Procurement Glossary
Mobile approval (P2P): Definition, functions, and use in Procurement
November 19, 2025
Mobile approval (P2P) enables managers and authorized employees to approve orders and invoices directly via mobile devices. This technology significantly speeds up purchase-to-pay processes and reduces throughput times in procurement. Find out below what mobile approval (P2P) is, what methods are available, and how current developments are affecting procurement.
Key Facts
- Enables location-independent approval of orders and invoices via smartphone or tablet
- Reduces throughput times in the purchase-to-pay process by up to 70%
- Integrates seamlessly with existing ERP systems and workflow management solutions
- Offers multi-level security mechanisms such as biometric authentication
- Supports various sharing limits and role-based permissions
Contents
Definition: Mobile sharing (P2P)
Mobile approval in the purchase-to-pay context refers to the ability to control and approve procurement processes via mobile applications.
Core functions of mobile approval
Mobile approval (P2P) encompasses various approval processes that can be handled via mobile devices:
- Order approvals with defined approval limits
- Invoice approvals in the invoice approval workflow
- Approval of deviations in quantities and prices
- Approval of rush orders and special requests
Mobile approval vs. desktop-based processes
Compared to conventional desktop solutions, the mobile version offers significant advantages in terms of flexibility and response speed. While traditional systems are tied to fixed workstations, the mobile solution enables continuous process handling.
The importance of mobile approval (P2P) in Procurement
The strategic relevance lies in accelerating critical procurement processes and improving supplier relationships through shorter response times. This contributes significantly to optimizing the entire purchase-to-pay process.
Methods and procedures
The implementation of mobile approval processes requires structured procedures and proven methods for optimal integration into existing systems.
Technical implementation approaches
Technical implementation is carried out using various integration models. Native apps offer the best performance and security, while web-based solutions ensure cross-platform compatibility. ERP integration is carried out using standardized APIs and middleware solutions.
Workflow configuration and rules
Successful mobile approval processes are based on clearly defined workflow rules and automated escalation mechanisms:
- Role-based authorization matrix
- Automatic forwarding upon timeout
- Parallel and sequential release paths
Security and compliance measures
The security architecture includes multi-level authentication procedures and encryption technologies. The dual control principle is ensured by digital signatures and audit trails.
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Key KPIs for mobile sharing (P2P)
Measuring the success of mobile approval processes requires specific metrics for evaluating efficiency, quality, and user satisfaction.
Process efficiency metrics
Key performance indicators measure the speed and consistency of mobile approval processes. The average approval time should be less than 4 hours, while the initial approval rate should be above 85%. These metrics correlate directly with the optimization of the purchase-to-pay cycle.
Quality and compliance indicators
Quality metrics evaluate the accuracy and regulatory compliance of mobile approvals:
- Fehlerquote bei mobilen Freigaben (Ziel: < 2%)
- Compliance rate for release limits (target: 100%)
- Completeness of audit documentation
User acceptance and system performance
User-friendliness and technical performance determine the success of the mobile solution. App ratings, frequency of use, and system availability are critical success factors for the sustainable implementation of mobile approval processes.
Risk factors and controls for mobile sharing (P2P)
Mobile approval processes entail specific security and compliance risks that must be minimized through appropriate control mechanisms.
cybersecurity threats
Mobile devices are vulnerable to malware, phishing attacks, and unauthorized access. Man-in-the-middle attacks are particularly critical on unsecured Wi-Fi connections. Protective measures include mobile device management (MDM), encryption, and regular security updates.
Compliance and governance risks
Inadequate documentation of mobile approval processes can lead to compliance violations. Missing workflow rules and unclear responsibilities jeopardize traceability:
- Incomplete audit trails
- Unauthorized releases outside defined limits
- Violation of segregation of duties
Operational default risks
Technical malfunctions, network failures, or device defects can block critical approval processes. Redundant systems, offline functionalities, and alternative approval routes are essential for business continuity.
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Practical example
A medium-sized mechanical engineering company implements mobile approval (P2P) for urgent orders. The purchasing manager receives a push notification about an urgent spare parts order worth €15,000. Using the mobile app, he can view supplier details, price comparisons, and availability within minutes. After biometric authentication, he approves the order directly from the airport. The system automatically documents the approval and triggers the order in the ERP system.
- Reduction of approval time from 2 days to 10 minutes
- Avoiding production downtime through rapid response
- Complete compliance documentation despite mobile processing
Current developments and effects
The further development of mobile release technologies is significantly influenced by AI integration and advanced automation functions.
AI-supported approval processes
Artificial intelligence is revolutionizing mobile approval processes through intelligent pre-sorting and risk analysis. Machine learning algorithms detect anomalies in ordering patterns and automatically prioritize critical approvals. This reduces manual effort and significantly improves decision quality.
Integration of augmented reality
AR technologies enable the visual representation of complex procurement data directly on mobile devices. Authorized approvers can analyze product information, supplier details, and cost structures in an intuitive 3D environment and make informed decisions.
Blockchain-based transparency
Blockchain technology creates immutable audit trails for mobile approval processes. Each approval is cryptographically secured and documented in a traceable manner, which meets compliance requirements and strengthens trust in digital processes.
Conclusion
Mobile approval (P2P) is transforming traditional procurement processes through location-independent, accelerated approval procedures. The technology significantly reduces throughput times and improves responsiveness in critical procurement situations. Successful implementations require robust security concepts and seamless ERP integration. Its strategic importance will continue to grow through AI integration and advanced automation features.
FAQ
What is mobile sharing (P2P) and how does it work?
Mobile approval (P2P) enables orders and invoices to be approved via mobile devices. Authorized users receive push notifications, can review documents, and approve them directly after authentication. Integration is carried out via secure APIs in existing ERP systems.
What security measures are required for mobile sharing?
Multi-factor authentication, data transfer encryption, and mobile device management are essential. Biometric procedures, session time limits, and automatic device locking in case of suspected misuse ensure additional security.
How can mobile approval processes be integrated into existing workflows?
Integration takes place via standardized interfaces to ERP systems and workflow engines. Existing approval limits and authorization structures are adopted. Parallel desktop and mobile approvals are possible to ensure flexibility.
What cost savings can be achieved through mobile sharing (P2P)?
Companies typically achieve a 30-50% reduction in process costs through shorter throughput times and reduced administrative effort. Additional savings are generated by avoiding delay costs and improving supplier terms through faster processing.
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