Smart Memo

Memo Management & Approvals (Smart Memo)

Draft, route, approve and sign memos, requests and decisions in one place. Every action has an owner, a timestamp and a trail, and approvers can act from a phone.

Request a Demo
Memo Management & Approvals (Smart Memo), what the product delivers

Want the full picture of Smart Memo, who it suits and how it fits with the rest of your governance tools?

See the Smart Memo solution

Highlights

Memos and approvals E-signatures Mobile approval Full audit trail

Sound familiar?

  • Memos travel from desk to desk on paper, or get lost in email
  • Nobody knows where a memo is waiting or who is holding it up
  • Decisions are made, but the record of who approved what is patchy
  • Senior people are slow to approve because they are travelling

Memos that move, decisions that stick

A memo is how most organizations make decisions, spend money and give instructions. Smart Memo gives it a proper home: written once, routed to the right people, approved or returned with comments, signed, and filed with a record nobody can quietly change. The same approach covers requests, work items, contracts and policy attestations, so the whole organization runs on one trail.

Write and route

Memos with templates and numbering

Start from your own templates with automatic reference numbers. Everyone writes memos the same way, and finding one later is easy.

Approval routes

Set the route once by type, value or department: sequential, parallel or conditional. The memo moves on its own and reminders chase anyone who is holding it.

AI-assisted drafting

Describe what you need and get a first draft in your house style, then edit and send. It saves the blank page, not your judgement.

Approve and sign

One-tap mobile approval

Approvers act from a phone in seconds, with the memo and its attachments in front of them. No more memos waiting for someone to return to the office.

Electronic signatures

Sign memos and attachments electronically, with the signer, time and version recorded.

Comments and return for change

Reviewers comment on the memo and send it back with clear requests. Every version is kept so you can see what changed.

Keep the record and run the work

Full audit trail

Who wrote, viewed, approved or changed a memo, and when, recorded in a tamper-evident log. Ready for internal audit and external review.

Requests and work items

Turn approved memos into tracked actions with owners and due dates, so decisions are followed through and not just filed.

Contracts, renewals and policy attestations

Route contracts for approval, watch renewal dates and collect staff acknowledgement of policies in the same system.

Search and archive

Find any memo by subject, author, date or status. Old decisions are one search away.

Smart Memo pricing

Digitize your first process in 30 days. Pay by the size of your organization, not by every user.

Starter

For up to 50 employees.

$1,200

per year

about $100 a month, billed annually

Non-profit and academic: $850 a year

  • Unlimited memo recipients and viewers
  • Up to 3 memo creators
  • Basic templates and workflows
  • 2 GB storage
  • Email support
Get started
Best fit for most organizations

Business

For up to 500 employees.

$4,800

per year

about $400 a month, billed annually

Non-profit and academic: $3,350 a year

  • Up to 30 memo creators ($10 a month for each extra)
  • Unlimited approval workflows
  • Advanced analytics
  • 50 GB storage
  • Phone support
Book a demo

Enterprise

For up to 3,000 employees.

From $12,000

per year

about $1,000 a month, billed annually

  • Unlimited creators
  • Advanced analytics and AI insights
  • Single sign-on
  • 70 GB storage
  • 24/7 support and a dedicated account manager
  • Custom integrations included
Talk to sales
  • Prefer to own it? A perpetual, on-premises licence starts from $16,000 and includes deployment, admin training and a year of support.
  • Digitizing a process for you: your first process goes live from $2,500, including set-up and training.
  • Billed annually. Monthly billing, where offered, costs 20% more.
  • Non-profit and academic organizations get 30% off subscriptions after a quick verification.
  • Prices exclude VAT (16% in Kenya) and withholding tax.

Not sure which fits? Tell us your team size and what you use today and we will point you to the right option.

Next Steps

  1. 1

    Tell us how it works today

    A short call about how memos and approvals runs in your organization right now, who is involved, and where it hurts.

  2. 2

    See it with your own process

    We set up a working demo using your steps and wording, so you judge it on your reality and not a generic sample.

  3. 3

    Agree scope, then build and launch

    You get a clear plan, timeline and cost before we start. We configure, train your team and stay with you after go-live.

Questions we hear most

Who is Smart Memo for?

Organizations where decisions pass through several people: ministries and agencies, hospitals, universities, NGOs, banks and growing companies. If memos are still printed and walked around, it is a good fit.

Can it match our existing approval chains?

Yes. You set up the chains, thresholds and delegations that you already use, so people do not have to learn a new process, only a better tool.

Does it work on phones?

Yes. Approvers can review and approve on a phone, which is where most delays are removed.

Will our old memos be searchable?

New memos are searchable from day one. If you want past memos added, we scope the import with you.

How is this different from email?

Email has no owner, no status and no audit trail. Smart Memo shows where every memo is, who must act next, and keeps a record that stands up to scrutiny.

More solutions you may need

Documents & Collaboration

SharePoint EDMS

Keep every document in one secure place, with versions, approvals and e-signatures, so people stop emailing files around.

Governance & Workflow

Policy Management & Staff Attestation

Draft, approve and publish policies, then collect staff attestation that they have read them, with chasers and a report you can hand an auditor.

Documents & Collaboration

SharePoint Intranet

A company intranet your staff will open every day: news, policies, forms, leave requests and onboarding in one place.

Interested in Memo Management & Approvals (Smart Memo)?

Let's explore how it can work for your organization.

Talk to an Expert