Scaling Approval Workflows at Watchtower with Quantro

The Challenge

Watchtower, a growing SaaS firm in the risk analytics space, was dealing with a major bottleneck in its internal approval workflows. Finance, legal, and operations teams often worked in silos, resulting in duplicate efforts and missed deadlines. Their legacy system lacked flexibility, and their manual processes introduced avoidable errors.

Department-by-department onboarding

The finance team began by onboarding the analytics and product teams—who produced the largest volume of budget data. Once their reports were standardized, the process was repeated across other departments.

Weekly reviews to refine templates and logic

Each team participated in a review session to fine-tune reporting templates and define what metrics mattered most. This collaborative process ensured buy-in and usefulness across the board.

Training built for speed and simplicity

Because many team leads weren’t familiar with financial tools, training focused on using dashboards and submitting accurate data without deep technical know-how. The clean UI and guided workflows helped drive fast adoption.

The Solution

To reduce friction and centralize decision-making, Watchtower chose Quantro to manage its internal approval flows. The platform’s flexible logic and user role customization gave them the control they needed without sacrificing ease of use. Quantro’s team worked directly with department leads to map existing workflows and configure the ideal digital path forward.

Structured approval workflows with full transparency

Watchtower implemented Quantro to bring order and visibility to its approval process. Using Quantro’s logic-driven workflows, the company established clearly defined paths for various types of requests.

Conditional routing based on request type and amount

Quantro allowed Watchtower to define smart rules—automatically routing requests to the appropriate stakeholders based on budget thresholds, departments, or vendor categories.

Live status tracking and automatic notifications

Each request in Quantro came with a transparent status indicator, so no one had to follow up manually. Email and in-app alerts kept things moving, and finance could monitor the entire pipeline from a central dashboard.

Implementation

Implementation began with high-priority workflows—specifically vendor approvals, budget escalations, and internal expense sign-offs. Each flow was visually mapped and replicated inside Quantro, with automated notifications and real-time tracking built-in. Minimal downtime and fast onboarding allowed Watchtower to go live in under three weeks.

Rapid rollout with phased team adoption

The initial rollout focused on high-volume approval types like vendor contracts, software purchases, and marketing spend. After proving success in those areas, Quantro was introduced to HR and product teams for internal use cases.

Custom roles and permissions for governance

To ensure accountability and security, each stakeholder was assigned a role within the system—requester, approver, reviewer, or finance lead. This helped Watchtower standardize responsibility without adding bureaucracy.

Minimal friction and fast adoption

Because Quantro’s UI felt intuitive, training time was minimal. Most team leads were up and running in a single session. Teams appreciated having a clear, trackable system to replace manual approval chains.