Inventory Adjustment Approval Workflow

Why should we automate inventory adjustment approvals instead of handling them manually?

Manual approval chains for inventory adjustments often rely on email threads or spreadsheets, which can make it hard to see where a request stands or why a decision was made. This workflow captures each request as a record with a reference number and status, so supervisors, finance and the inventory controller can act on tasks assigned to them without chasing paperwork. The record's timeline keeps a history of who decided what, which supports better accountability over time.

What is the ROI of using this workflow compared to a manual process?

The workflow removes repetitive manual steps such as calculating adjustment value, tracking approval status, and emailing requesters at each stage, freeing staff time for higher-value work. Because the template is ready to use, a workspace can start running it within minutes rather than commissioning a development project. Over time, fewer delayed or lost adjustment requests can translate into more reliable inventory records and less rework.

How does the $1,000 threshold for finance approval work, and can it be changed?

After the supervisor approves a request, the workflow checks whether the calculated adjustment value exceeds $1,000. If it does, the request is routed to a finance approval step; otherwise it moves straight to the inventory controller for the system update. This threshold, along with any other step in the workflow, can be adjusted by describing the change in plain English or editing the step directly in the workflow editor.

Who is involved in reviewing and approving an inventory adjustment?

A supervisor is assigned a task, due in two days, to decide whether to approve or reject the adjustment request and record their decision and comments. If the value exceeds the finance threshold, a finance approval step is triggered before the change can proceed. Once approved, the inventory controller is assigned a task, due in one day, to apply the change in the system and record the date it was updated.

What happens if the supervisor or finance rejects the adjustment request?

If the supervisor rejects the request, the record's status is set to Rejected and the requester is emailed the supervisor's comments explaining the decision. If finance rejects a high-value adjustment, the status is similarly set to Rejected and the requester is emailed that the adjustment was not approved by finance. In both cases, the decision and any comments are saved to the record's timeline.

What information does the requester need to submit, and do they need an account?

Requesters submit details through a public request form, including item, SKU, location, current system quantity, adjustment direction and quantity, unit cost, reason, and supporting evidence. They never need an account to submit the request or to receive status updates, since all communication happens through the public form and emailed notifications.

How is the adjustment value calculated, and where is it recorded?

The workflow calculates the adjustment value by multiplying the quantity to adjust by the unit cost supplied on the request form. This calculated value is saved on the record and used to determine whether the request needs to be routed to finance for additional approval. Because it's stored on the record, it remains visible in the record's history alongside the supervisor's and finance's decisions.

Can the workflow be customised for our specific approval structure?

Yes, a workspace can change the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adjust task assignees, due dates, the finance approval threshold, or the wording of requester emails without a separate development effort. Table views and dashboards continue to reflect the current status of every record regardless of how the steps are configured.

How do we track the status of adjustment requests across the team?

Every request is created as a record with its own reference number, current status, and a timeline showing what has happened at each step, from submission through approval to the final system update. Table views and dashboards display records grouped by status, such as Submitted, Rejected or Adjusted, giving the team a live view of where every request stands. Workspace activity is also logged, supporting oversight of how requests move through the process.

What confirms that the inventory system has actually been updated?

The inventory controller's task requires them to record the date the system was updated, and this date is saved on the record once the task is completed. The record's status is then set to Adjusted, and the requester is emailed confirmation that the stock record has been updated. Each business should confirm this level of record-keeping meets its own inventory control and audit obligations.