How to nudge and escalate stalled approvals with the Velocity agent
First published on September 2, 2026 , updated on September 4, 2026Overview
The Velocity agent keeps approvals moving. It tracks how long quotes, timesheets, invoices, purchase invoices, purchase orders, expenses, and leave requests have been pending, and steps in before they become a bottleneck.
This article explains what the agent monitors, how nudges and escalations work, and what to keep in mind.
What the agent monitors
The Velocity agent tracks pending approvals for:
Quote approval
Timesheet approval
Invoice approval
Purchase invoice approval
Purchase order approval
Expense approval
Leave approval
How nudges and escalations work
For each approval type, you decide whether the Velocity agent sends reminders at all — reminders are off by default. Once enabled, the agent waits a set number of days before sending the first reminder, then repeats reminders at a set interval until the item is actioned. If a set number of reminders passes without action, the agent escalates to the responsible person's manager.
Nudges and escalations appear as a VOGSY notification, and include the Velocity agent's risk verdict for that approval, so you immediately see whether it's safe to clear quickly or needs a closer look.
Configuring nudge timing and escalation thresholds
In the AI config section of the back office, under Velocity agent settings, you control how the agent behaves per approval type:
Send reminders — turns reminders on or off for this approval type. Off by default.
Max. days — how many days the agent waits before sending the first reminder
Notification interval — the number of days between each reminder after the first one
Events before escalation — how many reminders are sent before the agent escalates to the responsible person's manager
By default, once reminders are enabled, the agent waits 1 day before the first reminder, repeats every day after that, and escalates after 2 reminders without action. You can adjust the number of days and the number of reminders yourself, per approval type, to match how strict or lenient your organization wants to be about approval turnaround.
How to use it
In the AI config section of the back office, turn on Send reminders for the approval types you want the Velocity agent to monitor.
Set the max days before the first reminder, the notification interval, and the number of reminders before escalation, per approval type.
When you receive a reminder, review and act on the pending approval in VOGSY.
If an item escalates, the responsible person's manager is notified so they can help unblock it.
Human in the loop
As with all VOGSY AI features, the Velocity agent only reminds and escalates — it never approves or rejects anything on your behalf. The decision always stays with the person responsible.
Frequently asked questions
Which approvals does the Velocity agent monitor?
Quote, timesheet, invoice, purchase invoice, purchase order, expense, and leave approvals.
How often are nudges sent?
This depends on your configuration per approval type: how many days the agent waits before the first reminder, and the number of days between each reminder after that.
What happens after escalation?
The responsible person's manager is notified, by default after 2 reminders without action.
Can I change the nudge and escalation timing?
Yes. Per approval type, you set how many days to wait before the first reminder, how often reminders repeat, and how many reminders are sent before the agent escalates to the manager.
Where do I see nudges and escalations?
As a VOGSY notification.
Do I need to activate anything before I can use the Velocity agent?
The Velocity agent is part of VOGSY AI and is only available once AI has been activated for your VOGSY environment.
Are reminders on by default?
No. Reminders are off by default for each approval type. Turn on Send reminders in the AI config section of the back office for the types you want the Velocity agent to monitor.