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Creating Efficient Approval Workflows in Nigeria

Walk into any mid-sized Nigerian company on a Wednesday afternoon, and you will likely find the same scene: a requisition form sitting on a manager’s desk, a contract awaiting a signature that never comes, and a project that has stalled because someone is “still reviewing” a document that arrived last week.

The cost of this inefficiency is real. Over 55 per cent of organisations name lengthy approval cycles as one of their biggest procurement challenges. In Nigeria, the median requisition-to-purchase-order cycle now sits at 55 hours—and for SMEs juggling Lagos traffic, unreliable internet, and manual paper trails, that number often runs much higher. A staggering 52 per cent of Nigerian SMEs say internal approval delays slow down project timelines and payments, making this one of the most under-discussed drags on business productivity.

Yet the problem is not that Nigerian professionals are incompetent—it is that the systems around them are often working against them. This guide explores why Nigerian businesses struggle with approval workflows, the legal framework governing approvals, and practical strategies for turning approvals from bottlenecks into enablers of growth.

The Pain Points: Why Nigerian Businesses Struggle with Approval Workflows

The “Paper Trail” Trap. Spreadsheets, printed forms, and email threads are still common across Nigerian SMEs. A requisition submitted on paper has to physically move from desk to desk. If the approving manager travels for work or gets caught in Lagos traffic, the request simply sits there. Manual processes also make it easy to lose requisitions entirely, forcing employees to start over from scratch. Traditional processes take an average of 5.7 days, with 43% of delays stemming from lost paperwork or conflicting authorization. As one industry analysis observed: “Approval bottlenecks aren’t a people problem—they’re a process design issue”.

The Incomplete Information Problem. A typical requisition form asks for a long list of details: item description, cost, budget code, vendor, and justification. When employees submit incomplete forms, approvers have to chase down missing information before they can even begin reviewing the request. This back-and-forth adds days to a process that should take hours.

Too Many Approval Layers. Multi-level approval exists for good reason, especially for high-value purchases. But when every requisition, regardless of size, passes through four or five approvers, small purchases get buried under the same scrutiny as major capital expenses. Senior managers report spending up to 30 per cent of their time simply following up on approvals that should have moved on their own. Over 60% of managerial time is spent on repetitive processes—an efficiency issue that is also a cost drain that directly eats into profits.

No Real-Time Budget Visibility. Approvers often cannot see, at a glance, whether a department has enough budget left to cover a requisition. This forces a manual check with finance before any decision gets made. When that check requires a phone call or a separate spreadsheet, the approval process grinds to a halt.

The Inter-Agency Nightmare. For Nigerian businesses operating in regulated sectors, external approvals present an even greater challenge. A single food processor or pure water producer must obtain approvals from NAFDAC for product safety, SON for manufacturing standards, and the FCCPC for consumer rights. Inter-agency rivalry and overlapping regulatory mandates create multiple layers of approvals and delays. The National Single Window project, designed to streamline trade processes, has faced mounting criticism from operators who say uploads and approvals for NAFDAC permits were delayed or rejected on the portal. NAFDAC’s software experienced operational problems in December 2025, resulting in a buildup of pending approvals which later migrated into the NSW platform.

The “Silence Is Consent” Gap. The Business Facilitation Act 2023 introduced the “Silence is Consent” principle, requiring government agencies to deliver services within specified timelines. If an application complies with published requirements and the MDA fails to issue its approval or rejection notice within the designated timeline, the application is deemed approved. However, uneven compliance across institutions means many businesses still experience lengthy delays.

The Hidden Cost of Approval Delays. When an approval stalls, the cost isn’t just a late deliverable. It is the cascading impact on everything downstream. Resources that were scheduled for the next phase sit idle or get pulled onto other work. Clients lose confidence. And teams start to disengage because their effort feels wasted. Every day a deliverable waits for sign-off is a day you are carrying labour cost without generating billable progress. Global studies show businesses lose an average of 17% of productive hours each week to bottlenecks and re-approvals, and every delay increases cost variance by up to 28%.

The Legal Framework: What You Need to Know

The Companies and Allied Matters Act (CAMA) 2020

CAMA 2020 establishes several approval requirements that companies must navigate. Section 386(4) mandates that before the balance sheet and profit and loss account are presented at the Annual General Meeting, the board must approve them. Section 26 provides a time limit of 30 days for the Attorney-General of the Federation to grant authority for the registration of a company limited by guarantee. Section 30 sets out rules for name approvals, prohibiting names that are identical, misleading, or prohibited.

The Business Facilitation (Miscellaneous Provisions) Act 2023

This landmark Act—signed into law on 14 February 2023—amended more than 20 existing laws to reduce bureaucratic delays, promote transparency, and compel government agencies to deliver services within specified timelines. The Act introduced four critical pillars:

The “Silence is Consent” Principle. If an application complies with published requirements and the MDA fails to issue its approval or rejection notice within the designated timeline, the application is deemed approved.

The Digitalisation of Government Services. MDAs are required to digitise service delivery and publish service level agreements.

Mandatory Publication of SLAs. Agencies must clearly communicate timelines and documentation requirements to businesses.

Improved Coordination among Regulatory Institutions. The Act mandates better inter-agency collaboration to eliminate duplication and reduce processing times.

The Presidential Enabling Business Environment Council (PEBEC)

Established in 2016, PEBEC has evolved from championing policy reforms to driving measurable improvements across MDAs. Through its annual Compliance Report, PEBEC monitors how well federal MDAs comply with the Business Facilitation Act. The Council has also strengthened ReportGov.NG, a technology-driven platform that enables Nigerians to report delays, extortion, and poor service delivery.

The Nigeria Data Protection Act (NDPA)

For businesses processing personal data, the NDPA requires appropriate approvals and compliance measures, including data protection impact assessments and registrations with the Nigeria Data Protection Commission.

Sector-Specific Regulations

Different sectors have distinct approval requirements. NAFDAC regulates food and drug products. SON oversees manufacturing standards through the SONCAP compliance programme. NEMSA requires type approval for solar equipment. The Federal Ministry of Interior issues business permits, which may take between five and twelve weeks to process.

Practical Strategies for Creating Efficient Approval Workflows

1. Map Your Current Approval Chain

Before you build—or rebuild—an approval process, map the as-is state. Identify where requests originate and in what form. List every handoff from initiation to final sign-off, and note the systems involved (email, ERP, project tool, shared drive). Where do approvals sit idle? Which steps generate the most back-and-forth? Gather real numbers for cycle times, rework rates, and the percentage of requests kicked back for missing data. As one expert notes, “Data turns instinct into insight and gives you a baseline for improvement”.

2. Choose the Right Routing Structure

The choice between sequential and parallel routing is one of the most consequential design decisions in any workflow. Sequential routing means each approver acts in turn, creating a dependency chain. Parallel routing means multiple approvers receive the request simultaneously and can review independently. If three approvers each take 24 hours but all review simultaneously, the cycle time is 24 hours, not 72. Workflow automation can deliver up to 50 per cent productivity gains for administrative processes.

3. Define Approval Limits and Escalation Rules

Without clear approval limits tied to value or department, every request waits in the same long line, regardless of urgency. Establish thresholds: low-value purchases require one approver, medium-value purchases require two, and high-value purchases require executive approval. Implement escalation rules that automatically forward pending approvals to a backup approver after a defined period. Use conditional logic to skip unnecessary steps for low-cost items, so small orders never get held up by the full approval chain.

4. Automate with No-Code Tools

Nigerian businesses no longer need expensive foreign software or consultants to digitise approvals. Homegrown solutions like Antly provide Africa’s first No-Code AI Work Operating System for streamlining operations. Many global platforms—including Kissflow, Zoho Creator, Microsoft Power Automate, and Box Relay—also offer no-code workflow automation that requires no programming knowledge. No-code tools allow anyone in the organization to set up and customize workflows without IT expertise.

5. Use Chat-Based Approvals

For faster decision-making, implement chat-based approvals. Teams can approve or reject requests from Telegram or email links, using expiring tokens and an audit trail. The safest pattern is to show the full context in the message but make the actual action happen in the system, not through “reply YES”.

6. Set Clear Service Level Agreements (SLAs)

Define response time expectations for each approval step. Automated SLA tracking and escalation rules turn a multi-day approval cycle into a same-day decision. Measure approval cycle time, first-time approval rate, and bottleneck frequency—these three metrics tell you whether your workflow is actually working. Organisations that track cycle time to purchase order as a KPI can systematically identify and optimize bottlenecks.

7. Standardise Forms with Conditional Logic

Use standardised digital forms with conditional logic that only asks for relevant information based on previous answers. Multi-level approvals with conditional logic send only complex cases for additional review while routine purchases auto-advance. This reduces incomplete submissions and speeds up review.

8. Integrate Finance for Real-Time Budget Visibility

Connect approvals to budgeting systems for real-time visibility. This eliminates the manual check with finance that grinds the process to a halt. Approvers can see, at a glance, whether a department has enough budget left to cover a requisition.

9. Prepare Documents Before Cargo Arrival

For importers and exporters, the National Single Window team advises that many delays are self-induced, as businesses wait until cargo arrives before commencing regulatory documentation and approval processes. Start the approval process well before shipment arrival to avoid costly port delays. Importers pay N100,000 daily demurrage over NSW delays, costs that are often avoidable with better planning.

10. Leverage Government Reforms

PEBEC has driven reforms that have improved Nigeria’s Ease of Doing Business ranking from 169th in 2016 to 131st in 2020. Recent interventions include:

A memorandum of understanding between SON and NAFDAC that has eliminated duplicate product testing and certification requirements for manufacturers, shortening product approval timelines.

The CAC Digital Portal enabling instant business registration.

The ReportGov.NG platform for reporting delays and bottlenecks, with agencies expected to resolve issues within 72 hours where possible.

PEBEC’s expansion of the State Action on Business Enabling Reforms (SABER) Programme.

How Qeeva Advisory Helps

At Qeeva Advisory, we understand that inefficient approval workflows are one of the biggest hidden drains on Nigerian business productivity. We work with businesses of all sizes to design, implement, and optimise approval workflows that reduce delays, improve accountability, and support growth.

Our Advisory Services provide strategic guidance for mapping current approval chains, identifying bottlenecks, and designing efficient workflows tailored to your business size and industry.

For businesses needing to navigate regulatory approvals, our Regulatory Compliance service provides comprehensive guidance on NAFDAC, SON, FCCPC, and other regulatory requirements.

Our Company Secretarial Services help ensure that board approvals, shareholder resolutions, and statutory filings are processed efficiently and in compliance with CAMA 2020 requirements.

We also offer Market Entry Services to help businesses navigate permits, licences, intellectual property protection, taxation, customs, and trade rules when entering new markets.

Our Risk Management Services help identify, quantify, and proactively manage the risks that often cause approval bottlenecks, including operational, compliance, and business risks.

Our Service Methodology

We do not offer generic solutions. Our methodology is designed to be thorough, transparent, and actionable, ensuring that your approval workflows are effective and positioned for long-term success.

Step 1: Workflow Assessment and Bottleneck Identification

We begin by understanding your current approval processes. This includes mapping your approval chains, identifying bottlenecks, and measuring cycle times, first-time approval rates, and bottleneck frequency. We engage with your team to understand where decisions stall and why.

This step is powered by our Advisory Services .

Step 2: Workflow Design and Optimisation

Based on the assessment, we help you design efficient approval workflows tailored to your organisation’s size, industry, and regulatory obligations. This includes defining approval limits, establishing SLA targets, choosing the right routing structure, and integrating budget visibility.

This step is powered by our Advisory Services .

Step 3: Implementation Support and Training

We help you implement the workflows—from selecting appropriate automation tools to training staff on new procedures. We provide ongoing support to ensure successful adoption and address challenges as they arise.

This step is powered by our Advisory Services .

Step 4: Monitoring and Continuous Improvement

We provide ongoing support to ensure your approval workflows remain effective as your business grows. This includes regular reviews, updates, and guidance on emerging best practices and regulatory requirements.

This step is powered by our Advisory Services .

Frequently Asked Questions

Q: What is the difference between sequential and parallel approvals?

A: Sequential routing means each approver acts in turn, and no approver receives the request until the previous one has completed their review. Parallel routing means multiple approvers receive the request simultaneously and can review independently. The critical question is whether later approvers genuinely need earlier decisions before they can act.

Q: How can I reduce approval delays in my Nigerian business?

A: Start by mapping your current approval chain and identifying where decisions stall. Define clear approval limits tied to value, implement automated routing with SLA tracking and escalation rules, and use no-code tools to digitise manual processes. Ensure approvers have real-time budget visibility and standardise forms to reduce incomplete submissions.

Q: What is the “Silence is Consent” principle?

A: Introduced by the Business Facilitation Act 2023, the “Silence is Consent” principle means that if an application complies with published requirements and the government agency fails to issue its approval or rejection notice within the designated timeline, the application is deemed approved.

Q: What technology tools are available for Nigerian businesses?

A: Homegrown solutions include Antly (Africa’s first No-Code AI Work Operating System). Global platforms like Kissflow, Zoho Creator, and Microsoft Power Automate also offer no-code workflow automation.

Q: How can Qeeva Advisory help my business improve approval workflows?

A: Qeeva Advisory provides comprehensive workflow support including assessment, design, implementation, and ongoing monitoring. Our Advisory Services help businesses of all sizes map current approval chains, identify bottlenecks, and design efficient workflows tailored to your business needs. Our Regulatory Compliance service also provides guidance on navigating NAFDAC, SON, FCCPC, and other regulatory approvals.

Q: What impact have government reforms had on approval timelines?

A: PEBEC reforms have improved Nigeria’s Ease of Doing Business ranking from 169th in 2016 to 131st in 2020. A recent MoU between SON and NAFDAC has eliminated duplicate product testing and certification requirements, shortening product approval timelines. The National Single Window has processed 39,039 applications for licences, permits, and certificates within eight weeks.

The Bottom Line

Inefficient approval workflows are one of the biggest hidden drains on Nigerian business productivity. Over 55 per cent of organisations name lengthy approval cycles as one of their biggest procurement challenges. Fifty-two per cent of Nigerian SMEs say internal approval delays slow down project timelines and payments. Businesses lose an average of 17 per cent of productive hours each week to bottlenecks and re-approvals.

But the opportunity is equally significant. The businesses that master approval workflows will make faster decisions, reduce operational costs, and gain a competitive edge in an increasingly demanding market. Workflow automation can deliver up to 50 per cent productivity gains. Automated routing, SLA tracking, and escalation rules can turn a multi-day approval cycle into a same-day decision.

The key is to be intentional, not reactive. Map your current approval chain. Choose the right routing structure. Define approval limits. Automate with no-code tools. Set clear SLAs. Provide real-time budget visibility. And leverage government reforms like the Business Facilitation Act and PEBEC initiatives.

With the right approach and the right support, any Nigerian business can turn approval workflows from bottlenecks into enablers of growth.

The choice is yours.

Related Services

We offer specialised services to help organisations create efficient approval workflows and navigate regulatory requirements:

Advisory Services – Strategic guidance for mapping approval chains, identifying bottlenecks, and designing efficient workflows tailored to your business needs.

Regulatory Compliance – Navigate NAFDAC, SON, FCCPC, and other regulatory approval requirements with expert guidance on permits, licences, and compliance obligations.

Company Secretarial Services – Ensure board approvals, shareholder resolutions, and statutory filings are processed efficiently and in compliance with CAMA 2020 requirements.

Risk Management Services – Identify, quantify, and proactively manage the risks that often cause approval bottlenecks, including operational, compliance, and business risks.

Market Entry Services – Navigate permits, licences, intellectual property protection, taxation, customs, and trade rules when entering new markets or expanding your business.

Business Strategy Consulting Services – Develop strategies that streamline operations, improve efficiency, and reduce approval bottlenecks across your organisation.

Monitoring and Evaluation Services – Gain precision in setting performance objectives, tracking progress, and measuring the efficiency of your workflows and approval processes.

Let’s Talk About Your Approval Workflows

Inefficient approval workflows are not just an inconvenience—they are a hidden drain on your business productivity and profitability. At Qeeva Advisory, we take the time to understand your unique business and develop approval workflows that work for you.

Whether you need help with workflow mapping, automation, regulatory compliance, or ongoing optimisation, our team is here to support you.

📞 Call us: (+234) 802 320 0801, (+234) 807 576 5799

📧 Email: info@qeeva.com

📍 Visit us: 5, Ishola Bello Close, Off Iyalla Street, Alausa, Ikeja, Lagos, Nigeria

Contact us today to schedule a complimentary consultation. We would love to hear about your business and explore how we can help you turn approval workflows from bottlenecks into enablers of growth.

Your journey to better approval workflows starts with a conversation. Let’s talk.