Skip to content

Solutions

OA office approvals with 45 ready-made templates

Go paperless across HR, finance, admin, procurement and IT with 45 ready-made approval templates you can adapt to your own policies.

Book a demo
OA office approvals with 45 ready-made templates

In short

FlexApp comes with 45 ready-made office automation (OA) approval templates, from leave, overtime and business trips to expense claims, payment requests, seal usage, contract approval, purchasing and IT access. Each template includes the form, the approval route, printable documents and management reports. You load them, adjust the approvers, limits and fields to match your policies, and staff start submitting from the web, their phone or WeChat.

The problem it solves

Everyday office requests still run on paper forms, email and chat messages. Staff do not know which form to use or who should approve it, managers sign piles of paper, finance re-keys claims and payments, and nobody can see where a request is stuck. Building every process from scratch takes months.

How it works

  1. 1

    Load the template pack

    Start with the 45 ready-made templates covering the requests most organisations handle every day, each with its form, approval route and printable document.

  2. 2

    Fit them to your policies

    Set your approval limits, approvers and form fields with drag-and-drop tools. Higher amounts or longer leave can go to more senior approvers automatically.

  3. 3

    Go live on every device

    Staff submit and managers approve on the web, the FlexApp mobile app or WeChat, with reminders when a request is waiting too long.

  4. 4

    Track and improve

    Department reports and dashboards show volumes, waiting times and spending, so you can see bottlenecks and tune the process.

Ready-made templates included

45 templates

HR & attendance

13

  • Leave application

    Longer leave goes to more senior approvers; HR is copied automatically.

  • Overtime

    Supervisor approval with HR copied for the payroll record.

  • Going out of office

    A quick request for client visits and errands during working hours.

  • Attendance correction

    Fix a missed clock-in or clock-out with supervisor approval.

  • Shift swap

    The colleague accepts first, then the supervisor approves.

  • Business trip

    Trip approval by length and budget, which later feeds the travel claim.

  • Probation confirmation

    Supervisor and department head review, with an appraisal form for HR.

  • Onboarding

    HR starts it; IT and admin prepare accounts, equipment and seating in parallel.

  • Resignation and handover

    IT, admin and finance confirm the handover together before the last day.

  • Job transfer or promotion

    Both department heads agree, then HR confirms.

  • Hiring requisition

    Approval levels depend on headcount and budget.

  • Training request

    Approval by course cost, with HR kept informed.

  • Reward or disciplinary action

    Department head, HR and general manager approve in turn.

Finance

10

  • Expense reimbursement

    Approval by amount, then posted to the accounts automatically.

  • Travel reimbursement

    Linked to the approved business trip, with itemised costs.

  • Payment request

    Approval by amount, a cashier step, then posted to the accounts.

  • Loan or cash advance

    Approval by amount, with the advance tracked until it is settled.

  • Petty cash

    A fast route for small amounts.

  • Budget application

    Department head, finance and general manager approve.

  • Invoicing request

    Sales asks finance to issue an invoice to a customer.

  • Receipt confirmation

    Finance confirms money received and records it in the accounts.

  • Payment plan

    Scheduled payments linked to an approved contract.

  • Refund request

    Approval by amount, with finance review and accounting entries.

Administration

10

  • Company seal usage

    Admin, legal and the responsible director sign off together; a usage form is printed.

  • Document dispatch

    Outgoing official documents are reviewed and recorded alongside seal usage.

  • Vehicle request

    Admin assigns a vehicle and driver.

  • Office supplies

    Supervisor approval, then admin issues the items.

  • Meeting room booking

    Book against the room calendar, with automatic approval for simple cases.

  • Business card printing

    A light request with the card details ready to print.

  • Employment certificate

    HR or admin issues an official letter from a printable template.

  • Company announcement

    Drafted, reviewed and then published to staff.

  • Asset disposal

    Approval by asset value, with finance involved.

  • Repair and maintenance

    Report a problem; admin dispatches someone to fix it.

Procurement & contracts

5

  • Purchase request

    Approval levels by amount and category.

  • Purchase order

    Raised from an approved request, using the supplier list.

  • Contract approval

    Approval by contract value, with legal and finance signing off together.

  • Supplier onboarding

    Procurement, finance and legal approve a new supplier.

  • Tender approval

    A committee reviews and approves in several stages.

Legal & projects

3

  • Legal review

    Legal reviews a document or matter, alone or with other departments.

  • Project initiation

    A committee reviews a new project and its budget.

  • Project change request

    Larger changes need more senior approval.

IT

2

  • System access request

    Supervisor approves, then IT sets up the account or permission.

  • IT equipment checkout

    Supervisor approves, then IT issues the laptop or device.

General

2

  • General approval

    For anything else; the requester chooses the approvers.

  • Filing record

    Records a decision or document for the people who need to know, without an approval step.

Outcomes

  • Go paperless across departments without building every process from scratch
  • Every request follows the right approval route, every time
  • Managers approve from anywhere, with all the details in front of them
  • Finance requests flow through to payment and the accounts without re-keying
  • Management sees where requests wait and how money is spent

Apps that power this solution

Workflow

Approvals that move on their own — designed by your business teams, with a full record of every decision.

Learn more

Forms

Replace paper and spreadsheet forms with online forms your own team builds and changes.

Learn more

Mobile & Chat

Approve, chat and share files from anywhere — on the phone app, WeChat or a browser.

Learn more

Drive

Every company document in one secure place — easy to find, approve, sign and ask questions of.

Learn more

Dashboards & Reports

Up-to-date dashboards and reports your managers build themselves — or simply ask for in plain language.

Learn more

AI Assistant

Ask in plain language and get work done — an AI assistant on every screen, using the AI model your organisation chooses.

Learn more

Frequently asked questions

What does each OA template include?

Each template comes with its form, the approval route, notifications and reminders, a printable document where needed, and department reports and dashboards. Finance templates can also update the accounts automatically.

Can we change the templates to match our own policies?

Yes. Approvers, approval limits, form fields and printed layouts are all adjusted with drag-and-drop tools, without programming. You can also build new processes from scratch, or describe one in plain language and let AI draft it.

Can managers approve OA requests on their phone or WeChat?

Yes. Staff submit and managers approve on the web, the FlexApp mobile app or the WeChat Mini Program, and anyone can be reminded when a request is waiting.

See FlexApp running your process

Tell us about one process you want to fix. We will show it working in FlexApp in a 45-minute demo.

Book a demo Request a quote