Frequently Asked Questions
About AboutFlow
Understanding what the platform does and how it fits your organisationNew around here ? Start With the Basics
AboutFlow is a business process management platform that lets organisations design, run, and improve process driven business applications. It replaces paper forms, email threads, and spreadsheet driven workflows with guided digital processes that connect to your existing systems.
No. AboutFlow sits beside your ERP or finance system, not in place of it.
Your ERP keeps doing what it does best, such as core finance, stock, or billing. AboutFlow handles the real life workflows around those transactions, such as approvals, checks, handoffs, and exceptions, then passes the right data into and out of the ERP.
Basic tools often give you forms and simple approvals. AboutFlow is built for full process driven applications.
This means you get:
- A full life cycle from design to deployment
- Strong integration to ERP and line of business systems
- Version control and change management
- Reporting and analytics on process performance
- A security model that mirrors your organisation
It is suited to teams that need more than a simple “send form for approval” pattern.
Common problems include:
- Approvals and requests stuck in personal inboxes
- Repeated data capture into multiple systems
- Poor visibility of who must do what and by when
- Weak audit trails for decisions and documents
- Long IT backlogs for process changes
AboutFlow lets you turn these weak points into clear, repeatable processes.
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Popular starting points include:
- Human resources, for onboarding, leave, and case management
- Supply chain, for supplier onboarding, requisitions, and invoice approval
- Projects, for charters, risks, changes, and timesheets
- Asset management, for registers, surveys, and disposals
- Governance, risk, and compliance, for risks, controls, and policies
Once one area works well on AboutFlow, clients often add more departments.
No. IT plays an important role, especially for integration and governance, but business teams are involved in design and often maintain many processes using low code and no code tools.
The goal is shared ownership, where process owners and IT work together.
Implementation and projects
How we scope, design, and deploy processes that work for you
Most projects start with one high impact process. The usual steps are:
1. Process discovery workshop
2. Solution design inside AboutFlow
3. Integration and configuration
4. Testing with real scenarios
5. Training and go live
During a demo or scoping call, we help you choose the best starting process.
Timelines depend on the process and the number of systems involved.
Clients who begin with one well chosen process often see a first solution running in a short period, then extend the platform to more processes once they are comfortable.
Yes. A key early step is understanding how you work today. Together we:
- Map the current process in plain language
- Highlight problems such as handoffs, delays, and unclear steps
- Agree on a future process that AboutFlow will support
This means the digital process reflects real work rather than a theory.
Yes. Many organisations start with a single department or process, then grow into a wider platform across HR, supply chain, projects, assets, and GRC.
The platform is built to add processes and users over time.
Yes. In many cases we run a pilot or proof of concept around one process. This lets you see AboutFlow in your own setting before a broader roll out.
Technology and integration
Platform architecture, deployment options, and connecting to your existing systems
AboutFlow runs on a Microsoft based stack. You can deploy it:
- On your own servers, for example Windows Server and SQL Server
- As a hosted shared solution
- As a dedicated hosted solution
Your IT team can choose the option that fits your policies and risk profile.
AboutFlow integrates with a wide range of systems, for example:
- ERP and finance systems such as PhoenixERP, Acumatica Cloud ERP, Sage 200 Evolution, Sage Intacct, Xero
- Municipal and sector specific systems
- Microsoft 365 services, including SharePoint, Teams, Outlook, Power Automate, and Excel
Integration is handled through the Integration Framework and other tools in the platform.
Yes. AboutFlow can use and expose APIs so that it can exchange data with other applications. This is handled in a controlled way to keep data consistent with your core systems.
Yes. Many clients use AboutFlow with Microsoft 365. Typical patterns include:
- Storing documents in SharePoint
- Sending notifications through Outlook
- Using Teams for collaboration around processes
- Triggering or responding to Power Automate flows
This is helpful if your organisation already runs on Microsoft tools.
Users, security and compliance
Access control, audit trails, data protection, and meeting regulatory requirementsNew around here ? Start With the Basics
AboutFlow includes a Security Framework that lets you:
- Mirror your organisation structure and roles
- Decide who can view, edit, approve, or administer each process
- Restrict access to sensitive records and tasks
This keeps control aligned with your internal authority rules.
Yes. AboutFlow records:
- Who started each process
- Each task, approval, and change
- Timestamps for actions
- Linked documents and comments
This gives you a clear history for audits, reviews, and investigations.
Data location depends on your deployment choice:
- On premises, on your own servers and within your own network
- Hosted, in agreed data centres that match your policies
During scoping we discuss data residency, backup, and recovery expectations and align them with your standards.
The platform uses standard Microsoft database and server tools for backup and recovery. In a hosted setup, backup and recovery form part of the service design. On premises, your own IT team manages this using agreed guidance.
Yes. AboutFlow is used in sectors such as finance, government, energy, healthcare, and utilities, where process control and audit trails matter.
We work with your compliance and IT teams to align deployment and process design with your regulations.
Low code, no code and ownership
Empowering business users while maintaining IT governance and version control
For complex processes and integrations, developer skills are helpful. At the same time, many parts of the platform are designed for low code and no code configuration.
This allows trained business users, often called citizen developers, to maintain and extend processes without writing full applications from scratch.
Yes, within agreed guard rails. A common pattern is:
- Business users adjust forms, text, and some rules
- IT manages integration, security, and sensitive logic
- Changes follow a simple change control and versioning process
This keeps processes flexible while protecting key systems and data.
The Versioning Framework lets you change processes safely. You can:
- Design and test a new version
- Move running work to a new version only when ready
- Keep a record of changes and when they were made
This avoids sudden breaks in live processes.
Licensing and pricing
How AboutFlow is licensed, priced, and what’s included in your investment
Licensing is tailored around your organisation size, number of users, and the range of processes and integrations in scope.
In a first call, we gather a clear picture of:
- Departments and processes you want to cover
- User counts and access patterns
- Integration and hosting needs
From there, we prepare a clear proposal.
Pricing structures vary by solution size. Often there is a platform fee plus a user or usage based element. In some cases, project based pricing is used for specific solutions.
Your account team will talk through options for your case.
Licences cover use of the platform. Design, build, integration, and change work are usually scoped as projects or service packages. This division helps you see what you are paying for in each area.
We normally suggest a guided demo or pilot project rather than a simple trial login. This means you see AboutFlow working on a process that matches your world, not just a blank system.
Support and training
Ongoing assistance, documentation, and building capability within your team
Support options typically include:
- Service desk and ticket based support
- Help with incidents and questions
- Assistance with updates and minor changes
Service levels are agreed in writing so you know what to expect.
Training often covers:
- Process owners and key users
- IT support and administrators
- Citizen developers who will maintain processes
Training combines live sessions, training manuals, and practical work in the system.
Yes. Projects include documentation for:
- Process designs
- Configuration and integration setup
- User guides and manuals
This helps with handover and internal knowledge.
Evaluation and next steps
How to see AboutFlow in action and start your first projectNew around here ? Start With the Basics
The best first step is a live demo based on one of your real processes. We recommend:
1. Book a 30 minute session
2. Share a brief description of one problem process
3. See how AboutFlow would support it
You can then decide whether to move forward with a pilot or project.
It helps to have:
- One or two processes that cause frequent pain
- A rough idea of which systems and departments are involved
- A few key people from IT and the business on the call
This keeps the discussion grounded in your actual work.
We suggest:
- A process owner or business lead
- Someone from IT or architecture
- A finance or risk representative if the process affects those areas
This mix keeps both business and technical needs in view.
Ready to talk about your processes?
If your organisation is still running key processes on email, paper, and spreadsheets, AboutFlow can help you move to a clear, digital way of working.
Next steps
Book a 30 minute demo
See how one of your own processes would run on the AboutFlow platform.
Request a Call Back
If your organisation is still running key processes on email, paper, and spreadsheets, AboutFlow can help you move to a clear, digital way of working.
+1(888)456 780