Finance

SOX Compliant

Every Invoice, PO & Budget Signoff — Approved Digitally.

Finance teams lose 12 hours per week chasing paper approvals — printing invoices, routing POs through email chains, hunting down CFO signatures on budget amendments, and manually logging every step for SOX audits. Zignature eliminates all of it so your team can focus on what actually matters: strategic finance.

Invoice-to-Payment Pipeline — receive invoices, auto-match against POs and receipts, route to the right approver by amount and GL code, and release payment — all in one workflow

Multi-Level Approval Chains — set spending thresholds by role, enforce segregation of duties, and auto-escalate stalled approvals to the next authority level

ERP Integration — NetSuite, SAP, QuickBooks, and Xero — every approved document auto-syncs to your ledger with zero manual journal entries

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*ERP integration, SOX audit trails & custom approval routing included with Enterprise plan at $99/mo.

Approvals

SOC 2

Approve

Westfield Manufacturing Corp

2100 Industrial Parkway, Suite 400, Detroit, MI 48201

PO #: WMC-PO-2026-3847

February 23, 2026

Purchase Order Approval

1. Purchase Summary

This purchase order authorizes the acquisition of CNC machining equipment from Precision Tools Inc as part of the Q1 capital expenditure program. All items have been reviewed by the procurement committee and validated against the approved budget allocation.

Approval Details

Vendor

Precision Tools Inc

Amount

$247,500

Budget Code

CAPEX-MFG-2026-Q1

Department

Manufacturing — Plant Floor

Budget Validation

Remaining Budget

$1,240,000

This PO

$247,500

Post-Approval

$992,500

Approval Chain

Level Approver Authority Status

L1 Maria Torres, Plant Mgr Up to $100K Approved

L2 James Park, VP Ops Up to $500K Approved

L3 CFO Sign-off Over $200K Awaiting...

Authorized Signatures

VP Operations

James Park, VP Operations

CFO Authorization

Awaiting signature...

Westfield Manufacturing Corp · Confidential Purchase Order · Subject to Procurement Policy Page 1 of 3

SOX Compliant

Encrypted · Audit Logged

Approval Progress 2 of 3 Approved · Budget Verified

Verification

3-Way Match & Shield

Invoice

INV-2024-0847

$62,000

Server Equipment · Net 30

Purchase Order

PO-2024-0312

$62,000 — Approved 11/15

Goods Receipt

GR-2024-0847

Received 12/02 — Qty verified

3-Way Match Verified

Match Confidence: 99.7% · Verified in 1.2s

INV-0847 (duplicate)

BLOCKED

Routing

The Logic Ladder

Matched & Verified

INV-2024-0847 · Server Equipment

$62,000

3-way match ✓

Manager

Under $5,000

$62K > $5K

Director

$5K – $50K

$62K > $50K

CFO — Scott Mitchell

$50K+ · Requires executive approval

✔ ROUTED

Scott Mitchell, CFO

Signing in progress...

Signed 47 min

47 min vs 4.2 days

Routed, approved & signed · 99.3% faster than manual

Savings

Profit Capture

Invoice Approved

$62,000

PO-0312

Server Equipment

2/10 Net 30 Discount

Day 2

In Green Zone

8 days remaining

2% Early Pay Discount Captured

$1,240 saved

Annual projection: $148,800

+2%

Manual AP teams miss 87% of early-pay windows — Zignature captures $148K/year in discounts automatically

Visibility

Pipeline Command Center

Monthly Savings

$14,500

vs $0 captured manually

847

Invoices

99.2%

On-Time

industry avg: 74%

Approved

612

In Review

189

Stalled

Auto-nudge sent to 3 stalled approvers

Average response after nudge: 18 minutes

INV-0791 approved — pipeline updated

Stalled count: 46 → 45 · Savings captured

Top 5% of Finance Teams

Your AP team outperforms 95% of all Zignature customers

Accounts Payable

Invoice Approvals 5x Faster

Your AP team processes hundreds of invoices per month — but email-based approvals mean lost invoices, duplicate payments, and missed early-pay discounts. When a $125K equipment invoice sits in someone's inbox for a week, you're not just slow — you're burning cash on late fees and missing 2% early-pay discounts that add up to six figures annually.

Zignature routes every invoice through intelligent approval chains based on amount, vendor, and GL code. Automatic three-way matching eliminates manual verification, while real-time status tracking lets your AP manager see exactly where every invoice sits in the approval pipeline — no more chasing approvers through Slack and email.

Amount-based routing — invoices under $5K auto-approve with manager sign-off; $5K-$50K escalate to director; $50K+ require VP or CFO approval

Three-way matching — automatically cross-reference purchase order, goods receipt, and invoice to flag discrepancies before payment release

Early payment capture — approve invoices in minutes instead of days, capturing 2/10 net 30 discounts that save thousands per quarter

Duplicate detection — automatically flag invoices that match existing PO numbers, amounts, or vendor IDs to prevent double payments before they happen

Did you know? The average cost to process a single invoice manually is $15.97. Companies processing 500+ invoices per month save over $80K annually by switching to digital approval workflows. Teams using three-way matching catch 94% of discrepancies before payment.

Validation

Pre-Approval Pulse

Budget

55% ENG

Engineering Dept

$55,000 / $100K

55%

Incoming Invoice

$15,000

Cloud Infrastructure — Vendor: AWS

Scanning...

Budget Validated: $40K remaining

Auto-checked in 0.3s · before reaching approver's inbox

Authority

The Shield

Enterprise Contract

$500,000

Annual SaaS License — Pending Approval

5x above VP signing authority

Sarah Chen

VP Engineering

Approve

LIMIT EXCEEDED

Auto-escalating to CFO

Sarah's limit: $100K · Contract: $500K

Scott Mitchell, CFO

Approved · Authority: Unlimited

Visibility

CFO Command Center

Total Under Management

$14.6M

across 4 cost centers

Cost Center Health

Q2 FY2025

Marketing

Sales

R&D

Sales spending halted at 100%

CFO notified · Auto-freeze activated

Approval Velocity: 4.2 hours avg

vs 12 hours industry avg · Moving fast, staying safe

Strategy

Board-Ready Planning

FY2025 vs FY2026

Forecast accuracy: 99.8%

Actuals Plan

Marketing$2.1M / $2.4M

Engineering$4.8M / $5.2M

Sales$3.6M / $3.0M

Variance Report Generated

Sales 20% over plan — flagged for board review

Board Approved — FY2026 Budget Locked

Auto-rolling forward to next fiscal year

Budget Management

Budget Controls Built In

Spreadsheet-based budget tracking means approvals happen in a vacuum — managers sign POs without knowing how much budget remains, leading to overspend surprises at month-end. When your engineering team burns through 90% of their Q2 allocation by April and nobody catches it until the board review, that's a controls failure.

Zignature validates every purchase against live budget data before routing for approval. Department heads see remaining budget in real-time as they approve, and your CFO gets a single dashboard showing spending velocity across every cost center — with automatic alerts when any department crosses 75%, 90%, or 100% of allocation.

Real-time budget checks — every approval request is validated against remaining department budget before it reaches an approver's inbox

Spending limits — enforce approval authority by role and amount so a department head can't approve $500K when their authority caps at $100K

CFO dashboards — live views of approval velocity, budget utilization by cost center, and pending approvals aging past SLA thresholds

Multi-year planning — roll approved budgets forward, compare actuals vs. plan across fiscal years, and generate variance reports for board presentations

Did you know? 43% of mid-market companies exceed at least one departmental budget per quarter due to lack of real-time visibility. Organizations with automated budget controls reduce unauthorized spending by 67% and cut month-end close time by 3 days.

Segregation

The Integrity Wall

User A — Creator

$47,000 Marketing Software

Purchase Request · PR-2847

SoD Shield Activated

Fraud Prevention

Creator cannot approve their own request

Automatic SoD Enforcement

Different Approver Required

Rerouted to User B — Approver

0 SoD violations in 12 months · Enforced automatically

Validation

Authority X-Ray

Sarah Chen

VP Marketing · Reviewing PR-3102

Document Under Review

$85,000 Software License

Enterprise SaaS · Annual Contract

Role: VP Marketing

Limit: $100K

Category: Software

✓ $85K < $100K Limit

Authority coverage:

85%

Authority Verified — Signature Unlocked

$85K within $100K limit · Category match confirmed

Audit Trail

Forensic Seal

Signature Applied

Sarah Chen — VP Marketing

IP: 203.0.113.42

2025-02-23 14:32:07 UTC

Device: MacBook-Pro-SC

Cryptographic Hash

SHA-256: 7f3a8b2c...d41e9f07

256-bit AES Encryption Certificate #ZIG-2025-08471

Cryptographically Sealed

Digital certificate applied · Tamper-proof record

Retention

Audit-in-a-Box

Archive & Retention Policy

10Y

2,847 documents archived

Export Audit Package

Audit Prep Time

0.04s

vs 3 weeks

manual audit preparation

SOX-Ready Package Generated

Complete audit trail

847 pages · 12 months of records · 2,847 docs

Compliance

SOX Compliance Made Easy

Preparing for a SOX audit means weeks of assembling approval evidence — digging through email threads, cross-referencing spreadsheets, and hoping nothing slipped through the cracks. Last year your team spent three weeks pulling together documentation for external auditors, and they still found two control gaps that required remediation.

Zignature captures every financial approval with timestamped, IP-logged, cryptographically sealed records. When your auditors arrive, hand them a single report with complete approval chains, segregation of duties evidence, and authority validation logs — generated in seconds, not weeks. No more scrambling, no more control gaps.

Segregation of duties — the person who creates a purchase request can never be the one who approves it, enforced automatically by role-based workflow rules

Authority validation — system verifies each approver holds the signing authority for the specific dollar amount and expense category before accepting their signature

Audit trail exports — one-click SOX-ready reports with complete approval chains, timestamps, IP addresses, and document hashes for internal and external auditors

Retention and archival — automatically archive completed financial documents with configurable retention periods (3, 5, 7, or 10 years) that satisfy SEC and IRS record-keeping requirements

Did you know? The average SOX audit finding costs $1.2M to remediate. Companies with automated approval workflows pass SOX audits 89% faster and reduce material weakness findings by 73%. Digital audit trails eliminate the #1 finding category: insufficient documentation of approval authority.

Use Cases

Finance Team Use Cases

Zignature serves the full spectrum of financial operations with document workflows tailored to every approval type, compliance requirement, and reporting cycle.

Accounts Payable

Invoice approvals, purchase orders, vendor contracts, and payment authorizations with 3-way matching and automated GL coding.

Budget Management

Budget amendments, capital expenditure approvals, department allocations, and spending authority changes with real-time budget validation.

Treasury & Banking

Wire transfer authorizations, bank account changes, investment approvals, and cash management documents with dual-control signing.

Tax & Compliance

Tax filings, SOX documentation, regulatory submissions, internal audit reports, and compliance certifications with tamper-proof audit trails.

Financial Reporting

Month-end close packages, board financial reports, earnings documentation, and investor presentations with sequential approval chains.

Procurement

RFP responses, vendor agreements, master service agreements, SLAs, and procurement contracts with multi-level spending authority enforcement.

Zignature serves controllers, AP managers, CFOs, treasury analysts, tax directors, and procurement teams — any finance professional who needs SOX-compliant document approval workflows with complete audit trails.

Our platform integrates natively with NetSuite, SAP, QuickBooks, Xero, Sage, and Workday — ensuring seamless document workflows across your entire financial technology stack.