GAZIANTEP · WORKFLOW & APPROVAL AUTOMATION

Workflow software that clears the paper waiting on the owner's desk for a signature

What we are talking about here is not machine automation. We don't install PLCs, SCADA, sensors or robot arms. We take the place in your factory where people wait for each other — the paper traffic running from purchase requests to leave forms, from quote approvals to advances and document flows — and move it into software. We travel from zone one to zone five of the Başpınar organised industrial zone (OSB) and to the administrative offices in Şehitkamil, map the process desk by desk, and then we write it.

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The picture in Gaziantep

In our own field research we recorded 1,108 companies in the Gaziantep OSB. The scale breakdown came out as 236 micro, 413 small, 286 medium, 90 large and 83 very large businesses. The body of this industry is SMEs — and at that scale, approval authority usually gathers at a single desk, very often the owner's.
The same research found that roughly 51% of the companies have a corporate website. In a business whose outward face is only now going digital, it is no surprise that the internal request-and-approval traffic still runs on paper and WhatsApp.
The sector breakdown is led by textiles with 257 companies, food with 145, plastics and packaging with 116, and carpets with 107. In these production lines the purchasing items are both numerous and small in value: yarn, dye chemicals, loom spares, packaging, sacks, consumables. As the approval queue grows longer, what is really waiting is not a document — it is the machine itself.
Roughly a quarter of the companies — 294 of them — are verified exporters. In an exporting plant the approval chain is not just a matter of internal order; customer audits and inspections ask for a written answer to the question of who approved this purchase, when, and with what authority.
We are in the same city. We build the process map not through remote meetings but by sitting at the purchasing desk at your plant in Başpınar and following how many hands a request passes through inside the factory. We also want to see the shift change on the same day, because how a request moves on the night shift is often different from the daytime account of it.

What actually happens on the ground

The foreman needs a spare part for a machine and tells the supervisor; the supervisor writes it on WhatsApp; the message sinks among hundreds on the owner's phone. Nobody can say where the request is stuck.
When the owner is at a trade fair, on a customer visit or abroad, the signature queue stops. An urgent purchase waits until that person is back at the factory; nobody dares decide in their place.
Leave, advance and expense forms are on printed paper. Staff fill them in, the paper travels from the production building to the admin building, days pass before it reaches accounting — and sometimes it gets lost on the way.
Spending limits were set verbally. 'Below such-and-such, the supervisor can sign it off' was said once, but there is no written rule; everyone remembers the limit differently and the same argument reopens every time.
Two separate departments collect quotes for the same material. The supplier gets two different price enquiries from the same company, and the position at the negotiating table falls apart.
Nobody measures how many days a document has been waiting for approval. The delay is only noticed when the line stops or the supplier calls.
The question of who approved what and when goes unanswered in an export customer's audit or a quality inspection; the signed paper cannot be found in the binder.
When someone in the approval chain leaves the company or goes on sick leave, requests sit in an inbox nobody checks. That the process depended on that one person only becomes clear that day.
A decision rushed through on the night shift is written down nowhere; the verbal approval surfaces along with the invoice that arrives in the morning.
Accounting sees the invoice at month end but cannot trace it back to the request, the quote and the approval the purchase was based on.

We build a flow that speeds up the decision, not the paper

We don't dress your factory in an off-the-shelf approval package. We take the arrangement that genuinely operates in your business — who can sign off what, and up to what amount — and carry it into software as it is. Not all of the modules below will be needed; we start where the complaints are loudest.

Request and approval flow

Every form — purchase request, leave, advance, expense, material issue, quote approval — opens from a single place. From the moment a request is opened, whose desk it is on, what stage it is at and how long it has been waiting are visible to everyone involved. You never have to phone anyone to find out who is waiting on what.

Authority, limit and delegation rules

Approval steps are written into the system by amount range, department, cost centre and request type. A purchase below the limit you set ends at the supervisor; anything above it comes to you. The deputy who steps in while you are out of town or at a fair — and the time limit on that — is defined in advance; the signature queue waits for no one.

Reminders and escalation

When a pending request exceeds the set time, the system first reminds the person responsible, then moves it up a level. Delays become visible before anyone even notices them — not when the line stops. How many days each approver keeps things waiting becomes measurable data.

Approval from the phone

The approval screen is designed for mobile. From a fair, the road or a customer visit, you see the request, the attached quote and the past prices of the same material — and approve. A system that requires sitting down at a computer simply doesn't work for an owner who works in the field and on the road.

Document flow and the audit trail

Quotes, proformas, contracts, delivery notes and certificates are attached to the request and kept version by version. The record of who did what and when is stored so it cannot be altered afterwards. The evidence requested in an export customer's audit or an inspection comes out of the system, with no hunting through binders.

The accounting and ERP bridge

Your existing accounting backbone — Logo, Mikro, Netsis — stays where it is. An approved request lands there as an order, and the incoming invoice is tied to the request. We don't build a second accounting system; we simply connect the approval path your ERP cannot see. If there is no suitable interface, we say so up front and put the limits of the alternative in writing.

How we proceed

01
On-site discovery at the factory
We come to your plant in Başpınar or Şehitkamil. We watch how a request actually travels across the purchasing, accounting, production and HR desks. The written procedure and the reality on the floor are rarely the same; we take the reality on the floor as our basis.
02
Flow and authority map
Which form, at what amount, goes from whom to whom; what the exceptions are; how the rule flexes in an emergency. We reduce this to a one-page diagram, show it to you, and only start writing code after your sign-off. Misunderstandings end at this step.
03
Pilot with a single flow
We usually start with purchase request-approval, because that is where most of the complaints come from. A single flow goes live and runs on real requests for a few weeks. Fine-tuning follows the objections of the staff who use it.
04
Adding the remaining flows
Once the pilot has settled, leave, advances, expenses, quote approvals and document flow are added in turn. Each flow goes live separately; we don't switch everything on in one day and throw a shift into confusion.
05
Training, maintenance and handover
We give short role-based training: approvers, requesters and field staff separately. We then continue under a maintenance and support agreement. Source code and data stay with you; you can carry on with another team whenever you choose.

Frequently asked questions

Is this PLC, SCADA or machine automation?

No — and the distinction matters. In industry, automation usually means the control systems that run the machines: PLC and SCADA. What we do is workflow automation — moving the approval and document traffic where people wait for each other into software. Nobody touches your machines, and your control panels stay exactly as they are. If you want to discuss the production-data side, that is a separate job and is planned separately.

Will we have to replace our existing Logo, Mikro or Netsis system?

No. Your accounting and finance backbone stays as it is, and your e-invoice and e-ledger arrangements are untouched. The flow layer we build talks to your ERP through its interface or database: an approved request lands in the ERP as an order, and the incoming invoice is tied back to the request. The aim is not to install a second accounting program.

Will I still end up approving everything myself? How does it reduce the load?

Today even small purchases come to you, because the limit was set verbally. With the limit written into the system, requests below the amount you define end at the supervisor and never reach you; you look only at what genuinely needs a decision. A delegation rule that kicks in while you are out of town is also defined, so the signature queue never stops.

Our staff are used to paper — will they use it?

The deciding factor here is adoption, not technology. That is why we build the flow close to your staff's current habits, keep the screens simple, and launch the pilot with a single flow. Rather than forcing anyone, we make the paper genuinely unnecessary: once a request is opened in the system and its status can be seen, people stop asking for the paper after a while. On the foreman's side, the screen is big enough to use with gloves and takes only a few steps.

How long does it take, and where should we start?

The duration depends on the number of flows and the depth of integration, so we don't quote a number of days up front. Our method is fixed: discovery, flow map, a pilot with a single flow, then staged expansion. For the pilot we usually pick purchase request-approval, because that is where the complaints come from and where the result shows fastest.

Can it be used as evidence in an audit or inspection?

The system keeps who approved what amount, when and on what grounds as a record that cannot be altered afterwards, and stores the documents on the request together with their versions. That record covers the trail you need to show in inspections and in export customers' audits. If a process requires electronic signatures, we discuss that separately and clarify the legal side with your own adviser.

Who keeps the software and the data?

The source code of everything we build, and all the data inside it, is yours. It can also be installed on your own server. We don't want you locked to us; let the reason you work with us be that we know the field — not that you have no choice.

Do you work outside Gaziantep too?

We do — but this page is precisely about proximity. Being able to reach a plant in Başpınar OSB or Şehitkamil the same day and watch the process at the desk makes a difference no remote analysis can match. It is also what makes it possible for us to be on site during go-live week.

Let's measure together how many days a request waits in your factory

We come to your plant, spend half a day at the purchasing and approval desks, and map the flow exactly as it is. Even if no project comes out of the meeting, you are at least left with a written version of your own approval chain. We can be in Başpınar OSB or Şehitkamil the same day.

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