Software
Requests, approvals, rejections and revisions, routed by rules, approved from a phone and recorded for good.
Superstack builds approval workflow software NZ finance, admin and operations teams can shape around their own rules. A workflow approval system takes purchases, leave, expenses and contracts in through a form, sends each to the right approver, gets a decision in one tap and keeps a record you can show an auditor months later.
sign-off by email
your workflow approval system
We map the approvals you run today: who asks, who decides, the limits and what follows a yes. Then we build custom approval process software around those rules, recording every decision as it happens.
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Each request type gets its own form with the fields the approver needs: a purchase request asks for supplier, amount, cost centre and the quote, while leave asks for dates and cover. Required fields stop half-filled requests getting through to anyone.
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Rules decide who signs. A purchase approval workflow sends small amounts to the team lead, larger ones to the department manager and the biggest to the finance director. Approvers run in sequence or side by side, and your admin edits the rules.
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An approver going on leave hands their queue to a named delegate, and requests route there on their own. If nobody acts in time, the request escalates a level, so a contract stuck with an absent manager reaches their director.
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Approvers get an email or push notification with the request summary and two buttons. One tap records the decision, no login screen first. A manager clears a supplier invoice from the ute between site visits, or sends it back with a note.
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Every request type carries a target, such as leave answered within a couple of days. A timer starts at submission and turns amber, then red, as the deadline nears. Reminders go out before the target passes, so the urgent request gets seen first.
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The system logs every action: who did it, when, and what the request said then. Approve, reject, delegate and comment each leave an entry nobody can remove. When an auditor asks who approved a payment last March, you export the record.
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Reports show where approvals slow down: average time per step, who holds the queue, how many requests breached their target and what was rejected and why. A finance manager uses the monthly view to spot the department that always submits late.
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An approved purchase becomes a purchase order or bill in your accounting software without retyping. Approved leave writes back to your HR or payroll system. Contracts attach from your document storage, and the signed version files back there with its approval record attached.
A staff member submits the form. The rules read the amount and request type and pick the approver. The approver makes the one human decision: approve, reject or ask for changes. Miss the target and it escalates on its own. Every step is recorded. Once approved, the system raises the purchase order, books the leave or releases the payment, and tells the requester.
Your accounting software take approved purchase orders and bills and return payment status. PayHero takes approved leave. Approvers act from Microsoft 365 or Google Workspace email, or inside Slack or Microsoft Teams. Document storage supplies the contract and receives the approved version.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. Every module above works without it, and we add it only where it takes work off an approver. See how we use AI and business process automation.
AI checks a request against your spending or leave rules and returns gaps before an approver sees it.
The approver gets a short summary of a long business case before the detail.
A new supplier, an amount far above normal or a request just under a limit gets a note.
Finance, HR and admin teams work in the web app: building request forms, setting rules and limits, watching the queue and pulling audit exports. Roles control who edits a rule.
Approvers and requesters use the mobile app. A site manager submits a purchase request with a photo of the quote, and their director approves it from the airport with one tap.
Staff who only submit requests get a simple portal: raise a request, attach the quote and see who has it. All three run on one database, so queue, app and portal always agree.
Purchase orders and expenses approved within limits.
Councils and NGOsProcurement and delegated authority approvals with a full record.
PropertyMaintenance spend and contractor invoices signed off per building.
ConstructionVariations and subcontractor claims approved before money moves.
Healthcare adminLeave and equipment requests routed to the right clinical lead.
EducationTrips and purchases approved by the head of department.
Quickest start
We customise an existing Superstack approvals module with your request types, limits and approver rules, which suits purchases, leave and expenses.
Most common
We combine approvals with forms, documents and a staff portal, so a request, its attachments and its decision live in one place.
Fully bespoke
A fully bespoke multi-step approval system for organisations with delegated authority schedules, statutory rules or dozens of request types.
Yes. Anything that needs a decision fits: purchase requests, expenses, leave, contract sign-off and change requests. Each type gets its own form, rules and target time. Request and approval software built this way is not tied to one process, so a new request type later is configuration, not a new project.
Yes. Rules set both. A capital purchase goes to the department manager first, then finance, then the chief executive above a set amount. A new hire request goes to HR and the hiring manager at the same time and proceeds only when both say yes. The requester sees each step's status.
Yes. Each approver gets an email with approve and reject buttons, or a push notification in the app, with the request summary. One tap records the decision under their name. The link is tied to their account, so a forwarded email cannot approve on their behalf. Full detail is a tap away.
Yes. The trail records who submitted, who approved or rejected, when, what the request contained and any comments. Nobody, including an administrator, can edit or delete an entry. You export the history for one request, one month or one approver as a PDF, so an audit question gets a documented answer.
Approval triggers whatever comes next. An approved purchase raises a purchase order or bill in your accounting software. Approved leave lands in PayHero or your HR system. An approved contract files to document storage with its record attached. A rejection tells the requester why. Anything with an API can be the next step.
Pricing follows the scope: the request types, rules and integrations you need. It is an upfront build with ongoing hosting and support, not a per-user subscription, so adding approvers does not add cost. That matters when every manager needs to sign something. A first conversation gives you a figure for your scope.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Tell us the approval that takes longest in your business. We'll show you it done in a tap, with a record.
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