xFLOWer.ai
Process library
20 business process examples for finance, HR, customer service and operations. Clear steps, decisions and responsibilities.
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Finance and procurement
Expense reimbursement
Illustrative overview of the main process steps.
How the process works
The employee uploads receipts and selects the cost centre and category. Missing required fields return for correction. The manager checks and approves; above HUF 200,000 the finance manager also approves. Accounting validates and posts the claim, returning invalid receipts for correction. Finance reimburses approved expenses and sends an email notification.
Build my own processFinance and procurement
Invoice approval
The assistant registers the invoice and checks the amount, VAT, supplier and performance date. The manager approves or rejects it; above HUF 500,000 the finance manager also approves. Accounting posts and pays the approved invoice while records management archives it. Rejected invoices return to the supplier for correction. After 3 working days without a decision, the request escalates to the area manager.
Try it in xFLOWer.aiHR and people
Employee onboarding
HR prepares the contract and onboarding package. IT creates accounts and access, the equipment owner prepares the laptop and phone, and the manager plans the first week in parallel. Contract errors return to HR. On the first day, the employee signs, receives equipment and attends induction. At the end of probation, the manager decides whether to confirm employment or terminate the contract.
Try it in xFLOWer.aiHR and people
Leave request
The employee submits the dates, leave type and substitute. The system checks the remaining allowance and rejects requests with insufficient balance. The manager approves, rejects or proposes different dates. HR records approved leave, notifies the employee and substitute, and informs payroll. Proposed changes return to the employee; rejections include a reason.
Try it in xFLOWer.aiHR and people
Employee offboarding
The manager or employee informs HR, which prepares exit documents. IT revokes access and archives data, equipment is returned, the manager conducts an exit interview, and project materials are handed over in parallel. Missing equipment triggers a damage assessment. Payroll prepares the final settlement and HR issues employment certificates.
Try it in xFLOWer.aiFinance and procurement
Purchase request
The employee records the item, quantity, justification and expected delivery. The manager approves or rejects; above HUF 500,000 finance also approves, and above HUF 2 million the managing director does too. Procurement requests at least 3 quotes, selects the best and orders. The warehouse checks delivery quality. Nonconforming deliveries trigger a supplier complaint; successful receipt notifies the requester and closes the request.
Try it in xFLOWer.aiFinance and procurement
Expense reimbursement
The employee uploads receipts and selects the cost centre and category. Missing required fields return for correction. The manager checks and approves; above HUF 200,000 the finance manager also approves. Accounting validates and posts the claim, returning invalid receipts for correction. Finance reimburses approved expenses and sends an email notification.
Try it in xFLOWer.aiCustomer service
Customer complaint handling
Customer service records and categorises the complaint and assigns priority. The responsible team investigates and requests documents if needed. Valid complaints lead to a refund, voucher or replacement proposal; compensation above HUF 50,000 needs area-manager approval. Customer service sends the decision and arranges compensation. Complaints unanswered after 30 days escalate to quality assurance.
Try it in xFLOWer.aiSales and marketing
Quotation process
Sales records the request and qualifies the lead. A technical colleague assesses the work and prepares specifications. Sales drafts the quote, finance checks the margin and the manager approves; above HUF 5 million the managing director also approves. Sales sends the quote and follows up after 7 days. Acceptance starts contracting, changes return to pricing, and rejection closes with a loss analysis.
Try it in xFLOWer.aiSales and marketing
Contract approval
The case owner drafts from a template. Legal checks risks and clauses, returning objections for revision. Finance checks payment terms. The area manager approves; contracts above HUF 10 million or longer than 3 years also require the managing director. The counterparty signs or requests changes, restarting legal and financial review. After both signatures, the contract is archived and recorded in CRM.
Try it in xFLOWer.aiHR and people
Recruitment
The manager submits a vacancy and competency profile. HR gets finance approval for the budget and advertises through the careers site, LinkedIn and job portals. HR screens CVs, the manager interviews and successful candidates complete a professional task; senior roles add a managing-director interview. HR sends an offer to the chosen candidate and feedback to others. If declined, the process continues from the reserve list.
Try it in xFLOWer.aiHR and people
Performance review
HR starts the annual cycle. Employees assess their KPIs and competencies; managers evaluate them and collect 360-degree feedback. A one-to-one meeting sets next-year goals and a training or mentoring plan. HR mediates differences in assessments and records results. Outstanding performance triggers a reward or promotion; weak performance leads to a development programme.
Try it in xFLOWer.aiIT and access
IT support ticket
The user reports the issue with details, a screenshot and urgency. Helpdesk categorises and prioritises against the SLA. Level 1 attempts resolution; if unsuccessful within 4 hours, it escalates to Level 2, which may involve infrastructure or development. The solution is tested and the user confirms it; unaccepted fixes can reopen the ticket. Closure includes a satisfaction survey and knowledge-base entry.
Try it in xFLOWer.aiIT and access
Access request
The employee requests a system, permission level, justification and duration. The direct manager approves, then the system owner reviews; sensitive systems also require the data protection officer. IT configures and validates access and informs the user of usage rules. Time-limited access triggers a reminder 7 days before expiry, followed by renewal or automatic revocation.
Try it in xFLOWer.aiSales and marketing
Marketing campaign
Marketing creates the audience, message, channel and KPI brief. The marketing manager approves the concept and budget; above HUF 5 million the managing director also approves. Creative production, media planning and legal checks run in parallel. Feedback can revise the brief. After launch, weekly monitoring triggers optimisation if KPIs underperform by 30%. A final report records results and lessons.
Try it in xFLOWer.aiCustomer service
Product returns
The customer submits the order, product, reason and photos. Customer service checks purchase date and warranty eligibility, rejecting invalid claims with reasons. Valid claims receive a return label. The warehouse inspects the returned product and decides on restocking, repair or disposal. Eligible returns receive a refund within 5 working days or a replacement at the customer’s request. The customer is notified throughout.
Try it in xFLOWer.aiOperations and projects
New product launch
The product manager prepares the concept, market need, audience, business model and ROI estimate. Management approves or asks for revision. Development builds a prototype while marketing, sales and procurement prepare communication, selling and supply plans in parallel. Selected customers beta-test; feedback improves the product and serious issues restart development. Successful testing leads to launch, sales training, a campaign and quarterly market reports.
Try it in xFLOWer.aiOperations and projects
Grant application
The grant writer prepares the required documents. The professional lead reviews and returns revisions if needed. Finance validates the budget and own contribution; legal checks procurement and state-aid compliance. The managing director signs. The owner submits electronically or by post and obtains confirmation. Missing documents are supplied by the deadline. A successful award starts a project; an unsuccessful one is reviewed for lessons.
Try it in xFLOWer.aiOperations and projects
Maintenance order
The user reports the site, equipment, issue and urgency. Maintenance investigates and estimates labour, materials and time. Below HUF 100,000 the maintenance manager approves; above that the area manager also approves. External expertise triggers subcontractor quotes. Work and materials are documented. The user confirms completion or reopens for warranty repair. Finance posts costs to the relevant cost centre.
Try it in xFLOWer.aiHR and people
Training request
The employee requests training with date, cost and expected benefit. The manager approves, rejects or suggests an alternative. HR checks the budget; overruns require area-manager approval. Procurement contracts external training, while HR organises internal sessions. The employee completes the course and earns a certificate. HR records failures and offers a retake. Successful employees give feedback and share their knowledge with the team within 6 months.
Try it in xFLOWer.aiOperations and projects
Project initiation
The project manager prepares the charter, scope, milestones, budget and risks. The sponsor and stakeholders review and return significant changes. After approval, PMO checks portfolio alignment and functional managers allocate the team. Procurement arranges contracts, HR external specialists and IT infrastructure in parallel. The team attends kick-off, plans the first sprint or phase and starts weekly status reporting.
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