Automate Invoice & e-Sign Approval Workflow Using Airtable and Adobe

We need to build an automated workflow that converts invoice records to PDFs, attaches backup files, and routes the documents through an Adobe e-sign approval process. This multi-week project will start with an overview of the current payment request process and our organizational limitations and restrictions. We will proceed to outline a new process, configure the Airtable base, and set up the required API connections to support the end-to-end process.

We currently have an Airtable Enterprise license, Zite/Fillout license, and Softr. We are considering adding Make to our data stack for this project, but are open to other options (while holding data privacy and secure API handling as high priorities). In your response, please share some details about your experience with the applications listed above. Additional specifics will be provided during volunteer interviews.

This project aligns with our compliance requirements and our need to streamline administrative processes. As a recipient of Federal funding, we need a clear approval trail for payments, and have recently adopted Adobe as our e-signing solution. Automating invoices and approvals will reduce administrative time so staff can focus on programs that advance economic empowerment, workforce development, entrepreneurship, housing, health, and quality of life for underserved and marginalized communities. Volunteers will directly help increase organizational capacity to serve community members.

We will meet weekly to co-design the workflow, Airtable schema, define API requirements, and iterate on the Adobe Sign approval flow. I am the driver of process improvement in my department, but may bring some additional administrative support staff for their input as part of this work. Volunteers will be able to lead technical setup and testing while we collaborate on requirements and provide feedback. Details and access needs will be provided during onboarding.