Workflow Management System

Custom workflow management system development. Approvals, internal forms, and cross-team tasks follow your company rules, with a status anyone can check at any time.

Signs you need this service

• Internal requests are scattered across WhatsApp groups and email
• Nobody knows whose desk a request is stuck on
• Paper forms have to be signed and carried from desk to desk
• Every division handles the same process differently
• Internal audits are hard because decision history is not documented

What you get

We turn processes that run on chat, email, and paper into a structured digital flow. Every request has an owner, a deadline, and a clear history. Approval rules, escalations, and notifications follow your organisation structure, so work no longer gets stuck on one desk.

• Approval and escalation flows that match your organisation structure
• Real-time status for every request, without having to ask around
• Automatic email or WhatsApp notifications when a new task arrives
• A full audit trail for every decision and change

Relevant projects

• RechtsHulp Zekerheid: Automating Legal Case Management
• Roofing Business Management Platform: ISO Daksysteem
• Klantaanvragen Portal: Automated Lead Marketplace

Fit for situations like these

• Expense approvals, reimbursements, and fund requests
• Leave, overtime, and employee data change requests
• Contract and legal document approvals across divisions
• Internal request tickets to IT, general affairs, or maintenance

How we work

Process mapping

We interview process owners and users, then map the steps, roles, approval rules, and bottlenecks.

Deliverable: Process flow diagrams and a prioritised digitisation list.

Flow and rule design

We design the forms, statuses, escalation rules, deadlines, and access rights, then set the scope, timeline, and cost.

Deliverable: Flow blueprint, form wireframes, timeline, and quotation.

Development and testing

Flows are built in stages and tested with users on staging, with weekly demos.

Deliverable: Flows ready for testing and a progress summary per sprint.

Rollout and training

The system launches per division or per process, users are trained, and we monitor adoption in the first weeks.

Deliverable: Live system, user guide, and training sessions.

The technology we use

React, Laravel, PostgreSQL, Redis, REST API, Webhook

Why choose us for Workflow Management System

• We map how the process really runs, not just the SOP on paper
• Flow rules can change as your organisation grows
• Connects to your ERP, HRIS, or other systems already in place

Questions about this service

What is a workflow management system?

A workflow management system is software that runs work and approval flows digitally: who does what, in which order, with set deadlines and rules.

How is this different from your AI & Automation service?

AI & Automation focuses on automating repetitive tasks and connecting tools. A workflow management system focuses on organising work and approvals between people and divisions. The two can be combined in one system.

Can we change the flows ourselves once the system is live?

We can design the system so admins change certain settings, such as approvers, amount limits, or deadlines, without a developer. Larger changes to the flow structure are handled through the maintenance retainer.

Can it be used on a phone?

Yes. The system is web-based and responsive, so approvers can approve requests from their phone wherever they are.

Can it connect to our ERP or HRIS?

Yes, through APIs or database integration. We map the integration needs during discovery.

How much does it cost?

Cost depends on the number of flows, forms, and integrations. Use the calculator on the Pricing page for a first indication, and we prepare a written quotation after discovery.

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