Quotation SQ-2026-0137
Generator service uplift · $3,200
Sunrise Facilities · Berlin Campus · submitted 2h ago
Governance · Approval engine
Approval workflow software that lands every facility decision on one inbox.
Quotations, permits, visitor exceptions, booking requests, licence renewals, work requests. They all land on the same list. One inbox, one audit trail.
1
Approvers see
One inbox · 9 domains
Approval inbox
7 pending · across 9 domains
Permit pre-work PTW-2026-0221
Hot work · Priya S. crew
Safety lane · current stage: compliance review
Time off Delegated to you by Liam O.
Mike J. · 3 days · 2026-05-04 to 2026-05-06
Liam O. stays on the record · Diego R. acts on it
Visitor exception VIS-2026-0924
Flagged profile · Marcus K.
Reception decision · host not expecting
2
Engine picks
Narrowest rule wins
Precedence ladder
PO-2026-0214 · Monthly supplies
Berlin Campus · GreenEnergy Systems · $1,480
T1 · Template Narrowest · specific recurring work Skip
T2 · Contractor Specific vendor relationship Skip
T3 · Site Per building or campus Site rule wins
T4 · Amount band Narrower band wins on tie Skip
T5 · Priority Urgent-flag routing Skip
T6 · Default Broadest · catch-all Skip
Template beats contractor. Contractor beats site. Site beats amount band.
3
Start here
Four starter packs
Single-site facilities
4 rules · 24h timeout
One facility manager gate, 24h timeout, escalate to owner. For teams running a single building with one approver in charge.
Multi-site enterprise
5 rules · site-tiered
Adds Permit pre-work. Site manager first, facility manager second, owner above a threshold. For portfolios with site-level delegation and headquarters oversight.
Contractor-led operations
5 rules · compliance gate
Contractor supervisor first. Compliance lead gate on anything contractor-originated. For operations where a named contractor runs day-to-day service.
Low-friction routine
3 rules · auto-approve
Auto-approve routine. Single approver on anything urgent. For teams that want minimal friction on day-to-day work.
Day-0: install · Day-1: edit · Day-30: yours.
Unified inbox.
One list. Every decision your team makes, across work requests, quotations, permits, visitors, bookings, and licence renewals. Not nine approval tools.
Precedence routing.
Rules that match by amount, site, contractor, or template. The narrowest rule wins. Not a waterfall of if-statements.
Delegation without chains.
Delegate for a week. The audit trail stays intact. Your delegate sees your approvals alongside their own, and the trail still names you.
Routing
Stack rules from general to specific. The narrowest match wins.
Start with an org-wide default for purchase-order approvals. Add a priority rule for anything tagged urgent. Add a site rule for Berlin Campus. Add a contractor rule for Sunrise Facilities. Add a template rule for your annual HVAC renewal. The engine picks the narrowest rule that fits the request in front of it. Template beats contractor. Contractor beats site. Site beats amount band. Amount band beats priority. Priority beats the default.
You do not keep a decision tree in your head. You keep five rules, each doing its one job, and the engine matches the right one every time.
Precedence ladder
6 tiers T1 · Template Narrowest · specific recurring work
T2 · Contractor Specific vendor relationship
T3 · Site Per building or campus
T4 · Amount band Narrower band wins on tie
T5 · Priority Urgent-flag routing
T6 · Default Broadest · catch-all
Day-0 install
Four starter packs. Install in five minutes. Rewrite any rule as you go.
Day zero: pick a pack. Three to five rules, already shaped for the operating size you run. Day one: open any rule and edit it. Day thirty: the rules belong to you. Old pack revisions stay in history, not in the way.
Day-0: install → Day-1: edit → Day-30: yours.
The pack catalog lives in the hero board above. Each pack is a starting position, not a lock-in.
Delegation
Hand your approvals to a teammate for a date range. Keep the trail.
Liam is out next week. He opens his inbox, taps out-of-office, picks Diego. Scope it to all domains or just two. Limit to specific sites or contractors. Set an end date. For that window, approvals addressed to Liam also appear on Diego's inbox.
The base approver stays on the decision record. The delegate is added alongside, not in place of. The audit row names both. No chaining: Diego cannot re-delegate Liam's approvals to someone else.
When the date passes, the delegation expires. The inbox goes back to normal.
Out-of-office: Liam O. delegated to you until 2026-05-02.
On a delegated inbox card
Time off Delegated to you by Liam O.
Mike J. · 3 days · 2026-05-04 to 2026-05-06
Liam O. stays on the record · Diego R. acts on it
No chaining: Diego cannot re-delegate Liam's approvals to someone else.
Escalation
Set a clock on any stage. If it runs out, the engine moves on.
Every stage can carry a clock. Hours, not days. When it runs out, pick what happens next. Escalate to a named role or user. Reject outright. Auto-approve below a threshold you set.
A background processor moves stale approvals without waiting for someone to notice the dust pile. The overdue card surfaces on the inbox with a red timer chip, so the escalation target sees it the moment they open their list. No more "this sat in my email for four days."
Purchase order · Amount bands
Berlin Campus
Under $500 Auto-approve System actor stamps the record System
$500 to $2,000 Berlin Campus Facility Managers pool 48h timeout · escalate to Operations manager 48h
Above $2,000 Chain: Facility manager → Owner 72h timeout · escalate to Owner 72h
Bands match on amount at submission. Narrower bands win on tie.
Stage shape
Pick the shape that matches your policy.
Single approver. One person decides. Fastest lane. A chain in order. Three approvers, each in sequence, each one gates before the next. Any one of a panel. Five managers can clear the stage; whoever opens their inbox first acts. All of a panel. Every name in the panel has to act before the stage clears. Compose stages into serial flows when your governance needs more than one gate. Stages can require a different approver than earlier stages, so nobody rubber-stamps their own upstream decision.
Edit rule · Purchase order · Berlin Campus · $500 to $2,000
Publishes to v3 on save
DRAFT
Scope
Domain
Purchase order
Site
Berlin Campus
Contractor
Any
Template
Any
Amount band
$500 · $2,000
Priority
Any
Stage 1 · Facility manager review
Mode
Single approverChainAny one of panelAll of panel
Target type
Pool · Berlin Campus Facility Managers
Pool of 3 · Diego R. · Ana P. · Sara T.
Timeout
48h · On timeout: Escalate
Escalation target: Operations manager
Options: Escalate · Reject · Auto-approve below threshold
Simulate
PO-2026-0214
Berlin Campus · GreenEnergy Systems · $1,480
Result
Fires Stage 1
Target: Berlin Campus Facility Managers pool
Due by: 2026-04-26 14:22
Preview does not mutate anything. Publish writes revision 3; revision 2 stays in history.
Reusable groups
Put five approvers in a pool. Reference the pool in every rule that needs it.
Create a pool: London HQ Facilities Managers. Add Diego R., Ana P., Sara T., Mike J., Priya S. Reference that pool as a target in any rule that routes to London HQ facility managers.
When Ana leaves and David joins, update the pool once. Every rule pointing at it reflects the change the next time a request lands. No hunting through 12 rule records. No forgotten seat in a cross-site handover.
Pool
London HQ Facilities Managers
Diego R.
Facility manager
Ana P.
Facility manager
Sara T.
Facility manager
Mike J.
Facility manager
Priya S.
Facility manager
David M.
New · joining Monday
Referenced by 4 rules · one edit updates all of them.
Decision record
Approve, reject, timeout, escalate, auto-approve. Every one of them is named and timestamped.
Click through from any work order, quotation, permit, visit, or booking to see its full approval trail on that record. Same engine, same record, same audit row.
Decision trail
PO-2026-0214 · Monthly supplies replenishment
DR
Diego R.
Approved 2026-04-25 14:22Stage 1 · Berlin Campus Facility Managers pool · assigned by site rule
SY
System
Assigned 2026-04-25 13:38Site rule matched · narrower than org default · routed to Facility manager pool
DR
Diego R.
Submitted 2026-04-25 13:38Purchase order · $1,480 · GreenEnergy Systems
Every decision writes one row. Every row is readable six months from now.
See the platform
The decision trail for facility operations.
30-minute demo. Your real approval pain. Your real rule shape. No pitch slides.
See also
Where approvals show up in your team's day.
See approvals on permits
Permit pre-work and post-work approvals share this inbox, alongside the safety authorisation flow.
Permit to work →Quotation approvals on service catalog
Amount-band routing from the rate angle. Same engine, same audit trail.
Service catalog →Visitor exceptions on visitor management
Visitor exceptions land in the same approvals inbox as quotations and permits.
Visitor management →