Understanding the for Digitisation

Purchase Orders (POs) are a crucial part of procurement, but traditional approval processes can often slow down business progress. For Agencies and Creative Studios handling multiple projects, managing PO approvals manually leads to delays, communication lapses, and even errors. This presents an opportunity for businesses to automate the approval workflow, ensuring accuracy and speed.

Key Pain Points in Traditional PO Approvals

• Delayed approvals: Essential POs might be held up at various approval stages.
• Miscommunication: Manual processes often lead to unclear instructions and missed updates.
• mishandling: With multiple touches, important documents may end up misplaced or incorrectly filed.

"Efficiency in procurement is no longer optional – it's a necessity for competitive companies."

Leveraging Zapier and Slack for Fast Approval Workflows

By integrating automation tools like Zapier with communication apps like Slack, creative teams can drastically reduce manual intervention. These platforms can exchange data seamlessly, ensuring that every relevant stakeholder is notified about a purchase order at every stage.

Why Zapier?

Zapier acts as the bridge between various systems. It can watch for specific triggers (such as a new entry in a spreadsheet or a new email) and then execute a series of actions without human intervention. This is especially useful in PO approvals when a new PO is generated by a system or uploaded to a cloud storage solution.

• Integration: Zapier connects with over 2,000 apps, including invoicing, ERP systems, and CRMs.
• Workflow Automation: Build custom workflows that trigger multiple actions such as notifications and record updates.
• Cost-effective: Automates repetitive tasks, saving valuable time and resources.

Why Slack?

Slack has become a central communication platform for many businesses. By integrating PO approvals with Slack:

• Instant notifications: Team members receive real-time updates on PO status.
• Centralised conversations: All communications about a specific PO are stored within Slack channels, reducing email clutter.
• Integration with other tools: Slack works seamlessly with Zapier and other platforms, making it an essential part of digitised workflows.

Setting Up Your Automated Workflow

Implementing automation requires thoughtful planning. Here’s a step-by-step guide to setting up your PO approval workflow using Zapier and Slack:

Step 1: Identify the Trigger

Determine what event will trigger your workflow. Common triggers include:

1. New PO submission: When a PO is created or uploaded in a designated cloud folder.
2. Status update: When a PO’s status changes, such as moving to “Awaiting Approval”.
3. Email receipt: Incoming email containing a new PO document.

Step 2: Configure Your Zap in Zapier

Create a Zap that activates once your identified trigger occurs. Map out the relevant data fields from your PO submission and define the subsequent actions.

Example: Upon detecting a new PO in Google Sheets, the Zap might extract details and then post a notification in a dedicated Slack channel for approvals.

Here’s a code snippet that outlines a basic example:

Zapier Trigger: New Row in Google Sheets
Action: Post Message in Slack Channel "#po-approvals"
      

Step 3: Enhance the Workflow with Conditional Logic

Depending on your organisation’s , you might add filters:

• Vendor Type: Differentiate between standard versus high-value vendors.
• PO Amount: Implement additional authentication for larger orders.
• Approval Hierarchy: Route approvals to different managers based on department or region.

"Automation is about making the complex simple and the simple even better."

Real-World Example: A Creative Studio's Journey

A mid-sized creative studio struggled with slow PO approvals, causing project delays. They integrated Zapier with Slack to transform this process:

1. Trigger: A new PO entered the system (via a form submission).
2. Action: Zapier extracts the PO details and sends a formatted message in Slack, mentioning the relevant manager.
3. Follow-Up: Upon approval/rejection input directly on Slack, Zapier updates the original PO status in their project management tool.

This setup allowed the studio to reduce their approval time from days to hours while ensuring every decision was logged and traceable.

Ensuring Data Integrity and Security

Digitising PO approvals comes with the responsibility of maintaining data security. Consider these best practices:

• Use secure integrations: Ensure that all third-party apps used in your workflow are compliant with industry standards.
• Limit access: Grant permissions on a need-to-know basis.
• Audit trails: Implement logs within your process to track approval activities for future reviews.

Conclusion

Transitioning from manual PO approvals to an automated, integrated system using Zapier and Slack offers several benefits. By embracing automation, Agencies and Creative Studios can streamline their procurement processes, reduce operational bottlenecks, and foster better communication across teams.

The key is to think through your specific needs, identify potential triggers, and methodically build a workflow that addresses every step of the approval process. With a clear plan in place, digitising PO approvals becomes not just a technological upgrade, but a strategic move towards operational excellence.