Custom Approval Workflows — Advanced Order & Procurement Approval Management 

Enable a multi-level procurement approval process—for orders, quotes, or any transaction type—and help users customize it according to their unique organizational structure. Distribute purchasing responsibilities across multiple users and roles, creating approval steps that must be completed before an order is finalized to ensure compliance and control.   

Assign roles to internal users and define approval rules based on business requirements. Empower admins to activate, manage, and deactivate approval workflows. Introduce role-based permissions so that only authorized users can modify and approve orders. 

Custom order approval workflows functionality is available through Virto’s Commerce Innovation Platform—a composable, headless, PaaS eCommerce solution for B2B, B2C, and D2C. 

Key Order Approval Workflows Capabilities

• Flexible rules: Set approval flows based on any order data. 

• Multi-level: Single or multiple approval stages with conditional branching.  

• Front-end & back-end interfaces: Approve in the storefront or back-office with unified view.   

• Editable orders in review: Modify order details before final sign-off. 

• Audit trails & notifications: Get a full audit log for compliance.  
   

Approval Scenario Example 1: Peer or Manager Approval Before Checkout  

Keep purchasing aligned with budgets and seamlessly prevent unauthorized orders. When an internal approval is required to authorize the purchase, Virto assigns designated approvers—within the same account or organization—and auto-routes the order to the correct approver based on predefined rules—spend limit, buyer role, department, etc. Approvers can edit quantity changes, adjust payment methods, or update PO/GL codes prior to the final approval.

Approval Scenario Example 2: Conditional Back-Office Review  

An extra protective layer for high-risk or exceptional transactions to ensure compliance, maintain oversight, and avoid fraud. For secondary review from the seller’s side, define rules that flag orders—high-value, first-time buyer, weekend order, certain customer sectors, etc—and route them to designated staff for an internal review, allowing reviewers to approve, reject, or request changes to the order before fulfillment.   

What the Custom Approval Workflows Feature Delivers for Your Business

• Enhanced transparency and accountability: Approvals are tracked by time and user, reducing bottlenecks, delays, and errors, improving control throughout the purchasing process. 

• Elevated compliance: Audit trails and transparency help monitor purchasing and spending activities, ensuring they align with company policies and budgets.  

• Streamlined procurement: Clearly structured complex, multi-step purchasing approvals reduce order submission time and optimize resources, freeing the team to focus on more urgent tasks.  

Custom approval workflows adapt to diverse corporate structures and purchasing needs, keeping them efficient and flexible, even as the business scales. Learn more about procurement approval workflows and other order processing features in Virto Commerce by visiting ouк user guide.