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Approvals! From document approval to leave request approval; and from purchase order approval to employee reimbursement approval – the faster and more transparent the approval process, the better business outcomes will be. Creation, review, and approval of documents are important parts of business operations.
A streamlined document approval workflow eases the document management process. Read on to understand the need for a document approval system, the way it works, and the top 5 document approval software to consider for 2026.
Need for Document Approval System
What is a document approval software system? A formalized and automated approval system that takes care of document submission, routing, review, approval, approval tracking, and collaboration for a variety of document types in order to make approval decisions is called a document approval system.
With document approval software, organizations can ensure that documentation standards are met and that a complete audit trail of document workflow actions is available.
Document approvals are often delayed or missed in organizations that have multiple approval levels or those that still follow paper-based documentation. It would be time-consuming and inefficient to go around asking and waiting for document approvals. Approvals may be required for a variety of reasons expense reports, leave requests, invoices, purchase orders, purchase requisitions, travel expense reimbursements, department budgets, etc.
Documents like purchase orders and invoices must flow through a series of steps to ensure compliance and standardization. Doing things manually or not having a formal approval system in place will cost the business in the long run. An online document approval system is the most efficient way to review, approve, and track documents.
Why do you Need a Document Approval System?
Compliance management
A document approval system streamlines the document management process. The documents in any organization must comply with policies and industry standards. Without a document approval system, standardization in document handling is not possible. Document approval workflow software improves compliance management within the organization.
Lack of clarity
One of the main reasons for delayed or missed approvals is a lack of clarity in roles for the approval of documents. When the roles are not clearly defined, approval of documents is often missed out or delayed because approvers are not clear about the documents assigned to them for approval. The approval software enables clear assignment of roles so that there is no confusion or delay in document approval. The approver not receiving notification about the document that needs approval is another issue that arises due to lack of clarity.
Document version
Having disparate document sources creates confusion on document versions. The approver is not sure which version of the document to review and approve, as a result, the wrong version of the document is approved. A document approval system ensures that the latest version is presented to the approver for review and approval. As and when changes are made to the document, the version is automatically updated.
Deeper visibility
Manual document approval does not provide visibility into the status of the document. The employee submitting the document for approval is unaware of the status of the submitted document. An automated document approval system provides visibility and transparency into the status of the document so that the employee is always aware of the status of the document. Sometimes approvers do not have access to the document they are supposed to approve. This can lead to undue delays in approvals.
Confusion and chaos
One of the most common issues that occur during an approval workflow is the confusion and chaos that is caused by the document changes made by the approver. This causes confusion and delays in the approval process or even leads to incorrect or incomplete approvals.
A typical document approval workflow includes the following steps:
Employee creates the document ——–> document is sent to manager for review —–> manager reviews the document and approves/rejects the document accordingly —->the employee is informed about the approval—–> the approved document is sent to the next level in the workflow
How Does a Document Approval System Work?
Document workflows are different in every organization, depending on the unique needs of the organization. A typical approval workflow includes the following elements:
1. Documents
Documents that need approval like purchase orders, budget approvals, contract renewals, project proposals, and legal documents. These documents are created based on a standardized template or form.
2. Reviewers and approvers
Reviewers and approvers, typically managers, are the most important element in the approval process. They are in charge of reviewing the submitted document and deciding whether to approve or reject the document. When data is missing or incorrect, the approver sends the document back to the submitter for filling in missing information or correcting the information.
3. Permission levels
In any document workflow, permission levels are very important. The approval system must set clear permission levels for each user. These permission levels allow you to determine who can view, edit, approve, and reject submitted documents. With clearly set permission levels, employees cannot bypass an approval step. When there are multiple approvers, clear permission levels minimize the risk of fraud.
4. Due dates
Every task in a document workflow must have due dates. Working with set due dates instills a sense of urgency in employees so that they complete their work on time.
5. Business rules and conditions
Workflows operate based on business rules and conditions. Conditional rules specify what happens when certain conditions are met. Business processes that work according to rules and conditions are efficient and streamlined.
6. Signatures
Collecting approval signatures is a key element of the approval process. Signatures show that a supervisor or approver has reviewed and approved the document.
An approval workflow is a series of actions that must be completed so that a request can be approved or rejected. The steps in an approval workflow may vary according to the type of request. However, a typical approval workflow involves gathering information from stakeholders, making a decision, and communicating the decision. When a workflow is designed, the following points need to be considered –
➤ Who needs to be involved in the process?
➤ What information needs to be gathered?
➤ What are the conditions based on which decision is made?
➤ How will the results be communicated?
Each step in the workflow must be clearly defined, and who is responsible for which task must be clearly defined. In addition to these conditions, there should be a way to track the progress of the request so that each stakeholder must know the status of the request.
Here are the steps in creating an approval workflow:
Defining the approval starting points
The starting point of the approval process is the submission of documents like sales proposals, quotes, purchase orders, contracts, or invoices.
Defining the workflow
Approval workflows are classified into two groups- parallel and sequential. A parallel workflow is one where a series of steps are tackled at once to move the task to completion. An example of this type of workflow is employee onboarding where several tasks need to be completed simultaneously. A sequential workflow is a rules-driven workflow that proceeds along a sequential path based on which rules are triggered. An example of sequential workflow is the loan application process, where the previous step needs to be completed for the next step to occur.
Defining the approval conditions
The definition of approval conditions is an important part of the approval workflow. Approval or rejection of output is based on approval conditions.
Defining the results
The results component of an approval workflow is based on the action taken based on the workflow results.
Most document approval workflows involve the following activities:
➤ Submission
➤ Routing
➤ Reviewing/Approving
➤ Collaborating
➤ Tracking/Reporting
➤ Storage
Benefits of Automating Document Approval Process
The immediate benefits of automating the document approval workflow are time-saving and error reduction. The other benefits of automating the document approval workflow are given below.
1. Faster and more effective approvals
Automating the approval process helps track documents more effectively. Routing of the document is done automatically, which enables faster approvals. The approver is alerted of pending approvals so that there is no delay in document approval. Automation streamlines the approval request process so that in-context information is automatically shared with chosen approvers. Custom routing is another advantage of automated workflows.
2. Complete visibility on approvals
All the necessary details are collected to enable quicker and more efficient sign-offs. The approver and the submitter are aware of the status of the request at all times. Automated alerts and notifications ensure that the approver is aware of the status of the request.
3. Complete the audit trail
An automated document approval system helps maintain a complete audit trail of all the activity and communication that goes on through the approval process. Process parameters/information that needs to be recorded for audit purposes include:
➤ Who makes the decision?
➤ What are the factors that lead to approval/rejection?
➤ When was the decision made?
Automation helps record this information and other important information required for in-built audit trails.
4. Maximum compliance
Implementing a document approval process ensures process compliance in every single task. The approval process orchestrated by a system standardizes the approval process and runs it on autopilot. In processes that have multiple approval levels, from the first approver to the last everyone is contextually guided based on the business rules.
5. Increased productivity
Automation enables faster and clearer communication between all the stakeholders in the approval process. Automated approval workflow assists the stakeholders with the right context at every touchpoint, which boosts the efficiency of the ecosystem.
6. Higher transparency, control, and reliability
Decision-making is a highly collaborative process where several teams have to collaborate to carry out the process smoothly. Any discrepancy in process flow can interfere with the smooth handoff of information required to make final approval decisions. All the decisions and supporting reasons are captured in the approval workflow by providing a single source of truth for all stakeholders. Improved transparency for the stakeholders provides admins better control over the process by establishing rules to follow.
7. Reduction in costs
Automating approval-based processes saves a significant amount of time for approvers. The approver cycle time is drastically reduced through automation, which cuts down overall spending and costs.
8. Decrease in errors
Workflow interfaces provide an intuitive way to configure and govern all processes. Automated approvals enable the agent to track events with information captured within the tool and take necessary actions. The workflow can be pre-configured to monitor checkboxes to sign off approval requests, change approval status, and even manage pending requests.
9. Improved work culture
Employees get involved in more strategic activities as opposed to mundane activities boosts their morale. Employees will be more satisfied and productive with a system that helps them focus on their subject matter expertise and competency on tasks.
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Features of a Document Approval System
Choosing the right document approval system is an important decision that organizations need to take. Approval workflow tools must have the following features:
1. Automated approval alerts
Approvers must be alerted and notified of approval deadlines. This way all requests are approved on time.
2. No-code workflow applications
The document approval software must be easy to install and use. If the workflow application involves complex coding, then non-technical users would find it difficult to use the software. No-code or low-code workflow applications enable non-technical users to automate important aspects of the workflow like filling out forms, scheduling tasks, responding to email messages, etc.
3. Both online and offline access
The document approval workflow software must support online and offline access. Authorized employees must be able to use cloud-based workflow from anywhere with an internet connection. Offline access makes it easy to complete their tasks even when they do not have Internet access.
4. On-premise and Cloud implementations
The document approval workflow must support both on-premise and cloud implementations.
5. Distribution automation
Workflow automation allows people to share documents with team members by providing access, and permissions and keeping track of changes.
6. Digital signatures
Document workflow systems must streamline the process of collecting legally binding signatures by automating signature capture and verification.
7. Integration
The workflow automation software must seamlessly integrate with other business systems like CRM, Procurement, and HR systems.
Cflow is a workflow automation software that can automate key business workflows within minutes. This is a no-code BPM platform that streamlines process workflows by eliminating redundant and repetitive steps. The document approval process can be easily automated with Cflow. The visual drag-and-drop form builder can be used to create custom workflows as per each business process. Creating customized workflows is super easy with the form builder in Cflow.
Top 6 Document Approval Software for 2026
Irrespective of whether a business needs to handle general or legal documents, a document approval system helps in handling document requests efficiently and approving documents on time. So, if you are thinking of going for a document approval system for your business, then you must consider the list of top document approval software given below:
1. Cflow
Cflow is a no-code workflow automation platform built to simplify document approvals for UK organisations. It replaces email-based and paper processes with structured, automated workflows. With built-in integrations, real-time status tracking and audit-ready controls, Cflow helps teams improve accountability, support compliance, and operate more efficiently across departments in both small businesses and large enterprises.
Best For
- UK organisations digitising approvals across departments
- HR teams handling onboarding and internal requests
- Finance teams managing invoices, expenses and payment approvals
- Procurement teams standardising vendor approvals
- Operations teams improving process visibility and governance
- Businesses seeking simplicity without technical complexity
Key Strength
- No-code workflow builder for rapid deployment
- Automated document routing and approval logic
- Built-in alerts and reminder notifications
- Full audit trail for compliance and reviews
- Strong governance and policy enforcement
- Easy configuration for SMEs and enterprises
2. Microsoft SharePoint
Microsoft SharePoint is a document management and collaboration platform widely used by UK organisations. It enables businesses to store, manage and approve documents securely across departments. As part of Microsoft 365, SharePoint provides robust version control, access permissions and workflow automation, making it a reliable choice for enterprises seeking a centralised, compliant document approval system.
Best For
- Large enterprises and public sector organisations
- Microsoft 365 users
- UK businesses with distributed teams
- Secure document management and approvals
- Governance and compliance-driven workflows
- Intranet and internal collaboration platforms
Key Strength
- Seamless integration with Microsoft 365
- Advanced access control and permissions
- Centralised document storage
- Version history and recovery
- Customisable workflows
- Enterprise-grade security and reliability
3. Avokaado
Avokaado is a contract-focused document approval platform built for UK legal teams and in-house counsel. It streamlines contract creation, review and approval by centralising documents and automating workflows. With built-in contract templates, milestone tracking and full audit visibility, Avokaado helps organisations manage legal documentation more efficiently while maintaining compliance and reducing legal risks.
Best For
- Law firms and in-house legal teams
- Contract management workflows
- Compliance-driven document approvals
- Commercial agreements and vendor contracts
- Legal document standardisation
- Organisations seeking contract visibility and control
Key Strength
- Contract lifecycle management
- Clause libraries and template management
- Automated approval workflows
- Version control and change tracking
- Post-signing milestone alerts
- Centralised legal document repository
4. Nintex Process Platform
Nintex Process Platform is a workflow automation and process-management solution used by UK organisations to streamline document approvals and operational workflows. It enables teams to design and automate processes using a visual interface, reducing reliance on IT teams. With built-in analytics and enterprise integrations, Nintex helps improve efficiency, maintain consistency and support compliance.
Best For
- Operations and transformation teams
- Organisations pursuing digital transformation
- Cross-department approval workflows
- Process standardisation initiatives
- Businesses adopting low-code automation
- Enterprises requiring system integration
Key Strength
- Visual drag-and-drop workflow builder
- Smart forms and user interfaces
- Workflow analytics and reporting
- Enterprise application integration
- Automation bot support
- Scalable architecture for growing organisations
5. DocuWare
DocuWare is a cloud-based document management and workflow automation platform designed for UK organisations seeking secure and paperless approvals. It enables businesses to digitise, store and process documents efficiently. With secure access controls, audit trails and intelligent indexing, DocuWare helps organisations improve productivity, support regulatory compliance and maintain control across document workflows.
Best For
- Remote and hybrid teams
- Secure document approvals
- Records management
- Compliance-driven organisations
- Paperless office initiatives
- Digital archiving
Key Strength
- Cloud-based storage
- Intelligent document indexing
- Automated workflows
- Role-based access
- Full audit trails
- Mobile accessibility
6. Box for Business
Box for Business is a secure cloud content management platform used by UK organisations to store, share and approve documents from anywhere. It enables safe collaboration between teams, partners and clients while maintaining strict control over data security. With enterprise-grade compliance standards and robust integrations, Box supports efficient approvals across distributed workforces.
Best For
- Collaboration across remote teams
- Secure file storage
- Sharing documents with external partners
- Cloud-based approvals
- Content management
- Enterprise integration environments
Key Strength
- Enterprise-grade data security
- Role-based access controls
- Secure cloud storage
- Real-time collaboration
- Extensive app integrations
- Governance and compliance support
7. PandaDoc
PandaDoc is a document automation and approval platform widely used by UK sales and commercial teams. It helps organisations create, send and approve proposals, quotes and contracts quickly. With real-time notifications, template management and eSignatures, PandaDoc enables faster deal completion while maintaining consistency and control across customer-facing documents.
Best For
- Sales and marketing teams
- Proposal and contract management
- Commercial documentation
- Customer approvals
- SMEs and growing businesses
- Digital sales processes
Key Strength
- Proposal templates
- Workflow automation
- Integrated eSignatures
- Real-time document tracking
- CRM integrations
- Analytics dashboard
8. Adobe Acrobat Sign
Adobe Acrobat Sign is a secure electronic signature and document approval solution trusted by UK organisations for managing legally binding documents. It enables businesses to send, sign and approve contracts digitally while meeting regulatory standards. Integrated with Microsoft and Adobe ecosystems, Acrobat Sign ensures reliability, security and compliance across enterprise approvals.
Best For
- Enterprises and large organisations
- Legal and compliance departments
- Contract approvals and authorisation
- Remote working teams
- Regulated industries
- Secure signing requirements
Key Strength
- Legally binding eSignatures
- Identity authentication
- GDPR compliance support
- Workflow automation
- Adobe and Microsoft integration
- Complete audit trails
9. Zoho Sign
Zoho Sign is a digital signature and document approval solution designed for UK small and medium-sized businesses. It enables organisations to send, sign and manage documents securely online. With strong encryption, audit trails and integration within the Zoho ecosystem, Zoho Sign helps businesses maintain compliance and complete approvals quickly and affordably.
Best For
- Small and medium-sized businesses
- Companies adopting paperless workflows
- Budget-conscious organisations
- Digital document approvals
- Zoho product users
- Secure remote signing
Key Strength
- Secure eSignatures
- Workflow automation
- Data encryption
- Audit-ready documentation
- Seamless integrations
- Cost-effective pricing
10. DocuSign
DocuSign is a widely trusted electronic signature and document approval platform used by UK organisations of all sizes. It enables legally binding digital transactions, helping businesses approve and sign documents securely from anywhere. With strong authentication, compliance support and enterprise integrations, DocuSign supports fast, secure and compliant approvals across the entire organisation.
Best For
- Enterprises and large organisations
- Legal contracts and agreements
- Remote and hybrid workforces
- High-volume document approvals
- Financial and regulated sectors
- International business operations
Key Strength
- Legally enforceable eSignatures
- Multi-factor authentication
- GDPR compliance features
- Workflow automation
- Integration with enterprise systems
- Audit trails and reporting
11. ApprovalMax
ApprovalMax is a cloud-based approval workflow system widely used by UK finance teams to control invoice, bill, and purchase approvals. It integrates tightly with accounting software such as Xero, QuickBooks, and Sage to automate routing and authorisation. By replacing manual approvals with structured workflows, ApprovalMax improves financial control, visibility, and compliance.
Best For
- Finance and accounting teams
- Invoice and bill approvals
- Purchase order authorisation
- UK SMEs using Xero or Sage
- Businesses requiring financial controls
- Audit and compliance processes
Key Strength
- Pre-built finance approval workflows
- Direct accounting system integrations
- Approval hierarchy management
- Real-time approval tracking
- Audit history and reporting
- Simple cloud deployment
12. Contract Express
Contract Express is a legal document automation and approval platform widely used by UK law firms and in-house legal teams. It automates contract creation, approval and compliance workflows by using intelligent templates and rule-based logic. By reducing manual drafting and review time, Contract Express enables legal teams to improve consistency, reduce risk and increase efficiency in contract management.
Best For
- UK law firms
- In-house legal teams
- Contract-heavy organisations
- Compliance-focused legal departments
- Commercial and procurement contracts
- Legal document standardisation
Key Strength
- Automated contract generation
- Rule-based logic and approvals
- Strong template management
- Clause control and consistency
- Audit-ready workflows
- Legal compliance support
13. Document360
Document360 is a cloud-based documentation and knowledge base platform widely used by UK businesses to manage internal documentation and approval processes. It enables organisations to create, review and control company policies, product documentation and internal processes from a centralised system. With built-in version control and access management, Document360 supports structured document governance and team collaboration.
Best For
- Policy and knowledge management
- Internal documentation workflows
- SaaS and IT teams
- Compliance documentation
- Technical documentation
- Distributed teams
Key Strength
- Version control and content history
- Role-based permissions
- Structured documentation workflows
- Search and organisation features
- Collaboration tools
- Cloud-based access
14. Filestream
Filestream is a UK-based document management and workflow automation platform designed to help organisations digitise, store and manage document approvals. It supports secure document storage, indexing, version control, and automated approval workflows to streamline internal and external document processes.
Best For
- UK small and medium-size businesses
- Organisations needing secure document storage
- Digital document approvals
- Teams needing role-based access and audit trails
- Regulatory compliance and record keeping
- Document version control
Key Strength
- UK-hosted secure storage
- Automated approval processes
- Versioning and document history tracking
- Access permissions and role-based control
- Audit-ready compliance logging
- Easy deployment for SMBs
15. Filestage
Filestage is a review and approval software widely used by UK marketing, creative and content teams. It simplifies the review and approval cycles of documents, videos, images, and other media files by providing comments, version control, and automated review workflows — helping reduce feedback loops and accelerate content delivery.
Best For
- Marketing and creative teams
- Content approval workflows
- Media and design agencies
- Review cycles for documents, images, video, assets
- Remote or distributed teams
- Content quality control
Key Strength
- Multi-format review (documents, video, images)
- Version comparison and feedback tracking
- Collaboration and comment threads
- Automated review reminders
- Centralised approval dashboard
- Easy sharing and stakeholder access
Conclusion
Document approvals are an integral part of every business. Document approval systems simplify and streamline the approval workflows so that approvals happen on time. Online document approval systems help save a lot of time and effort for businesses. The use of document approval software improves the productivity of businesses by enabling employees to focus on meaningful tasks.
Workflow automation software like Cflow streamlines the entire document approval workflow within minutes. To explore our feature-rich workflow automation software, sign up for the free trial today.
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