Koldheim · Process-driven operations
Approvals that run on rules, not on email.
Know what is left in the budget before anyone approves.
Every line carries its quantity, price and VAT against a cost centre. The budget is checked when the request is raised, and the money is committed the moment it is approved.
Know what you own, who has it and when it is next due a service.
Tag, serial, warranty, condition, holder and location on one register. A service due inside two weeks raises its own task, and the next date moves on when it is recorded.
A leave balance that two approvals landing together cannot break.
A balance is a ledger of movements with dates, not a number someone edits. Your leave cycle is your own record: its anchor, its length and its days.
Move a card, and the record moves with it, under your name.
Tickets on a board whose columns are a field, so moving a card writes that one field and lands on your trail with who moved it.
Know which revision they accepted, and what the order is worth now.
A quote is revised until it is accepted and every version is kept. Acceptance creates the order that the job and its costs hang off.
Price a request against live stock, and route it by what it costs.
A request is priced from what is actually on hand, routed to the right approvers by value, and charged to the right budget once it is signed off. The storeroom is told the shortfall before anything is promised.
Catch a trial result that breaks a rule, the moment it is recorded.
Agricultural trials with seed drawn against the trial from a depot, and an incident raised the moment a result breaks a rule, not at the end of the season.
Know which file the client approved, and when.
Every upload is the next version. The client approves it or asks for changes through an emailed link, with no account, and the approval is pinned to the exact file they saw.
Book the plan the client approved, and bill what actually ran.
The client approves a plan PDF through a link. One booking order per media owner is made from the approved lines, and every invoice is checked against what was booked before the client is billed.
3Awaiting approvalR 96 400AvailableR 38 400Committed
3 × Laptop, 14 inchIT · R 38 400,00
4Service due in 30 days1In repair137In use
Toyota Hilux, ABC 123 GPMain depot · service due in 9 days
2Awaiting a decision
Thandi Mokoena, 3 days14 to 16 March · March to February cycle
Fit new extractor fanScience block · moved to In review
4Out for decision2WonR 184 500Open orders
Boundary wall, revision 3Northgate · R 184 500,00
1Awaiting you
15 × A4 Paper (ream of 500)Mathematics · R 1 342,50
6Trials in field1Open incidents48Hectares under trial
Maize trial, block 4Germination below the rule
3In the studio2With the client4In production
Winter catalogue cover, version 3With the client · sent today
2With the client3Insertion orders not yet confirmed1Invoice variance to decide
Winter campaign, version 23 media owners · R 382 950,00
0Approvals that can take a budget past its limit
On approvalThe money is committed, under a lock on the budget line
On cancelAn approved request releases its commitment
Every moveA ledger row, never an edit to a total
1Register: tag, serial, warranty, condition, holder, location
14 daysBefore a service is due, a task is raised
OnceThat task is raised once, then the next date moves on
Both waysAn approved asset line and its request stay linked
RowsA balance is its movements, not a stored number
2Approvals landing together cannot lose one another
Your cycleAnchor date, length in months, days granted
DerivedWhich cycle today falls in never goes stale
1 fieldMoving a card writes that one field
Who moved itRecorded on the organisation’s own trail
Yours or allOne board, a toggle, counts on both
A fieldAdding a column is a field change, not a release
Every versionRevisions kept, and superseded in order
On acceptanceThe order is created from the quote
The sumOrder value is what was agreed, variations included
One jobThe job and its costs hang off the order
Live stockA request is priced from what is on hand
By valueThe approval route follows the amount
To budgetCharged to the right budget once it is signed off
ConfigurationThe whole service is authored without new code
From a depotSeed is drawn against the trial
By ruleA result that breaks a rule raises an incident
Same platformOne workspace, one sign-in, one audit trail
ConfigurationThe whole service is authored without new code
Every uploadIs the next version; nothing earlier is replaced
1 fileA client link shows one version, and nothing else
PinnedThe approval is tied to the exact file the client saw
No seatClients and suppliers answer by link, with no account
16.5%Agency commission by default, yours to change
1 per ownerBooking orders made from the approved plan
By linkMedia owners confirm with their booking reference
To the centPlan, orders and client bills always add up
Why Koldheim
Most approval processes run on email and goodwill. Koldheim runs them on rules, and keeps the proof.
Sound familiar
3 questionsThree questions every approval process gets asked
If the answer lives in someone's inbox, the process is running you.
01
"Where is my request?"
Every stage is a page and every request shows who it is waiting on.
See every request02"Who is allowed to sign this?"
The threshold and the approvers are part of the process, not a policy PDF.
Rules that run themselves03"Why was this approved?"
Cost, approvers and reasons sit on a record that cannot be quietly edited.
Evidence by defaultWhat changes
5 pillarsFive things every product gives you
01
See every request
Know where everything is, and who it is waiting on.
Every stage of a process is its own page. Every person has a desk of decisions waiting on them. Counts, costs and decision times are live, not compiled at month end.
Read more02Rules that run themselves
Write the policy once. The process enforces it.
Thresholds, second signatures and stock checks sit inside the process. A request reaches the right approver first time, and cannot skip one.
Read more03Evidence by default
Every decision on the record.
Who asked, who approved, what it cost and why it was turned down, on an append-only trail that cannot be quietly edited. Changes to the process itself are recorded too.
Read more04Change at the speed of policy
When the rule changes, the process changes with it.
Processes are configuration, not custom software, so a new threshold or stage is not a development project. Your administrators manage your own people and records.
Read more05Built for the enterprise estate
Your data walled off. Your identity provider in charge.
Each customer is isolated in the database itself, and tested on every build. People sign in through your own identity provider, and no passwords are stored.
Read moreAvailable now
Citrine · step cutSpend Requests
A request carries its lines, quantity, price and VAT, against a cost centre. The budget is checked when it is raised and the money is committed the moment it is approved, so the budget on screen is the budget that is left.
- Raise it. Lines, quantities, VAT and a cost centre. The budget is checked before anyone is asked to approve.
- Route it. Your own approval limits decide who signs: this cost centre, this amount, this person or role.
- Commit it. The money is held the moment it is approved, and released again if the request is cancelled.
Find your way in
Start from where you sit
Process managers
Stop chasing approvals. Start running the process.
Business analystsYour process map, running.
Finance and budget holdersNo spend without the right signature.
People and HRA leave balance nobody has to reconcile.
Operations and facilitiesKnow what you own, and what it is about to need.
Commercial and deliveryKnow which version they accepted.
IT and securityApprove it without having to own it.
Account managersShow the client one file, and keep their answer.
Art directors and studio leadsNothing reaches the client without your sign-off.
Production and traffic managersThe printer gets the approved file, and only that file.
Media managers and plannersBook the plan the client approved.
Media buyersBooked as approved, run as booked.
Marketing managersApprove the work, not the email thread.
EducationClassroom supplies, signed off properly.
Corporate and shared servicesOne way to ask for anything that costs money.
AgricultureThe season does not wait for a signature.
Public sectorProcurement you can account for.
Advertising agenciesSigned off by the client, on the record.
Design and art studiosEvery version kept. One of them approved.
Media agenciesBook what was approved. Bill what ran.
In-house marketing teamsKnow what you approved, and what it cost.
The collection
9 in the collectionOne stone, many cuts
Every service is cut from the same platform: one workspace, one sign-in, one audit trail. Your second service is a subscription change, not a second vendor review.
CitrineAvailable now
Spend Requests
OperationsSpending that cannot quietly go over budget.
Approve spending before it happens, with each request checked against its budget, routed by your approval limits and committed so the same money can’t be approved twice.
Explore Spend RequestsJadeAvailable now
Assets
OperationsA register that keeps itself current.
One register of what you own, who has it, where it is and when it’s next due a service, with every receive, assign, service and retirement recorded.
Explore AssetsAmethystAvailable now
Leave
Human resourcesA balance that is a ledger, not a number.
Time-off requests that count the working days, check the balance and go straight to the person’s manager, with a full history behind every balance.
Explore LeaveMorganiteAvailable now
Projects
Project managementWork in columns, on the same records.
A board where anyone can raise a ticket, a project lead decides who owns it and how big it is, and every ticket can link to the records it’s about.
Explore ProjectsAquamarineAvailable now
Quotes and Orders
SalesWhat you quoted, what you agreed, what it cost.
Price a job with VAT, get sign-off on the big ones and record the customer’s answer, so an accepted quote becomes an order (and a project if you use Projects).
Explore Quotes and OrdersSapphireAvailable now
Asset Requisitions
OperationsRequests, approvals, stock and budget in one process.
Request supplies and equipment from your own stock, checked against the department’s budget and stock on hand, then approved by value before stock and budget are updated.
Explore Asset RequisitionsEmeraldAvailable now
Field Trials
AgricultureTrials in the field, with incidents raised by rule.
Take a seed trial from setup to harvest, with yield per hectare worked out and an incident review raised when too few of the bags issued were used.
Explore Field TrialsTourmalineAvailable now
Artwork Approvals
CreativeEvery version, signed off by the client who saw it.
Artwork Approvals takes a job from brief to print or delivery: every upload becomes a new version, the client approves the exact file through a link with no login, and production and delivery are tracked through to confirmed receipt.
Explore Artwork ApprovalsRubyAvailable now
Media Bookings
AdvertisingFrom approved plan to reconciled invoice.
Media Bookings runs a campaign from plan to bill: the client approves the exact plan version by link, each media owner receives and confirms an insertion order, proof of flight and make-goods are recorded, and every invoice is reconciled before the client is billed.
Explore Media BookingsTrust
Ready for the vendor review
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JHB
- Customer data separated by database row-level security, tested on every build
- Single sign-on over OpenID Connect, with a Microsoft Entra guide
- No passwords stored
- Append-only, hash-chained audit trail per customer
- Changes to a process recorded with before and after
Isolation in the database. Sign-in through your identity provider. A record that cannot be quietly edited.