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Work Management

Work management for requests that cross systems

Kinetic Work Management runs requests that cross HR, IT, finance and operations, such as onboarding, access changes and purchase approvals. One workflow carries each request through your HRIS, identity, ITSM and ERP, handling the approvals and escalation, using AI for triage, and showing everyone the same status.

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Missile Defense Agency 9,000+ users on workflows built over existing systems. Routing that took five days now takes two. Read the MDA case study

Every system owns a piece of the request. Nobody owns the whole thing.

A new hire touches five systems before day one. Each does its part well. The handoffs between them run on email and memory, so teams keep their own trackers, buy point tools, and lately connect AI assistants of their own. The request still stalls in the gaps.

One new hire, five systems

  • HRIS Records the new hire, but cannot order a laptop
  • Identity Creates accounts once someone files a ticket
  • ITSM Tracks the ticket, not the approval sitting in a manager's inbox
  • ERP Holds the equipment budget nobody checks until the invoice arrives
  • Spreadsheet Tracks all of it, and is out of date by lunchtime

The same new hire, run as one workflow

Access requests, purchase approvals and role changes go through the same six stages, whoever submits them and however busy the approvers are. The workflow layer runs them in the same order every time.

  1. 01 System

    Request

    Workday marks a new hire as ready. A portal form or an API call starts other requests the same way.

  2. 02 AI step

    Triage

    AI reads the offer details, picks the role template and writes a two-line summary for the manager.

  3. 03 Workflow

    Approve

    The manager approves software access. Finance approves the laptop only if it is over the standard budget.

  4. 04 Workflow

    Escalate

    A badge request idle for two days goes to the facilities lead. Account setup keeps running meanwhile.

  5. 05 Integration

    Fulfill

    Kinetic creates the Entra ID account, opens the laptop order in ServiceNow and books a desk, in parallel.

  6. 06 Everyone

    Status

    The new hire, the manager and HR see one checklist that updates as each system reports back.

Where AI agents fit today

An agent's output lands on the same request as everyone else's, in front of the person who owns the decision. What an agent can start is limited to what its user account is allowed to do.

  • AI steps classify, extract, summarize and draft inside workflows Available
  • AI assistants build forms and workflows through Kinetic's MCP server Available
  • Agents create records and start workflows through the REST API or MCP, within their user's permissions Available
  • Agents pick up and hand off work natively, as participants alongside people In development

Measured in production

All three kept their systems of record and moved the work between them into Kinetic.

  • Defense

    Missile Defense Agency

    50–65% faster completion

    Requests that used to move by email now route in two days instead of five, with 40% fewer exceptions.

    Read the MDA case study

  • Financial services

    GreenState Credit Union

    85% less manual work

    HR, IT and security used to coordinate each new hire by email, typing the same details into three systems. Provisioning now starts from the HRIS record.

    Read the GreenState case study

  • Defense

    U.S. Army INSCOM

    Recruiter workload halved

    An 85-page paper packet gave way to automated screening and routing. Weekly admin time fell from 25 hours to 12.5.

    Read the INSCOM case study

Work Management use cases

The two most common first workflows are employee onboarding and access requests.

Finance operations across the ERP, procurement and AP

Finance work crosses the ERP, the procurement tool, receiving and the expense system, and each one holds only its own piece. Most of the effort goes into exceptions: the invoice that does not match, the entry that breaks a posting rule, the intercompany balance that does not tie out. These workflows handle the routine items automatically and put each exception in front of the person who owns it.

  • Procure-to-pay across the ERP, procurement and expense tools

    A purchase request starts on one form. Kinetic checks the budget in the ERP, routes it to the approvers its amount and category call for, and raises the purchase order in the procurement system. Contract requests take the same route with legal review added.

  • Three-way match that stops only on exceptions

    Kinetic compares the purchase order, the receiving record and the invoice across procurement, receiving and AP. Invoices that agree go on to payment. A mismatch becomes a task for the AP owner with all three documents attached; an AI step can point to the line that differs, and the AP owner decides what happens next.

  • Journal entries checked before they post

    Each entry is validated against your posting policy (the account and the amount threshold, plus the supporting document it requires) before it reaches the general ledger in SAP or whichever ERP you run. An entry that fails goes back to its preparer with the reason.

  • Intercompany reconciliation

    Balances between entities are compared each period. A difference opens one exception that both entity accountants work from, with the supporting transactions attached and the status visible to the controller.

  • Month-end close and financial approvals

    Close tasks run as one checklist across the ERP and the procurement system. The controller sees who owns each task and when it is due, and an overdue reconciliation goes to its owner's manager.

For the auditors. Every approval records who made it, when and why. The workflow will not let the person who prepared an entry or a payment approve it, and the evidence for each item can be exported across systems when the auditors ask for it. See how the same records support compliance and audit workflows.

Also built with Work Management

What a manager sees when work crosses four teams

This program routes each case from intake through investigation, analyst review and a manager's decision. Every case shows which stage it is in, and the dashboard counts what is waiting on whom.

Program manager dashboard for a crash review program: open cases, cases pending review, average time to close and cases this month, a chart of decisions this quarter, approval outcomes by quarter, and a table of recently closed cases showing each case's stage from intake to closed.
A state program's case dashboard. Each row shows where the case is in its approval chain. Harbor State Transportation · fictional organization, sample data

What you can build next

Once the handoffs between HR, IT and finance run in one workflow, other teams can reuse them.

Questions about Work Management

Answered by Kinetic Data. Last updated .

  • What is work management in Kinetic?

    It is the set of workflows that carry a request through every system it touches, such as Workday, Entra ID, ServiceNow and the ERP. Kinetic runs the approvals, deadlines and escalation, and shows everyone involved the same status.

  • How is this different from a project or task management tool?

    Task tools track work that people do by hand. Kinetic does the work in the other systems: it creates the account, opens the order and records the approval. People handle only the decisions that need a person.

  • What does AI do in a workflow, and what does it not do?

    AI classifies requests, pulls details out of documents, summarizes a case for the approver and drafts replies. It does not change the route a request takes, and it does not approve anything with consequences. The workflow sets the order of steps and people sign off.

  • Can AI build the workflows?

    Yes. Through Kinetic's MCP server, an assistant such as Claude drafts forms and workflows inside Kinetic, and your team reviews them before they go live. The same server can create records and start workflows, limited to what the signed-in user is allowed to do.

  • Can AI agents take part in the work?

    Agents start and read requests today through the REST API or MCP, so their work goes through the same approvals and status as everyone else's. Native agent work exchange, where agents pick up and hand back work as participants, is in development.

  • Do we have to change our systems of record?

    No. Kinetic connects to them through connectors and APIs. Moving approvals and routing into Kinetic usually means less custom code in ServiceNow or the ERP, because the cross-system logic no longer has to live there.

Bring one process. Leave with a plan to build it.

Two hours with our team, at no cost. Bring one process that crosses your systems. We map it with you, show what Kinetic would build, and send you a written plan afterward.

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