Approvals
Approval routerThe right person decides, in working minutes.
The approval router sends each offer and price change to the people allowed to decide it, counts its deadline in your working hours, and shows the approver what the appraiser saw.
- Policies
- 7 to start with, including a catch-all
- Chains
- Up to 5 steps in each policy
- Hours
- Monday to Saturday, 09:00 to 21:00
Which policies would apply?
Test an offer before it's sent.
Every matching policy counts, and their steps combine into one chain. Move the sample offer or switch on a condition to see which of the seven default policies apply, who can decide each step, and whether a reason is needed.
Which policies would apply? · APR-0381 · Sample
2022 Toyota Land Cruiser GXR · maximum buy price AED 210,300
The default offer policies
- High-value offers AED 150,000 or more · Manager or owner, then owner Applies
- Offer above the maximum buy price Reason required Any amount above it · Manager or owner Doesn't apply
- Offer far below the maximum buy price Reason required More than 15% below · Manager or owner Doesn't apply
- History check found records Records found · Manager or owner Doesn't apply
- Thin market Fewer than 5 comparables · Manager or owner Doesn't apply
- New team members Submitter joined less than 30 days ago · Manager or owner Doesn't apply
- Every other offer Always (catch-all) · Manager or owner Applies
The chain they make
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Step 1 · Manager or owner
Can decide Faisal Rahimi
Over Rania Saadeh's limit of AED 150,000
Combines High-value offers, Every other offer
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Step 2 · Owner
Can decide Faisal Rahimi
From High-value offers
No reason needed
- Each step is due in 120 working minutes, with a reminder then and escalation to the owner at 240.
- Omar Haddad submitted it, so someone else decides it.
At AED 206,000, 2 policies apply: High-value offers and Every other offer. Two steps: a manager or the owner, then the owner. That is over Rania Saadeh's limit of AED 150,000, so Faisal Rahimi decides both steps. No reason is needed.
Working minutes
Deadlines that keep your hours.
Deadlines, reminders and escalations count working minutes in each rooftop's own calendar: by default Monday to Saturday, 09:00 to 21:00, closed on Sunday. An offer sent near closing is due the next working morning.
Working minutes · Sandstone Motors Downtown · Sample
Monday to Saturday, 09:00 to 21:00, closed on Sunday
Saturday 17 October45 working min
Sent at 20:15
Sunday 18 October
Closed on Sunday: nothing counts
Monday 19 October195 working min
Opens at 09:00 · Due at 10:15 · Escalates to the owner at 12:15
- Sent
- Saturday 17 October at 20:15
- Due, with a reminder
- Monday 19 October at 10:15120 working minutes
- Escalates to the owner
- Monday 19 October at 12:15240 working minutes
An offer sent on Saturday 17 October at 20:15 is due on Monday 19 October at 10:15, 120 working minutes later, with a reminder then. If it is still waiting on Monday 19 October at 12:15, after 240 working minutes, it escalates to the owner.
The approver's view
Decide on what the appraiser saw.
The request opens frozen as it was submitted: the offer, the evidence and the photos, with the market, history, VAT and policies it used. Nothing recalculates while it waits.
Waiting for you · APR-0381 Due in 1 h 57 min
2022 Land Cruiser GXR
Omar Haddad · Sandstone Motors Downtown
- Offer
- AED 206,000
- Maximum buy price
- AED 210,300
- Expected sale
- AED 238,500
- Evidence
- Strong · 31
Frozen at 09:38 with its market, photos and policies. Nothing recalculates.
Undo · APR-0381 · Sample
Approved at 09:42Approved at AED 206,000
Omar Haddad has been notified and can present the offer.
Not presented yet: Faisal Rahimi can undo the approval until 09:47.
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Approve
At the submitted amount, the recommended amount or an adjusted one. At a new amount the policies run again.
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Send back
Request changes with a note, and pick what to change: photos, condition, the offer, a history check or customer details.
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Decline
With a reason, such as condition risk, history risk, a price gap too big, low demand, too many in stock, or missing documents.
Price changes
A price drop waits for a yes.
A change to a stock unit's asking price goes through the same router. The price doesn't move until the last approval, and that approval applies it only if the car is still at its old price.
- A drop of AED 10,000 or more needs a manager or the owner, with a reason
- Due in 240 working minutes, escalating to the owner at 480
- One change pending per car, which the requester, or anyone who may price, can withdraw
Price change · Stock · Sample
Approved at 10:152019 GMC Yukon Denali
Asking price AED 134,900
New price AED 124,300
−AED 10,600 - 10:02 Pricing agent Suggestion: reduce the price to AED 124,300 74 days in stock · 11.8% above market · market as of 06:00
- 10:04 Rania Saadeh Asked to change the price from AED 134,900 to AED 124,300 Reason: Aged stock: moving towards the market · Big price drops: AED 10,000 or more
- 10:04 Approval router New price AED 124,300 is waiting for approval Waiting for a manager or the owner · due 14:04
- 10:15 Faisal Rahimi Approved: the asking price is AED 124,300 Applied, because the car was still at its old price
Until 10:15 the asking price stayed at AED 134,900.
VAT review
VAT is its own decision.
Finance, or the owner where there is no finance user, confirms each car's VAT treatment with written evidence. The offer can be approved and presented while that review waits, but the purchase can't complete until it is done.
- Finance confirms VAT, but can't approve offers
- A less favourable treatment sends the offer back to be re-priced
- Each review waits in the reviewer's “Waiting for me”
Two decisions · APR-0381 · Sample
2022 Toyota Land Cruiser GXR · margin-scheme eligibility
Commercial approvalA manager or the owner
- 09:38Submitted by Omar Haddad
- 09:42Approved by Faisal Rahimi
- 09:44Presented by WhatsApp
- What ifBack to be re-priced
VAT reviewFinance, or the owner
- 09:36Evidence recorded: margin-scheme eligibility
- Finance's queueIn Dana Yousif's “Waiting for me”
- Not yetConfirmed with written evidence 10:31Dana Yousif confirmed the margin scheme What ifFinance confirms standard VAT on the full price
Can't be marked won yet Can be marked won The offer goes back to be re-priced
The offer was approved and presented while the review waited. The purchase can't complete until the VAT treatment is confirmed. Both decisions are made. The final price can be up to AED 206,500, no more than AED 500 above the approved amount. Finance confirmed a less favourable treatment than the offer assumed. A revised offer goes through approval again.
The rules
Every decision, on the record.
The router works to a few fixed rules. The audit log keeps every approval, price change and permission change, with who made it and when. It is append-only, and even an export of it is audited.
Audit log · append-only Today
- 09:42 Faisal Rahimi approved APR-0381 at AED 206,000
- 10:15 Faisal Rahimi approved a price change: 2019 GMC Yukon Denali to AED 124,300 · reason: Aged stock: moving towards the market
- 10:52 Mei Tan saved version 2 of the offer calculator
- 11:08 Mei Tan invited Grace Okafor as a sales executive at Airport Road
- 11:20 Dana Yousif exported the audit log
- 01
Nobody decides their own request.
The submitter never decides it. The one exception: when nobody else at the rooftop can decide the step and the submitter is an owner, the owner may approve it, and the audit log records a self-approval.
- 02
Chains freeze when they open.
Each request keeps the chain it opened with, so editing a policy never changes a request already in flight.
- 03
Re-planning only adds steps.
Approve at a different amount and the policies run again at that amount. Steps can be added, never dropped.
- 04
The clock never decides.
A step that falls due sends its approvers a reminder, and later escalates to the owner. Nothing is approved or declined because time ran out.
- 05
In the app and by e-mail.
Requests, reminders, escalations and decisions arrive in the app, which always works, and by e-mail, the only outside channel. Owners and admins set the team's defaults and can lock an event so nobody turns it off.
- 06
One list of what's waiting.
One rule feeds Home's work queue, the Appraisals badge and the “Waiting for me” view, so the three always agree.
Who does what
The router follows your rules. You decide.
- Finds every policy that matches and combines their steps into one chain
- Works out who may decide each step, from roles, rooftops and approval limits
- Counts deadlines in working minutes, in each rooftop's own calendar
- Reminds approvers when a step falls due, and tells the owner when it escalates
- Freezes the chain when the request opens, so a policy edit never changes it
- Approve, send back with a note, or decline with a reason
- Approve at a different amount when the car calls for it
- Undo a decision within five minutes, until the offer is presented
- Set the policies, approval limits and holidays your rooftops work to
- Confirm each car's VAT treatment, apart from the commercial decision
The starting settings
As of October 2026
- Working minutes to decide an offer
- 120 A reminder then, and escalation to the owner at 240.
- Working minutes for a big price drop
- 240 A drop of AED 10,000 or more. Escalation at 480.
- Offer policies to start with
- 7 Including a catch-all, so every offer needs a manager or the owner.
- To undo a decision
- 5 min And only until the offer is presented.
Questions
Asked by managers.
Can I decide on my phone?
Yes. You see the frozen offer, the evidence and the photos, and you can approve, send it back or decline. On a phone, Request changes is called Send back.
What happens if nobody decides in time?
When an offer's step falls due, 120 working minutes after it opened, its approvers get a reminder. At 240 working minutes it escalates to the owner. Nothing is approved or declined because time ran out.
What if nobody at the rooftop can approve the amount?
The review says so before the offer is submitted: “Nobody at this rooftop can approve this amount. It will wait for escalation.”
Can I approve a different amount?
Yes: the submitted amount, the recommended amount or an adjusted one. The policies run again at the new amount, and steps can be added but never dropped.
Who can change the policies?
Owners and group admins, in Workflows → Approval policies. A policy has up to five steps. Saving checks that every step can actually be staffed, and requests already in flight keep the chain they opened with.
Do public holidays stop the clock?
Only the ones your rooftop enters, because none is preset. Islamic holidays move each year, so add them when they're announced.
Who confirms the VAT treatment?
A finance user, or the owner where there is no finance user. The offer can be approved and presented while the review waits, but the purchase can't complete until VAT is confirmed. Finance can't approve offers.
Keep exploring
Works with the rest of the team
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Appraisal copilot
Appraisal
Seven guided steps on a phone. Photos survive a dead signal.
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Pricing agent
Stock and pricing
Every car against its own market, every morning, with a next step.
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Owner's brief
Insights
Capital, ageing and margin you can trust on a Sunday night.
Book a demo
Bring one trade-in. Leave with its number.
Pick a car from your lot. We'll value it with you against this morning's market, appraise it on a phone and take it through approval, start to finish.