Automate approval processes | Efficient low code

I: Typical problems with approval software
II: Individual development vs. low-code
III: Processes finally become clear with low-code
IV: What the low-code platform from GAPTEQ can do
V: How to set up your approval processes with low-code
VI: The most important functions for your approval processes
VII: Frequently asked questions

I: Typical problems with approval software

Common challenges in approval processes

Companies have different types of approval processes, each of which requires a specific sequence of approval steps to ensure efficiency and standardization for all parties involved. However, many companies still use email chains, spreadsheets, or disconnected tools for approvals. As soon as multiple departments, roles, or exceptions enter the picture, these makeshift approaches break down. The result is unclear responsibilities, lost requests, and extra effort for everyone involved – especially as processes grow in complexity.

Rigid release processes

Approvals are made via simple, linear approval chains and run through unstructured channels. This leads to media disruptions, a lack of traceability and a high susceptibility to errors. Changes to roles, escalations or conditions can only be mapped with a great deal of effort or not at all.

Poor integration in ERP, HR or Finance

Relevant data (cost centers, budgets, projects, user roles) is not available centrally or has to be maintained manually. The solution lags behind growing company structures.

Long adjustment cycles

New approval levels or rules require vendor support, change requests or complex customizing. Any changes require long IT lead times, which slows down departments and demands too many resources.

Weak audit trails

Decisions are not clearly documented due to the inadequate software solution. There is a lack of complete logs, versioning and transparent responsibilities. In addition, not all relevant details are often documented in an audit-proof manner.

Unofficial workarounds in teams

If the central tool is not enough, quick & dirty solutions are created: Excel macros, PowerAutomate flows, Jira workflows. Governance risks are inevitable. Inefficient approval processes also make it difficult for teams to work together and lead to delays, especially in complex processes.

No single point of truth

Information is scattered in different versions in tools, files or mailboxes. There is no central, consistent data model - a lack of transparency and clarity.

Typical problems

High development costs for each adaptation
Ongoing costs for maintenance, operation and further development
Changes take a long time and block other projects
Dependence on individual developers or external service providers
Individually built interfaces must be permanently maintained
The solution does not automatically grow with new requirements

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How do companies solve the dilemma?

Many companies take refuge in in-house developments because classic standard software is too inflexible for them. However, customized solutions usually only work as long as processes remain unchanged. As soon as requirements change, interfaces are added or processes have to be adapted, the maintenance effort increases rapidly. The software then does not grow with the business, but becomes a brake.

This is exactly where low-code comes in: Applications can be continuously adapted without having to start a complex development project every time. Changes remain feasible because they are in the hands of internal IT and do not result in months-long release cycles.

Individual development

Low-code

Flexible mapping of different approval logics

Workflows by rules without programming

Forms & inputs easily customizable

Audit-proof logging

Ready to use within a few days

Easily scalable

The core task of efficient software for approval processes should be to significantly improve productivity, efficiency, and decision-making in companies.

This is exactly where the strength of low code comes into play: Simply control your approvals yourself with drag & drop modules, rules, and input masks that can be configured exactly as your company needs them - without programming and without long waiting times.

Different approval procedures, such as those required for expenses, invoices, or orders, can be mapped individually and precisely with low code. Whether purchasing approvals, vacation requests, budget decisions, IT provisioning or project-related approvals, with low code, you can map even complex processes transparently and easily. You can implement day-to-day adjustments immediately without the need for external developers or costly IT projects.

Test low-code workflows directly - web-based and free of charge. See for yourself how approval processes can work in your environment with GAPTEQ.

Fast implementation without long IT projects

With low-code, you can implement your approval processes in just a few days and implement them quickly and easily - without complex IT projects or in-depth coding. You can create masks, rules and workflows using drag & drop and adapt them yourself at any time. This speeds up processes and reduces dependency on external developers.

Adapt processes instantly as rules change

New approval levels? New responsible persons? Changed compliance requirements? With low-code, you can adapt your approval processes in minutes - without vendor tickets, a separate IT project and without long waiting times. Your workflows simply grow with you.

More efficient processes

Manual checks, lost emails and unclear responsibilities are a thing of the past. Low-code provides clear process paths for automated approval processes and reduces your team's workload by reducing manual and error-prone work. Benefit from fully automated validations and smooth handovers between teams.

Real-time visibility into all approvals

Who has to approve what? Where is an application pending? Which deadlines are about to expire? Low-Code provides a real-time overview of all current approvals - centralized, traceable and fully auditable.

Seamless integration into existing systems

Connect your low-code application with existing systems and access existing data. Integrated into your system landscape, data flows on automatically without duplicate data storage or media disruptions.

"With GAPTEQ, I build web-enabled database interfaces and applications faster than with any other option I've seen!"

Matthias Storck, Management Board Ceteris AG

"GAPTEQ is a tool for the specialist area. It's really fun to work with."

Albert Kremer, Planning & Reporting Systems Austrian Airlines AG

"I've never used software where support and further development are really so great!"

Oliver Mayrer, Managing Director MAYRER GmbH

"The development with GAPTEQ inspired us. We were surprised at how quickly and easily our requirements could be solved with it."

Bernd Lauer, Managing Partner HOLZMANUFAKTUR GmbH

Create a data model for your approval processes

Determine what data you need - typical approval processes include purchasing approvals or project budgets, for example. Design your data model according to your needs and use it as the basis for your individual approval process.

Design input masks and map processes

You can adapt fields, masks, roles and rules to your internal processes immediately using drag & drop - without time-consuming coding and without external service providers. Whether simple single or multi-stage approvals, escalations, budget limits or compliance checks. With low-code, you can model your approval process exactly as it works in your company.

Deploy and use anywhere

Once everything is in place, make your approval process available as a web application. Employees can now submit and approve applications anywhere in their browser, via smartphone, tablet or PC. This creates an approval tool that works immediately, creates transparency and collects all data centrally.

"With GAPTEQ, I build web-enabled database interfaces and applications faster than with any other option I've seen!"

Matthias Storck, Management Board Ceteris AG

"GAPTEQ is a tool for the specialist area. It's really fun to work with."

Albert Kremer, Planning & Reporting Systems Austrian Airlines AG

"I've never used software where support and further development are really so great!"

Oliver Mayrer, Managing Director MAYRER GmbH

"The development with GAPTEQ inspired us. We were surprised at how quickly and easily our requirements could be solved with it."

Bernd Lauer, Managing Partner HOLZMANUFAKTUR GmbH

Flexible form and workflow design

Build application forms for any process - with fields, validations, and rules exactly as your company needs them. Without rigid specifications and customizable at any time.

Multi-level approvals & role logic

Define any number of approval levels, representative rules and responsibilities. The right people are automatically assigned to the relevant approval processes so that all relevant decision-makers are involved.

Configurable rules & escalations

Store deadlines, dependencies or escalations flexibly as configurable rules. The system automatically takes care of forwarding, email reminders and documentation. The system automatically distributes tasks in the approval process and can be tracked at any time.

Central overview of all processes

All current processes, statuses and responsible parties at a glance - transparent, filterable and updated in real time. The current status of all applications can be viewed at any time so that optimization potential in the approval processes can be quickly identified. Ideal for IT, team leaders and management.

Integration into existing systems

Seamlessly integrate approvals into existing systems, e.g. for vacation requests, purchasing processes or budget approvals. Data is automatically transferred or restored.

Audit & compliance documentation

Every change and every step is automatically documented. This allows you to meet internal compliance requirements without additional administrative effort.

With low code, you can create applications for approval processes much faster than with individual development. Depending on the complexity, initial prototypes can be built within a few hours. Productive applications can be implemented in just a few days.

Yes. You configure them in the drag & drop editor – no coding needed. For complex requirements and multi-layered workflows, the application can be extended with so-called "power features".

Every action is automatically logged - including time stamp, user, old and new values, workflow step and necessary context data. External manipulation is therefore virtually impossible.

No. You can adjust workflows yourself without external developers. Ready-made standard modules in combination with the drag & drop editor enable independent support and customization when processes or requirements change.

We support you with our coaching and training services so that you can quickly get up to speed with GAPTEQ.

If you have little time or resources to create your own time recording system, you can leave the implementation completely in the hands of our GAPTEQ experts. From a clean concept, to all masks, forms and processes, to the rollout in the infrastructure that suits you - we offer you a 360° full service according to your needs and you can concentrate on your core business.

Automate your approval processes – in full control with low-code

Common challenges in approval processes

Rigid release processes

Poor integration in ERP, HR or Finance

Long adjustment cycles

Weak audit trails

Unofficial workarounds in teams

No single point of truth

Why you won't get anywhere with individual software

Typical problems

How do companies solve the dilemma?

Customized software vs. low-code for approval processes

How low-code transforms approval workflows

That's why low-code with GAPTEQ is the ideal basis for your approval processes