Requesting new software or access to existing tools often looks simple on paper. In practice, IT teams spend time chasing confirmations, managers approve requests without full context, and users wait without knowing what’s happening. When software requests rely on manual coordination, delays and inconsistencies quickly become part of daily operations.
By automating and standardizing the request process, IT departments can save time, reduce errors, and increase transparency. A good software request workflow should be easy to use, scalable, and customizable to fit the organization's unique needs.
In this blog, we'll guide you through what a software request is and how InvGate Service Management can help you build an efficient, automated workflow using our no-code workflow builder.
Let's get into it.
Why do you need to automate software access requests?
Software access touches security, licensing, and productivity at the same time. Without a defined flow, requests arrive through multiple channels, approvals vary from one manager to another, and audits require reconstructing decisions after the fact. Automation brings structure to that process.
An approval-driven workflow standardizes how requests are submitted, who reviews them, and what happens once approval is granted. IT teams gain a clear record of decisions, managers see the information they need before approving, and employees know where their request stands. Over time, this reduces manual follow-ups, limits unauthorized access, and keeps software usage aligned with internal policies.
A well-implemented software request process helps with software license tracking and compliance and ensures that the requested software meets the company’s security and operational standards. It’s an essential part of IT Service Management (ITSM) that optimizes resources, reduces errors, and provides complete visibility into the request lifecycle.
What do you need to implement this automation?
Software request workflows are a core part of software Asset Management automation and should be treated as such within your IT strategy. Controlling who requests software, how approvals happen, and how licenses are assigned directly affects license compliance, spending, and security.
Without structure, software access becomes reactive and hard to trace. A few elements need to work together for the process to stay consistent and auditable.
- An accurate software inventory: Automation relies on knowing what software is available, who owns it, and under what conditions it can be assigned. A current IT inventory helps define which applications require approval, which ones are restricted, and how licenses are tracked once access is granted.
- A clear, sequenced process (SOP): Before adding automation, the request and approval steps must be clearly defined. That includes who can request access, which approvals are required, and what happens after approval.
- An automated approval workflow: The workflow connects each step of the process, from request submission to final action. It routes approvals to the right people, applies conditions based on software type or user role, and records every decision. Consistency here prevents requests from being handled differently depending on who receives them.
- A self-service portal for requests: A single entry point for users reduces back-and-forth communication. Employees submit requests using a standard form, provide the required information upfront, and track the status without contacting IT. Centralizing requests also helps IT teams maintain visibility and control.
How to automate software requests with approval-driven workflows in InvGate?
InvGate Service Management takes the complexity out of creating and managing software request workflows. With our no-code workflow builder, you don’t need to be a developer to design a robust and scalable software request process. Simply drag and drop the steps you need, customize approvals, notifications, and actions, and you're ready to go.
InvGate Service Management lets you set up software request automation without writing code or relying on custom development. The idea is simple: start from a ready-made template, adjust the steps to match your policies, and use drag-and-drop blocks to shape the process your teams actually follow.
Below is a practical, step-by-step way to build and deploy an approval-driven software request workflow.
1. Start from the software request workflow template
Log in with an admin role and go to Settings > Requests > Workflows.
From the list of templates, select Software request and click Use template to open it in the diagram editor.
The template already includes the core stages most organizations need. You can keep them as-is or adjust them before publishing. If needed, the same menu lets you create a workflow from scratch, import one, or edit an existing version.
2. Configure the request form
The workflow begins with a start form where users submit their software request.
Here, you define what information is required upfront, such as the software name, the reason for the request, and any additional comments.
Fields can be added or removed depending on your policies. Many teams include a department, cost center, or license type to support approvals and reporting later on. Since the form is part of the workflow, changes apply immediately to all new requests.
3. Add manager approval logic
After submission, the request moves to manager approval.
Managers review the request and decide whether it makes sense for their team.
At this stage, you configure possible outcomes:
- Accepted, which sends the request to Finance.
- Rejected, which triggers a notification explaining the decision.
- Canceled, which ends the process and informs the requester.
Approval rules, messages, and notifications are configured directly in the block by double-clicking it in the editor.
4. Route the request to Finance
Once approved by the manager, the workflow sends the request to Finance.
Finance reviews budget availability and licensing costs before making a decision.
Just like the previous step, outcomes are clearly defined. Approved requests move forward, while rejected or canceled ones automatically notify the requester. Every decision is recorded as part of the workflow.
5. Assign the license through IT tasks
After financial approval, the request reaches the IT team. Here, you define one or more tasks for license assignment, setup, or validation. Each task can include a description, due date, and assigned owner.
6. Notify the requester automatically
Once IT completes the assignment, the workflow sends an automated email to the requester confirming that the software is available. Notification content is fully configurable. Many teams include details like license information, expiration dates, or basic usage guidelines so users know what to expect.
7. Publish and deploy the workflow
When the workflow is ready, save your changes and return to the workflows menu.
Publish the new version and assign it to the appropriate category in the service catalog, such as IT > Software requests.
From that point on, every request in that category follows the defined approval-driven process, giving you consistent handling, clear ownership, and full visibility from request to delivery.
One of the biggest advantages of using InvGate Service Management is the flexibility it offers. Whether you're a small company with a straightforward approval process or a large enterprise with complex multi-department workflows, our tool can adapt to your needs.
Our no-code solution also provides real-time analytics and reporting, helping you track performance, identify bottlenecks, and make data-driven improvements. From the moment a request is submitted to when the software is delivered, you'll have complete visibility into the entire process.
Download your free software request workflow template
Ready to streamline your software request process? We've created a free, ready-to-use Software Request workflow template that you can implement in InvGate Service Management today. This template includes all the essential steps to manage software requests from submission to approval and deployment.
Download it here!
Our template is fully customizable, so you can adapt it to meet the specific needs of your organization. Whether you're a small business or a large enterprise, our solution provides the flexibility and control you need to manage software requests with ease.
InvGate Service Management provides the perfect platform for building and managing software request workflows, thanks to its no-code interface and flexibility. Start using our workflow builder today to see the difference it makes. Experience it firsthand! Start your 30-day free trial today and explore the tool at your own pace.
