---
id: KB-CR-008
url: https://app.codecontract.io/help/use-cases-by-role/administration-and-finance
idioma: en
categoria: casos-por-rol
subcategoria: administracion
audiencia: usuario
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CR-002, KB-CD-001, KB-TZ-001]
citadoPor: [KB-CR-010]
enLaApp: https://app.codecontract.io/documents
---

# Administration: approvals and filing without lost emails

_Approvals with a trail, filing you can actually search, and licences that do not lapse quietly._

**Responde a:** archive invoices and accounting documents · internal expense approvals with an audit trail · track company licences and permits · approval workflows without lost emails · digitise administration in a small company

Administration moves the most paper and is the department least likely to appear in a digitisation project. The result is familiar: approvals by email nobody can find, invoices filed by whoever received them, and licences that lapse without anything flagging it.

**En corto**

- An approval is a case with an owner, not an email copied to four people.
- Filing is organised by matter, not by who received it.
- Licences and permits warn before they lapse.
- Everything is dated, which is what an accounting review asks for.

## Approvals you can find

Approving a spend by email works until you have to prove who approved it. As an approval request it carries a name, a date and the document it referred to, and it is searched in one place rather than in three people's inboxes.

## Filing that still works next year

The filing criterion has to be the one you will search by, not the one that was convenient when saving. By supplier and by financial year works nearly always; by who received it, never — because that person may not be around when it matters.

> [!NOTE]
> If automatic reading extracts invoice number, date and amount, filing stops depending on what the file was called. You search by the data, not by the name.

## Licences and permits

These lapse the most quietly: an operating licence, a permit, fleet insurance. Nobody looks at them because they are not part of the daily routine, which is exactly why the alert should arrive on its own with room to renew.

## Frequently asked questions

**Can I build a two-level approval?**

Yes, as two phases: the second does not open until the first approves.

**Does it work for mandatory tax archiving?**

For keeping it ordered and dated, yes. Retention periods are configured in the retention policy.

**Does it integrate with our accounting software?**

There is an API: you can push the document and its data, or receive a notice when something is approved.

**What if the approver is on holiday?**

The approval can be reassigned to someone else, and the record shows it was reassigned and by whom.

## Ejemplos

**An accounting review asks who authorised twelve expenses from the previous year.**

- Filters the approvals for that period
- Exports the list with name, date and the associated document

→ Twelve records with a name and a date, instead of searching the inbox of someone who has left.

**Approvals are requested by email and get lost.**

- Launches the approval with its status

→ You see who is outstanding without asking.

**The archive lives in network folders nobody tidies.**

- Centralises into files

→ It is found without walking the structure.

**An approval is given verbally.**

- Records who approved and when

→ The approval has a name and a date.

**The same thing is approved twice just in case.**

- Checks the status before resending

→ Nobody receives the same thing twice.

**An auditor asks you to evidence an old approval.**

- Checks that approval's log

→ You answer from the trail.