Kelqio Approve
Approval that matches your rules, not the tool’s rules.
An optional requisition and approval workflow for organizations that do not have one — or for the spend categories that never made it into the main system.
Optional module — not a second system of record
Most indirect spend is approved somewhere the system cannot see.
A capable ERP does not guarantee a controlled process. In practice a large share of indirect purchasing is agreed in a corridor, confirmed by email, and only meets the system at the invoice. By then the decision is not reviewable — it is reconcilable, which is a different and much worse thing.
Kelqio Approve exists to close that specific gap. It is deliberately light: requisitions, rules, approvals, tracking. It does not try to become the place your financial truth lives.
02How it works
From a cart to an approved purchase order.
Approve is optional, and only worth switching on where spend currently reaches nobody. Each step shows what the requester experiences and what the control is actually doing.
- 01Requester
A requisition is raised
From a catalog cart, or entered directly for something no catalog covers.
What the requester sees
The same form for both, so off-catalog spend stops being a reason to bypass the process.
What the control does
Spend that used to happen by email now starts inside a recorded process.
- 02◇ DecisionKelqio
Rules are evaluated
Amount, category, site and budget owner determine who has to see it — and who does not.
What the requester sees
The requester is told immediately who will approve, not left guessing.
What the control does
Routing is deterministic, so the same request never takes two different paths.
↳ Below threshold · Your ERP
No approver is routed
The rule says it does not need one. It goes straight to the order, and the trail records why it skipped a step.
- 03◇ DecisionApprover
The decision is made in context
The approver sees the lines, the supplier, the contracted price and the reason for the request.
What the requester sees
Approvals that need no debate clear quickly enough that nobody works around them.
What the control does
A decision made with the contract in view is a decision that can be defended.
↳ Rejected · Requester
Back to the requester
With the reason attached to the line it applies to — not as a separate mail that has to be matched back by hand.
- 04Your ERP
The order is issued
The approved requisition becomes a purchase order in your ERP, or is sent to the supplier as structured data.
What the requester sees
The requester gets a delivery date rather than an internal status.
What the control does
Your ERP keeps ownership of the purchase order, numbering and accounting rules.
- 05Kelqio
The trail is kept
Who requested, who approved, on what basis and against which price — recorded as it happens.
What the requester sees
Nobody has to reconstruct a decision from a mailbox six months later.
What the control does
Audit questions are answered from the record instead of from memory.
03Workflow
From a real cart to a purchase order, with the rules attached.
Because the requisition is built from a catalog cart, the approver sees the same structured lines the buyer chose — references, quantities, contract prices — not a free-text description.
- Requisitions
- REQ-2026-04188
Q2 maintenance consumables
- Requester
- C. Moreau
- Delivery site
- Lyon — Site 03
- Cost centre
- CC-4402
- Budget line
- MRO / 2026-Q2
| Lines | Supplier | Qty | € |
|---|---|---|---|
| Nitrile glove, powder-free, L | Nordwerk Industrie | 40 | 736,00 |
| Industrial degreaser 5 L | Ferralux SAS | 12 | 1 428,00 |
| Safety goggles, anti-fog | Meridian Tools | 25 | 612,50 |
| Absorbent pads, 40×50 | Nordwerk Industrie | 18 | 3 006,00 |
| Total excl. tax | 5 782,50 | ||
Approval
Rule: > €5,000 requires site manager + procurement
M. Lefèvre
Site manager
14 Apr, 09:12
A. Brandt
Procurement
Pending
ERP
Purchase order
Automatic
On approval, one purchase order per supplier is sent to your ERP.
- 01
Purchase requisitions
Requisitions carry structured lines, delivery site, cost centre and budget line from the moment they are raised.
- 02
Cart validation
The cart is checked against contracted assortment and pricing before it becomes a requisition.
- 03
Multi-level, multi-rule approval
Route by amount, category, cost centre, site or supplier — and combine those conditions rather than choosing one.
- 04
Multi-site delivery
One requisition can serve several delivery sites without being manually split into several.
- 05
Order tracking
Order status is visible to the requester, so the follow-up email stops being the tracking mechanism.
- 06
Spend monitoring and reporting
Committed spend is visible as it is committed, not reconstructed from invoices at period end.
04Design rules
An approval process people do not route around.
Every control that is slower than the workaround produces the workaround. These are the constraints we design against.
Fast enough to use
If approval is slower than a phone call to the supplier, the phone call wins and the control is fiction.
Rules that reflect delegation
Approval thresholds should match the real delegation of authority, including by site and category.
Notifications that mean something
An approver should be told what needs a decision, not subscribed to everything that moves.
Reconstructable decisions
Who approved what, when, and against which rule — recorded at the time, not inferred later.
No dead ends
Absences and delegations are part of the design, because the process must survive holidays.
Optional by design
If your procurement platform already does this well, do not use this module. Connectivity does not depend on it.
Next step
Bring your supplier list. We’ll show you the flow.
A working session with our team, using your systems and your supplier mix — not a generic slide deck.
- 01
Where your suppliers sit today: connected, semi-connected, or not at all
- 02
How each channel would route through Kelqio into your ERP and procurement platform
- 03
What connecting the next twenty suppliers would actually involve
Enterprise integration product. No credit card, no self-serve trial — a conversation with someone who knows procurement systems.