Stop chasing requests. Start tracking progress.

When requests live in email and spreadsheets, it’s difficult to see who owns the next step, what’s waiting for approval and what has been completed. Claromentis business process automation software turns routine requests into structured workflows, with assigned owners, approval stages, notifications and a record of progress. Techspire IT configures the workflows around how your organisation works.

Automate one process
Follow one request

Not sure which process to start with? Book a live demo and we’ll look at it with you.

Authorised Claromentis Partner. Set up around your process. Start with one process.

  • Clear ownership. One person holds each request at a time, and the people involved can see who.
  • Structured approvals. The form sends each request to the right approver, by rules you set.
  • Visible progress. A status shows where it is, and a coloured light shows how long it has waited.
  • Recorded decisions. Every change is kept, with a name and a time.

Requests stall when nobody can see who has them

A request arrives by email. Someone forwards it to a manager, who replies with a question. A colleague updates a spreadsheet, and nobody updates the email. A week later the person who asked wants to know where it is, and three people search their inboxes to find out.

The process still works. It depends on people remembering to forward, chase and update.

Three requests you may recognise

Before
With a set process

The approval nobody can find

BeforeA purchase request goes to a manager by email. Purchasing can’t tell whether it was approved, so the person who asked follows up.

With a set processThe form sends it to the approver for its amount, and the approval is a dated line on the request.

The new starter

BeforeHR emails IT, the manager and facilities one by one. A task is missed and found the day before the person starts.

With a set processOne request for the joiner, and each team can see its part and who has it.

The IT request

BeforeRequests arrive by email, chat and in the corridor. The team works out each morning what is still open.

With a set processEvery request lands in one list, with an owner and a status.

What is business process automation?

Business process automation is software that carries a routine request through its steps for you. Someone fills in a form, a rule sends it to the right person, that person decides or does their part, and the request keeps a record of who did what and when.

  1. Submit. Someone raises the request on a form.
  2. Route. A rule sends it to the person or team who handles that kind of request.
  3. Review. They check the details and ask for anything missing.
  4. Decide. Someone with the authority approves or rejects it.
  5. Record. Every change stays on the request, with a name and a time.

Some processes end with a review, a signature or a job done instead of an approval. Automation organises the steps. Decisions, exceptions and the work in other systems stay with your people. In Claromentis, process automation is an add-on to the intranet and is licensed with it.

Processes that start from a ready-made form

Each of these starts from a template that comes with Claromentis business process automation software. We change its fields, roles and rules to match how you do it today.

Everyday requests and approvals

Purchase requests

The person asking picks the items and quantities, and the total adds itself up. The form sends it to purchasing or to management by that total, and every decision stays on the request.

Follow one request

IT support requests

Staff raise a ticket and say how urgent it is. The team sees who is working on each one and talks to the person in the ticket’s notes. A timer set by type and priority shows when a ticket is running late.

A request desk for your own staff. If you need a full IT service management suite, we’ll say so.

Invoice requests

Staff send finance the details of an invoice and say when it should go out. Every billing instruction then arrives in one place, and finance raises the invoice in your accounts system.

Employee processes

Starters, movers and leavers

One request for each person joining, moving or leaving, so HR, the manager and IT each see their part. It has its own page, with its own walkthrough.

Return-to-work interviews

The manager records the interview. It then goes to the employee to read and sign, and back to the manager to sign.

  1. Recorded
  2. Signed by the employee
  3. Signed by the manager

Performance reviews

The manager records the review. The employee reads and signs it, then the manager signs, and the signed review stays on file.

  1. Recorded
  2. Signed by the employee
  3. Signed by the manager

Other Claromentis applications

Leave requests, expense claims and reading and accepting policies have their own Claromentis applications rather than a form built here.

An approval workflow, from request to record

A team lead needs six laptops for the support team. Follow the request through the business process automation software, on Claromentis’s own Purchase Order Request form. The steps and labels are the product’s. The people and the order are made up.

Date Modified
12-10-2026 09:14
User name
Daniel Reyes
Field
New ticket

Stage 1, Request.

The team lead picks the laptops and the quantity. Each item’s price is already in the form, so the line totals and the overall total add themselves up.

Stage 2, Route.

The total is over the limit you set, so the form puts the request at Awaiting Management Approval as it is submitted. A smaller order would go to Awaiting Purchaser Approval. Nobody has to choose. If you set a time limit for the stage, a coloured light shows how long it has waited.

Date Modified
13-10-2026 11:02
User name
Priya Menon
Field
Status
Change
Awaiting Management Approval => Approved
Date Modified
13-10-2026 11:02
User name
Priya Menon
Field
Assigned to
Change
=> Priya Menon

Stage 3, Decide.

Claromentis tells the manager the request is waiting, by email, or on their phone if you switch push notifications on. They can open it on the phone as well as at their desk. They approve the request or reject it, and either way the decision is a row in its History, with their name and the time.

Date Modified
14-10-2026 10:20
User name
Tomasz Zielinski
Field
Status
Change
Approved => Ordered
Date Modified
20-10-2026 10:05
User name
Tomasz Zielinski
Field
Status
Change
Ordered => Delivered

Stage 4, Order.

Purchasing places the order in the system you already use and marks the request Ordered. When the laptops arrive, it moves to Delivered.

Stage 5, Record.

Months later, anyone with access opens the request and reads who asked, who approved and when. A second tab shows how long it waited at each stage.

Your rules and automations do the routing and the remembering. Your people make the calls.

Automate the process. Keep people in control.

The business process automation software moves the request on and keeps the record. Your team makes the decisions and does the work in other systems.

What the workflow does

  • Collects the request on a form, with the fields each role is allowed to see.
  • Sends it to an approver by rules you set, such as its total.
  • Hands it to the next person when the stage changes.
  • Tells the people you choose when it moves.
  • Changes a coloured light when a stage runs over its time.
  • Keeps every change, with a name and a time.

What stays with your people

  • Checking the details.
  • Approving or rejecting.
  • Handling the request that fits no rule.
  • Placing the order, or creating the account, in another system.
  • Confirming the work is done.

A new starter’s request can hand IT the job of setting up an account. IT still creates the account in Microsoft 365, then marks that step done on the request.

Decide who sees what

Each process has its own roles, and one grid sets what each role may do: view, submit, handle, assign, add notes and files, read the History and see reports.

  • Staff can raise a request and see nobody else’s.
  • A field can stay hidden until a stage is reached, such as an approved amount shown to managers only while a request waits for them.
  • Notes and files can be kept to the roles you choose.

Ask what's waiting. Keep approvals under your control.

Once your requests are in Claromentis, an AI agent can help authorised users find out what’s waiting, which stage a request has reached and who needs to act next. The workflow still follows the rules you configure. People remain responsible for approvals and decisions.

Finance’s agent, Purchase Requests, is built on this form. A member of Finance asked it which requests need approving. It listed each request waiting with its stage, and named the form as its source. Asked to approve one, it said it could not, and the request stayed as it was.

Purchase Requests is for Finance, the managers who approve and administrators.

AI agents come with your Claromentis intranet licence. They aren’t a separate licence.

The approvals stay rules you set. The agent answers questions about them. You can ask what is waiting instead of opening the list.

Harsh Divecha, founder of Techspire IT, who sets up business process automation in Claromentis
Harsh DivechaFounder, Techspire IT
  • 7 yearsour founder, running Claromentis
  • 850+users on that intranet
  • 20+countries it reached
  • AuthorisedClaromentis Partner

The software matters. So does who sets it up.

Putting a poorly defined process into business process automation software won’t make it work better. Before configuring a workflow, we agree how the process works today, where requests get stuck, who makes each decision and what counts as complete. Then I configure the Claromentis workflow around those requirements, test the different paths it can take and prepare your team to use it.

  • Start with how the process runs today

    We look at who raises the request, where it waits, and what done looks like.

  • Approvals that belong to roles

    Each approval belongs to a role. When a manager leaves, the next one takes the role and nobody rebuilds the form.

  • Work with the person who builds it

    You deal directly with the person setting up your Claromentis site, from the agreed scope through testing to training your administrators.

Harsh Divecha, who founded Techspire IT, ran Claromentis for seven years for a healthcare group with more than 850 users in more than 20 countries. Claromentis’s own announcement of the partnership names his Department-First approach.

Book a live demo

What does business process automation cost?

  1. Your year-one price

    Priced on your scope, and fixed in writing before any work starts.

    Your quote can include the Business Process Automation and Learning Management System add-ons.

  2. What’s included

    Year one covers the first year’s Claromentis licence, our fixed-scope work to get you live and the cloud installation fee. Process automation is an add-on to the Claromentis intranet. It is licensed with the intranet, not on its own.

  3. What’s additional

    Support after go-live and the mobile app are on top.

  1. What changes the price

    • How many processes, and how tangled. A request with one approver takes less setting up than one that crosses three departments.
    • Roles and approval stages. We design and test every hand-off and every stage.
    • Other systems. Anything the process must read from or write to adds work, and we find out how much before we quote.
    • Records and reports. What you need to see, filter and export shapes the form.

  2. Next step

    We agree a fixed scope and price in writing before any work starts. The licence runs for a year, payable monthly, quarterly, half-yearly or yearly, and we quote in your currency.

    Start with one process, and we’ll scope what it takes.

    Get a quote on your requirements

Start with one process. Build from there.

You don’t need to move every department onto business process automation software at once. Pick the process that causes the most chasing, agree what better looks like, and grow from it.

  1. Pick the process. We talk through how it runs today, who is involved and where it waits.
  2. Agree how it should work. The fields, the owners, the approval stages, the exceptions and what counts as done.
  3. Agree the scope and price. In writing, before any work starts.
  4. Build and test. We set it up and test every path it can take, a rejection included.
  5. Launch, then the next one. We train your administrators and the people who use it. Once the first process runs well, you choose the next.
Automate one process

Five things to check before you automate a business process

Business process automation software works best on a process you can already describe. Answer these five first.

  1. Is the process clear? How the request starts, who handles it, what is decided, and what counts as finished.
  2. Can you see who owns the next step? Especially where work crosses from one department to another.
  3. What happens when something goes wrong? Missing details, a rejection, a decision that needs revisiting.
  4. Does it need another system? Microsoft 365, your finance software, your HR platform: find out what connects, and at what cost.
  5. How will you know it works? Decide what you want to see: what is waiting, at which stage, and for how long.

See Claromentis before you commit

Ask for a 30 day playground: a Claromentis site of your own to explore before you decide on a project.

Get your playground

Questions to ask before choosing workflow automation

What is business process automation?

Business process automation is software that carries a routine request through its steps. A form collects the request, rules send it to the right person, and the request keeps a record of every change. Claromentis business process automation software does this inside your intranet.

Requests that pass between people in set steps. IT support tickets, purchase requests, invoice requests, return-to-work interviews and performance reviews all start from templates Claromentis provides. Starters, movers and leavers have a page of their own. Leave, expenses and policy sign-off have their own Claromentis applications.

Yes, and we recommend it. One clear process shows you how the approach works before you add the next.

Yes. Each stage belongs to a role, and a rule can send a request to one stage or another. The purchase request on this page goes to purchasing or to management by its total.

It sends notifications by rule: you choose what sets one off, what it says and who gets it, and nobody is told about a request they cannot see. When a stage runs over its time limit, its light changes and the people you choose can be emailed. Notifications go by email, and can also reach a phone as a push notification if you switch that on.

Yes. Claromentis works in the browser on a laptop, a tablet or a phone, and a free Claromentis app is in the App Store and Google Play. If your site can only be reached through a VPN, a branded app with your own logo works with it, at extra cost.

Claromentis doesn’t create accounts or records in Microsoft 365 or your finance system on its own. If your process needs another system, we find out what is possible and what it costs before we agree the scope.

No. It moves requests on, tells people and keeps the record. People still review, decide, handle exceptions and do the work in other systems.

It depends on how many steps, departments and systems the process involves. We agree the timeline with the scope, before work starts.

Techspire IT does. If you already run the process, we start from how it works today and agree with you what should change. Then we build and test it, and train your administrators and users. Support after go-live is agreed in your scope. Claromentis’s own Discover support portal is open to every client at no extra cost.

We quote a fixed price for your scope, in writing, before any work starts. Process automation is an add-on to the Claromentis intranet. Your quote can include the Business Process Automation and Learning Management System add-ons. See what moves the price.

Yes. Ask for a 30 day playground: a Claromentis site of your own to explore before you decide.

Yes. Power Automate is Microsoft’s workflow tool, and the Approvals app in Microsoft Teams runs on it. If your organisation already builds its processes in Microsoft 365, it is worth a look. Claromentis suits organisations that want the form, the record and the people directory in the intranet their staff already use. We set it up for you.

Which process is slowing your team down?

Tell us how it works today and where requests get stuck. We’ll show you how it would run in Claromentis and what setting it up involves.

Automate one process
Book a live demo

Not sure where to start? We’ll help you pick the process.

Sample dataRedrawn from Claromentis 11. It plays by itself.

Good Morning Hannah OseiWelcome to your company intranet

  • Purchase requests now have one form

    12 October 2026

  • Town hall questions now open

    8 October 2026

  • Meet this month's new starters

    1 October 2026

Opens the Assistant and plays one sample question and its answer

AI Assistant

Your intelligent workplace companion

How many purchase requests are waiting for approval?

Thinking...

In total, 6 requests are waiting for approval (3 awaiting purchaser approval and 3 awaiting management approval).

Sources

Purchase Order Request

Purchase Requests Awaiting Approval

Ticket IDStatus
PO0044 (712)Awaiting Purchaser Approval
PO0041 (709)Awaiting Purchaser Approval
PO0039 (705)Awaiting Purchaser Approval
PO0042 (710)Awaiting Management Approval
PO0040 (707)Awaiting Management Approval
PO0038 (703)Awaiting Management Approval