Automation agent · Procurement and operations
Tracks pending approvals, reminds the right approver and flags what is stuck
The approval reminder agent watches purchase requests, purchase orders and payments waiting for sign off, and sends each approver a short, clear reminder with what they need to decide. When something sits too long, it tells a named person so the work does not stall quietly.
- Type
- Automation agent
- Team
- Procurement and operations
- Connects to
- 6 systems, including SAP Business One
- Limits
- 4 set, plus approvals
How it is done today
The work before the agent
At a packaging manufacturer in Vadodara, a purchase request for corrugated board needs the plant head's approval, then finance's, then the director's above a set value. Requests sit in inboxes while the stores team phones around asking where things are. A delayed approval often means a rush order at a higher rate.
What the approval reminder agent takes on
Watches every pending approval
Reads the approval queue in your ERP or workflow tool and knows who each item is waiting on, since when, and what the agreed turnaround is.
Sends reminders people can act on
Messages the approver on email, Teams or WhatsApp with the item, the amount, the supplier, the reason it is needed and a link to approve or reject in your system.
Groups reminders sensibly
Combines reminders into one daily summary, and respects leave calendars by pointing to the delegate when an approver is away.
Flags what is stuck
When an item passes its turnaround, or a rejected request has not been revised, it alerts the process owner with the history so they can step in.
How the work moves
A typical piece of work, stage by stage
- Step 1Request raisedERP, workflow or sheet
- Step 2Approver notifiedOn their usual channel
- Step 3Reminder before dueAt times you set
- Step 4EscalationTo the next level
- Step 5Requester toldWhen it moves
Where a person decides
The agent never approves or rejects anything. Approvers decide in your own system, and a named process owner, for example Priya Desai, the procurement head, receives the list of overdue items and decides whether to call, reassign or escalate. Only she can change an approval rule.
Limits it works within
- Read only access to the approval queue; it cannot approve, reject or edit a request
- Sends reminders only within working hours you set, and no more than the number you allow per day
- Shares amounts and supplier names only with the approver and the process owner
- Every reminder and escalation is logged against the request
Connects to
Works with the systems you already use
Through APIs, exports or a custom connector our team builds. The exact list depends on your versions and setup.
- SAP Business One
- Zoho Creator
- Microsoft Outlook
- Microsoft Teams
- WhatsApp Business API
- Google Calendar
Teams that use it
Questions
About the approval reminder agent
Will approvers find the reminders annoying?
Frequency is set with you during setup: how often, at what times and on which channel. Most teams settle on one daily summary plus a single nudge when something is close to its deadline.
Does it need a formal workflow system?
It works best with one, such as an ERP approval queue. If approvals live in email today, the agent can track them from a shared sheet or a small approval app built on AksharAI.
Can it approve small amounts by itself?
No. Auto approval is a business rule and belongs in your ERP, set by finance. The agent only reminds, summarises and flags.
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Choosing your first AI agent: a one page test
Many first AI projects stall because the wrong process was picked. A one page test helps you choose a task that is frequent, rule based and easy to check, with a person approving the result.
Learn moreSee it on your work
Bring one slow, repetitive process. We will show you an agent doing it.
A working session with someone who builds these every week.
Or get a ballpark proposal in two minutesWhat happens next
- Step 1A short call about one process and the systems involved
- Step 2A demo of an agent working on a version of your task
- Step 3A clear view of fit, approvals and what it would take