Electronic Approval Workflows to Replace Paper Signatures

Electronic approval workflows instead of paper signatures: an implementation guide

In many organisations a purchase or leave request passes through several offices and stops whenever one of the signatories is away. An electronic approval workflow moves the request automatically between the people involved and records every decision.

Paperless office 6 min read

By Nour Aldein Tleti. Updated 7 October 2026.

How do I replace paper signatures with an electronic approval workflow?

Identify the recurring requests that need approval, and map a clear route for each: who submits, who reviews, who approves, and the authority limit at each level. Then build the route in a forms and approvals tool that sends the request automatically, alerts the people involved and records every decision with its time. Start with one common request, such as leave or purchasing.

Requests suited to electronic approval

Purchase requests: Pass through the requester, head of department, finance and the manager, with the levels needed depending on the amount.
Leave and short-absence requests: Frequent and simple, giving staff a quick first experience of the new system.
Payment and advance requests: Need precise records of who approved and when, with supporting documents attached.
Document and contract approval: Legal, then financial, then management review of a draft contract before final signature.
Maintenance and IT support requests: An employee raises a request to repair a device or equipment and follows its status to completion without chasing management every day.

Designing the approval route

Authority limits: Define clearly who approves what, so the approver changes with the value or type of the request.
Fallback route: When the approver is away, the request passes to their deputy after a set time, or the approver delegates authority temporarily.
Mandatory attachments: No purchase request goes out without a price quote, and no payment request without an invoice.
Alerts and reminders: A message when a request arrives, a reminder if it is delayed, and a notice to the requester with the decision.
Decision log: Every approval or rejection with its comment and time, available for any audit.

Working realities in Syria

Approving from a phone: Many managers travel or follow work from their phones, so choose a tool that allows mobile approval and works on a weak connection.
Don’t make WhatsApp the system: Approving by WhatsApp message is quick, but it isn’t stored in one place or linked to the request, so use WhatsApp for alerts only.
External transactions: Start with internal approvals. For anything that needs an official signature before outside bodies, check its current local legal requirements.

Implementation steps

01
Pick one request
Common, frequent and with a well-known route, such as a leave request.
02
Map the current route
Follow the paper request from submission to filing, and note where it gets delayed and why.
03
Simplify before digitising
Remove steps and signatures that add no value before moving them into the system.
04
Build and test
Create the form and route in the tool, and test it with a small team.
05
Officially stop the paper
Set a date after which paper requests of this type are no longer accepted.
06
Measure turnaround time
Compare the average approval time before and after the system, and share the result with staff to reinforce adoption.

Paper signatures versus electronic approval

Aspect	Paper	Electronic approval
Knowing a request’s status	Asking from office to office	Status visible to requester and management
Approver away	Request stalls until they return	Delegation or automatic handover to the deputy
Attachments	Papers that can get separated from the request	Mandatory and attached to the record
Auditing	Searching through files and signatures	A full log with names and times
Working across branches	Sending the paper with a driver or by post	Instant approval from anywhere

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Frequently asked questions

Do internal electronic approvals have legal value?

Inside the organisation, their value depends on the internal regulations management adopts. For any use before outside bodies, check current local legal requirements.

Do we need an expensive approvals system?

Not necessarily. The forms and automation tools in suites such as Microsoft 365 or Google Workspace are enough for many starting points, and you can move to a dedicated system when needed.

How do we deal with a manager who doesn’t use a computer?

Make approval possible from the phone with a single tap, and train them in person on the first few requests. They usually come round once they see how fast things move.

Can approvals be linked to accounting?

Yes. When a payment or purchase request is approved, it can move automatically into the accounting system, cutting duplicate data entry.

Who can help us design the routes?

ONE DIGITAL’s team can review your current requests, simplify them and build the approval routes in the tool that suits you.