Automating Purchase Order Approvals for an Event Management Agency
QuitCode implemented a centralized no-code system that automated purchase order requests, approval routing, and document generation — transforming the agency's operational workflow into a scalable, reliable system.
USA
A growing event management agency was managing purchase orders through a patchwork of spreadsheets, email chains, and manual approvals. Without a unified system, requests were lost, approvals were inconsistent, and each new project required hours of duplicated setup work.
Challenge
Before automation, the purchase order workflow relied on a fragmented manual process built around Smartsheet and email.
Fragmented processes
Each purchase order required 4–6 hours to complete
Disconnected systems
Up to 5 stakeholders involved in approvals
The consequences
PO documents created and distributed manually
Duplicated effort
150–200 purchase orders processed every month
Inconsistent data
Approval logic determined manually for each request
Each new project required copying and rebuilding the PO workflow from scratch
As project volume increased, the process became slower, harder to control, and increasingly error-prone
Solution
QuitCode designed a centralized purchase order automation system reusable across all projects.
Airtable used as the central system for projects, purchase orders, and approval logic
Fillout forms enabled structured PO request submission
Automated approval routing based on PO value thresholds
One-click approve / reject experience for approvers
Automatic PO document generation via Google Docs
Automated delivery of finalized documents to suppliers
Centralized tracking across all projects
This architecture for procurement management.eliminated duplicated workflows and introduced a scalable operational backbone
Purchase order processing
Manual work
Project setup
Approval routing
Document creation
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