Fluenta One for

Track every step of the financial commitment process

From the initial request to payment authorization, manage the process in one place, following your institution’s procedures.

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deal tracking
From request to closure

Multi-level approval in one transparent process

A request arrives on a structured form, approval runs through value-based tiers, and every step is captured on an audit trail. Select a phase to see the details.

01Phase
Requirement intake
A structured form launches the process, and the incoming data instantly sets the procedure parameters — no requests scattered across e-mails, and no retroactive edits.
Structured form
02Phase
Professional review
The head of the organisational unit reviews and approves the request. If rejected, the process returns to the initiator for correction — and every decision leaves a trace.
Manager approval
03Phase
Financial check
Budget cover and allocation are verified, and based on the amount threshold the system automatically routes the request onto the appropriate approval path.
Budget verification
04Phase
Approval chain
Value-based, automatically tiered management approval. Each level's decision is recorded, and the chain runs through every required signatory.
Tiered approval
05Phase
Commitment
The approved commitment is recorded, and the required documents are generated and attached automatically — with no manual copying.
Document generation
06Phase
Close and audit
Digital archiving with a full audit trail and automatic notification of everyone involved — the process is closed and retrievable at any time.
Archiving and audit
deal tracking
Practical examples

Three common bottlenecks in university administration

Fluenta One guides each request through the required steps and alerts the people responsible as deadlines approach.

What Fluenta One provides

Everything needed to keep approvals moving

Financial commitment formFC-[number]
Subject
Lab equipment
Amount
[amount]
Budget
grant
1
  1. Requester[name][date]
  2. Budget holder[name][date]
  3. 3Countersignatoryfinance teamAwaiting countersignaturein progress
  4. Authorized signatory[name]after countersignature
2Financial commitmentlocked until countersigned
3LinkedContract[date]Amendment 1in approval
  1. 1

    One place for the entire approval process

    From the requester to the financial countersignatory, everyone’s responsibilities are clear.

  2. 2

    Required steps in the right order

    Checks and approvals required by law or internal policy cannot be skipped.

  3. 3

    Contracts and amendments kept together

    Each amendment is linked to the original contract and goes through the required approvals.

How Fluenta One works

From request to payment authorization

  1. 1Budget holder

    Request

    The budget holder submits the request and identifies the budget and funding source.

  2. 2Counter­signatory

    Budget check and financial countersignature

    The finance team confirms that funds are available and provides the required countersignature.

  3. 3Authorized signatory

    Financial commitment

    An authorized person makes the commitment, with the four-eyes principle built into the workflow.

  4. 4Certifier, verifier, payment authorizer

    Confirmation of delivery, financial verification and payment authorization

    Once delivery of the goods or services is confirmed, the required payment checks and approvals follow.

No financial commitment without the required countersignature.

The workflow follows your institution’s financial procedures and only allows the commitment to proceed once it has been countersigned. Each step has a deadline.

Contract amendments

Amendments go through approval too

Amending a contract or exercising an option is also a financial commitment, so the full approval process must be repeated. Fluenta One follows the same steps as for the original contract.

RequestBudgetCountersignCommit
Original contractclosed
linked to the original
Amendment or optionawaiting countersignature

The full history stays available

Each amendment is linked to the original contract, so there is no need to collect the documents again.

Budgets and funding sources stay separate

Every commitment is linked to its designated budget and funding source.

Decisions and responsibility

Decision-making authority stays with your team

The system does not grant approvals

It guides requests through the required steps, performs checks and sends notifications. Commitments and countersignatures remain the responsibility of authorized staff.

Every step can be traced

The system records who took each action and when. Internal and external auditors can be given separate, read-only access.

Your existing systems stay in place

Fluenta One connects to your financial and records management systems and passes data to them.

Who does what?
Fluenta One
  • guides the request
  • checks
  • notifies
  • records
Authorized staff
  • approve
  • countersign
  • make the commitment

Let’s look at yourfinancial commitment process

We’ll discuss how you work today and show you where Fluenta One can help.

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Frequently Asked Questions

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