, with the context at hand.
Everyone sees where it stands
Without asking around.
What automation handles, what people decide
Automation handles
Handoffs, reminders, rule checks (complete, matching the order or limit), status and the exception queue.
People decide
Approvals your rules require, anything disputed or unusual, and each item in the exception queue.
Anything doubtful stays with a person.
Example workflows
Payment or expense approval
The approver gets the request and a reminder if it stalls. Anything off-rule goes to a person.
Timesheet or leave request
The manager approves, and whoever is late gets a reminder. Clashes go to a person.
Each route is built like any IntegroFlow automation project: see how one runs, from the free assessment to launch.
Document workflow automation in practice
How it worked in two of our projects
Supplier invoices at a wholesale distributor
At the same distributor, we automated the route for supplier invoices first: collecting attachments from a shared inbox, matching invoices to orders, assigning approvers and queueing exceptions. Reading the invoice fields came later, once the route had settled. Documents with uncertain recognition or mismatches stayed with a person.
After launch, a large supplier began sending the invoice and the delivery note as one file. The review queue grew, an alert flagged it, the splitting rule was updated and the backlog reprocessed. No doubtful data was written automatically.
Guest requests at an independent hotel in Greece
The first thing we built there was one queue for guest requests. Each request has an owner and a status, and the next shift picks up anything unfinished.
At IntegroFlow, every automation first runs alongside your current process, with a test phase, a manual mode while testing and rollback at any time.
The workflows, access and documentation stay with you, for the work you’ve paid for.
What it costs
We price document workflow automation as standalone automation, with two starting prices. The price in our written proposal is fixed for the agreed scope and changes only if the scope grows, by agreement. Payback is something we calculate in the free assessment — for your numbers.
from €900
One-time setup
from €120/mo
Monthly support after launch
Both are explained in standalone automation pricing.
Common questions
It’s a different job: document workflow automation moves work between people, and storing files stays with your document management system. Reading a document’s fields is separate work we add once the route has settled: see what reading a document automatically involves. For AI too, start with a route that already works, then look at what adding an AI step to a route involves.
Whatever your headcount, it depends on the process: workflow and approval automation is worth it where work repeats and has settled. Payback is something we calculate in the free assessment — for your numbers. See which process to automate first.
We choose tools to fit the task and the budget. Which of your programs join the workflow, and how, we work out in the free, no-obligation assessment.
In an automated approval workflow, routine items follow the rule with no extra steps and a person handles only the unusual. Your current process runs alongside during testing.
For one end-to-end process, the process owner and the affected departments spend around 20 to 45 hours between them. That covers interviews, agreeing the rules, access, checking exceptions and sign-off.
Every automation project of ours has a failure alert and a run log. For two weeks after launch we monitor and fix failures for free, then under monthly support.
Workflows on our core, n8n on our own server in the EU, keep their data inside the EU. More on where your workflow data physically lives.
Start with one workflow
Pick one document or task that keeps getting stuck. In a free, no-obligation assessment, we look at how it moves today and whether document workflow automation is worth it there.
Your first conversation is with Dmitry, our founder and web developer.